AceTraq Privacy Notice
Last updated: 11 November 2026
Version: 1.2
1. Who we are
AceTraq is provided by Rab Labs Ltd, registered in England and Wales, company number 17322371, registered office 22 Gillis Square, London SW15 5FG.
In this notice, “we” and “us” mean Rab Labs Ltd. “AceTraq” means our mobile app and the website at acetraq.com.
We are the controller of the information described below. For some club access, a club is a joint controller with us — see section 5.
Contact: support@acetraq.com
ICO registration number: ZC258911
Any phrase introduced by “including”, “includes”, “for example”, “such as” or any similar expression is illustrative and does not limit the sense of the words preceding it.
2. Who uses AceTraq
Accounts on AceTraq are held by adults — parents or guardians, and coaches. A parent can also give a player their own login, as described below. Account holders must be 18 or over, and confirm this when registering.
A parent registers their child, and information about that child is created and used through the accounts of that parent, any other adults they share the child’s record with, and coaches.
Players. With a Family Account, the main account holder can give a player in the LTA 14U age group or above their own login to their profile. The main account holder creates a single-use code for the player, can turn the login off at any time, and is alerted each time a code is used, so they can spot a code used by someone else.
We rely on the confirmation given at registration as to a user’s age. If you believe an account has been registered by someone under 18, or that a child has been added to AceTraq by someone without authority to do so, contact support@acetraq.com.
AceTraq is offered in the United Kingdom.
3. What we collect
From parents, and other adults given access to a child’s record: name, email address, mobile number, password (stored in scrambled form).
About children, provided by a parent: name, year of birth and LTA membership number.
From coaches: name, email address, mobile number, club or clubs, and optionally a link to an LTA coach profile.
From players: we do not collect a player’s email address, phone number or password. A player logs in with the main account holder’s email address and a code.
Created in the app about a child: development plans and targets, progress summaries, session feedback, session plans, coaches’ private notes, homework tasks and completion records, tournament entries and targets, match results and charting, comments on a match recorded as the child’s own, entered by a parent or by the player, skill ratings across four areas (Technical, Tactical, Physical, Mental), calendar sessions, and periods of unavailability. Some of these fields allow free text.
Ranking information: name, LTA membership number, year of birth, whether the player is on the boys’ or girls’ list, ranking position and points. This is taken from the LTA’s published junior rankings, which are publicly available on the LTA website without registration. The published rankings are separated into boys’ and girls’ lists, and we record which list each player appears on. Age band is worked out by us rather than taken from the source. We use this information to verify membership details at registration, and to display rankings and ranking history for registered children. The published rankings cover all ranked juniors, so the file we download includes children who do not use AceTraq. The file is held for no more than two weeks and is replaced each time it refreshes; only rows matching registered children are kept beyond that, and only rows matching a registered child are ever displayed in the app.
Collected automatically: technical information needed to run the service and keep it secure; crash and error reports; push notification device identifiers where you turn notifications on; and a record of activity on your account, such as sign-ins and which records are created, changed or deleted, and when.
From the website. If you contact us through acetraq.com we collect your name, email address and whatever you write. Our hosting provider keeps standard server logs, including IP addresses.
What the app stores on your device. The app stores information on your phone in order to work, including your login session. Where the app uses push notifications, it stores a notification identifier once you turn them on. Crash and error reporting operates by default, because we need it to keep the service working and secure.
Cookies on the website. We do not use cookies to identify you, follow you between websites, or show you advertising.
Visitor statistics. We count visits to the website so we can see which pages are used. This is done without storing anything on your device and without identifying you.
Fonts. The typefaces on our website load from Google. When you visit, your browser connects to Google’s servers, so Google receives your IP address, and may process it outside the UK. Google’s privacy policy, at policies.google.com/privacy, explains how it uses this information.
4. Why we use it
| Purpose | Legal ground |
|---|---|
| PurposeProviding and running your account and the service | Legal groundPerformance of a contract |
| PurposeHolding and displaying information about a child so the service works | Legal groundLegitimate interests |
| PurposeMaintaining a continuous coaching record that stays with the player | Legal groundLegitimate interests |
| PurposeCollecting and displaying LTA rankings, and checking membership numbers at registration | Legal groundLegitimate interests |
| PurposeSending notifications about sessions, feedback and results | Legal groundPerformance of a contract; legitimate interests |
| PurposeDiagnosing faults and keeping the service secure | Legal groundLegitimate interests |
| PurposeCounting visits to the website, and loading its typefaces | Legal groundLegitimate interests |
| PurposeResponding to enquiries | Legal groundLegitimate interests |
| PurposeTaking payments | Legal groundPerformance of a contract |
| PurposeKeeping financial records | Legal groundLegal obligation |
| PurposeDeveloping and improving our services | Legal groundLegitimate interests |
| PurposeResearch, analysis and statistical reporting, including in aggregated or anonymised form | Legal groundLegitimate interests |
| PurposeProducing summaries, statistics and trend charts from information in AceTraq | Legal groundPerformance of a contract (your own information); legitimate interests (your child’s information) |
| PurposeMarketing our services by email, push notification or text, where you have opted in | Legal groundConsent |
| PurposeShowing you information about our plans and features inside the app | Legal groundLegitimate interests |
| PurposeSharing a child’s record with other adults the main account holder chooses | Legal groundLegitimate interests |
| PurposeMaking a player’s record available to coaches at a club the main account holder has joined | Legal groundLegitimate interests |
| PurposeGiving a player their own login, where the main account holder chooses | Legal groundLegitimate interests |
| PurposeEstablishing, exercising or defending legal claims, and dealing with complaints or disputes | Legal groundLegitimate interests |
Where this table says performance of a contract, that applies to your own information as an account holder. For a child’s information, we rely on legitimate interests.
Where we rely on legitimate interests, we have considered whether our reasons are outweighed by your privacy. You can ask us to explain, and you can object — see Section 7.
Where we rely on consent, you can withdraw it at any time without affecting anything else.
We do not make decisions producing legal or similarly significant effects about a child by automated means. Ratings, plans and feedback are written by coaches.
Marketing. We only send you marketing by email, push notification or text if you opt in, at registration or later in your account settings. You can change your mind at any time, using the marketing setting in your account, the unsubscribe link in any message, or by emailing support@acetraq.com. You can also object to promotional messages inside the app, and we will stop.
5. Who can see a child’s information
Direct connections require acceptance. The main account holder and a coach become connected only when an invitation is sent by one and accepted by the other. The main account holder chooses which of their children a coach may see.
Lead Coach. A coach connected directly to a player.
Clubs. The main account holder can join a club using a code the club provides. Every coach the club approves, including coaches it approves later, can then see the player’s record, including the development plan, tournament schedule and results, match and charting data (including comments recorded as the child’s own), and session notes, and can add session notes. The club’s administrators can see all of the player’s information except other coaches’ private notes and drafts, and sessions the parent adds themselves, and can see the main account holder’s name and contact details. Other club coaches do not see the main account holder’s contact details unless they are also connected to the player directly. Parents can see the club’s details, including its address, email address, phone number and website, but not the contact details of its administrators or coaches, unless that person is also connected to the player directly. The main account holder can leave a club at any time, which ends access for all its coaches. The club can remove a coach or a player. A player can belong to more than one club.
Who is responsible for club access. The club and we are joint controllers for making a player’s record available to the club’s approved coaches. The club decides which coaches it approves and keeps that list up to date. We run the service, provide this notice and deal with requests about your information. You can contact either of us, but please contact us first at support@acetraq.com. How the club uses what its coaches see in its own coaching is the club’s responsibility alone.
Other adults chosen by the parent. The adult who registers a child is the main account holder for that child. They can share the child’s record with up to two other adults who have parental responsibility for the child or help care for them, by generating a six-digit code in the app that expires after one hour. Each additional adult holds their own account, and can see and use the child’s record in the same way as the main account holder, including the coach’s plans and feedback, tournament data and the calendar. They cannot add or remove children, connect or remove coaches, join or leave a club, or share the record with anyone else. We do not check the relationship between an additional adult and the child. The main account holder decides who has access, and can disconnect an additional adult at any time. Sharing with other adults is part of a paid subscription, and additional adults lose access if the main account holder’s subscription ends. Additional adults can see the contact details of connected coaches; coaches do not see an additional adult’s contact details.
Players. A player with their own login sees only their own profile. They can see and do what an additional adult can, including accepting or cancelling sessions, but cannot see coaches’ contact details. The adults on the Family Account can see everything on the player’s profile. Coaches can see what the player writes and any sessions they accept or cancel.
The main account holder may remove any directly connected coach from a child at any time, from their Profile, where those coaches are listed. Removal ends that coach’s access.
Session notes. A coach can keep a session note as a draft, which only they can see; save it for other coaches at the same club; or share it with the parent and other coaches with access to the player, including coaches at other clubs the player belongs to. Private notes are seen in the app only by the coach who wrote them.
A directly connected coach can see: the child’s name, year of birth and LTA number; the main account holder’s name, phone number and email address; the development plan, targets, ratings, feedback, homework and completion records, tournaments and charting; recorded periods of unavailability; the child’s LTA ranking; and sessions arranged through AceTraq.
The main account holder and any additional adults can see a directly connected coach’s name, contact details and club. The coach can see the main account holder’s contact details, so that they can reach each other.
If you are registered on AceTraq and another user enters your mobile number when sending an invitation, they are shown that the number is registered, together with a shortened form of your name.
Content written by a coach stays in the player’s record when the coach’s access ends, and anything the parent could see stays visible to them. When a directly connected coach’s access ends, their contact details are removed; their name may remain on what they wrote. While a coach has access, they can edit their own work and delete some of it. Once their access ends, nothing they wrote is deleted, and they cannot export it.
Sessions a parent adds themselves, outside AceTraq, are not visible to coaches.
When charting a match, a parent enters the opponent’s name. This is stored with the match record and visible to anyone who can see the player’s match data.
6. Sharing, storage and retention
We share information with: service providers who host, operate, secure, support and analyse the service on our behalf; payment providers; app store operators, where a subscription is bought through them; professional advisers; Google, which provides the typefaces on our website; other adults the main account holder chooses to share a child’s record with; clubs the main account holder joins, and the coaches they approve; anyone to whom we sell, transfer or merge part of our business; and others where the law requires it, where it is necessary to protect a child, or where you have agreed.
When you send an invitation, AceTraq prepares a message and passes it to your own messaging app. We do not send it and do not record the recipient.
Storage. Our database is primarily hosted in the United Kingdom. Some providers operate internationally; where information is transferred outside the UK we rely on the safeguards recognised under UK law, which may include the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses, or UK adequacy regulations.
Retention. We keep your account information for 12 months from the later of the last time you opened the app or the closing of your account. We keep a child’s record for 12 months from the last time the main account holder or an additional adult opened the app, unless it is deleted sooner. An account with an active subscription is treated as in use. After those periods we delete the information automatically, subject to the exceptions below, and we will email you 30 days before we do. Records of activity on your account are kept for 12 months from the date of each entry. You can ask us to delete sooner, and the main account holder can delete a child’s record in the app at any time. If the main account holder deletes a child’s record or closes their account, the child’s record is deleted and any additional adults lose access immediately and are told; their own accounts are kept under the normal retention period. Financial records are kept for six years as tax law requires, and records relating to a safeguarding concern are kept for as long as necessary. Deleted information may persist in backups for a limited period before being overwritten.
The ranking file downloaded from the LTA is held for no more than two weeks and replaced at each refresh. Ranking history is kept only for registered children.
We may also retain information in aggregated or anonymised form, which does not identify anyone, for as long as it remains useful.
We may keep information for longer than the periods above where we need to in order to establish, exercise or defend legal claims, to comply with a legal obligation, or to deal with a complaint or dispute.
7. Your rights
You can ask us to: give you a copy of what we hold; correct it; delete it; restrict how we use it; provide it in a portable form; or stop using it where we rely on legitimate interests. You can withdraw consent at any time. You can object to direct marketing at any time, and we will stop.
Your right to object. Where we rely on legitimate interests, including for most of what we do with a child’s information, you can object at any time, for yourself or on your child’s behalf. We will then stop, unless we have compelling legitimate grounds that override the interests of the person concerned, or we need the information for legal claims.
Email support@acetraq.com. We respond within one month. Where a request is complex, or where you have made a number of requests, we may extend this by up to two further months, and we will tell you within one month if we do. We may ask you to confirm your identity first, particularly where a request concerns a child.
These rights are not absolute. We may be entitled or required to refuse a request, in whole or in part, where an exception applies, and we will tell you if that is the case.
A child’s rights belong to the child. A parent exercises them on the child’s behalf while the child is too young to do so. A request on a child’s behalf can come from a parent with parental responsibility who is not the main account holder. As a child matures they may exercise their own rights; in Scotland a child of 12 or over is presumed able to do so.
Complaints. You have the right to complain to us about how we have used your information. Contact us at support@acetraq.com, or use the contact form at acetraq.com/contact. We will acknowledge your complaint within 30 days, investigate it, keep you informed of progress, and give you an outcome. If you remain dissatisfied, you may complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF — 0303 123 1113 — ico.org.uk.
8. Children
A parent registers a child and controls access to that child’s information by connecting coaches, joining clubs and sharing it with other adults. Children do not hold accounts of their own, but the main account holder can give a player their own login (see section 2).
Coaches are required by our Coach Terms not to record medical, diagnostic or health information in AceTraq, and parents are asked not to either.
We do not seek health information or any other special category data. Where we become aware that information of that kind has been entered, we remove it.
We do not use children’s information for advertising, and we do not build profiles of children for advertising or commercial profiling purposes.
A child must be at least 5 years old to be registered.
9. Security
Information in transit is encrypted. Passwords are stored in scrambled form. Access permissions are enforced in our systems. Access within our organisation is limited to those who need it.
If a breach occurs, we will notify the ICO where it is likely to result in a risk to your rights and freedoms, and we will tell you where it is likely to result in a high risk to you.
10. Changes
We may update this notice. The date at the top shows the current version. Where a change materially affects how we use your information, we will tell you before it takes effect.
11. Contact
Email: support@acetraq.com
Post: Rab Labs Ltd, 22 Gillis Square, London SW15 5FG, United Kingdom