Last updated
5 October 2026
Match Flow
Privacy Policy
How Match Flow collects, uses, stores and shares information while providing the app and support services.
Who we are and how to contact us
Match Flow is operated in the United Kingdom by Craig Stuart Butterworth. For UK data protection purposes, Match Flow is the controller for the account, support, subscription, website-testing, and service data for which it decides the purpose and means of processing. Team owners and coaches may separately be responsible for the player and team information they choose to enter and share. Contact support@matchflow.co.uk with privacy questions or requests.
Overview
Match Flow helps coaches, followers, and teams plan matches, manage training and team calendar events, follow live match updates, manage availability, import fixtures and league information, plan tournaments, run award votes, create player and match graphics, subscribe to private team calendars, and review team and player statistics.
Information we collect
We collect the information needed to run the app, including your email address, display name, account mode, teams, players, match plans, training sessions, team calendar events, match events, comments, reports, availability responses, notification preferences, communication preferences, device notification tokens, and limited delivery records for notifications and team communications. Match Flow collects a mobile number during new account registration. Existing users may add or update a mobile number if they enable WhatsApp communications, and an additional email address is optional. Coaches may add player information, squad details, match notes, training notes, event details, important information, team logos, opponent logos, player photos and avatars, match report media, and saved graphics. Award voting records may include the poll, eligible candidates, selected first and second choices, the submitting account, the linked player represented by the ballot, and submission times. Fixture imports may store external source links and identifiers, league and team names, opponents, dates, times, venues or pitches, stages, scores and standings where available. To enforce one active device session per account and protect access, we also process a random app device identifier, platform, generic device label, app version, and session claim and last-seen times.
Android testing registration
People who apply to join the Match Flow Android closed test through the form on our website provide their name and the Google Play email address they want added to the tester list. We use these details to assess and administer the test, send joining instructions, and manage production-access testing requirements. Participation is voluntary. The embedded form is provided by Google Forms, so Google may process technical and form data under its own terms. We keep tester details while the test is active and for a reasonable administration period afterwards, unless a longer period is required to document testing or you ask us to remove them sooner where applicable.
Website analytics
We use Vercel Web Analytics to understand aggregate visits to the Match Flow website and which pages are used. It may process anonymous page-view information such as the page or route, referrer, approximate region, browser, operating system, and device type. Vercel Web Analytics does not use third-party cookies and does not associate these analytics with an individual visitor or IP address. We do not use this information for advertising or cross-site tracking.
How we use information
We use this information to create and secure your account, enforce the one-active-device rule, sync your teams and match data, show follower and coach views, manage matches, training, custom team events and private calendar subscriptions, send in-app notifications, push alerts, email reminders, WhatsApp availability chases, availability requests, short-notice change alerts, award-voting requests and reminders, cancellation notices and update notices, import and refresh fixture information, run and record award votes, create graphics and generate match reports when requested, preserve match and award history, verify Coach Premium access, and provide support. Where email or WhatsApp availability actions are enabled, Match Flow may use secure links, message buttons, or message replies to update a linked player's availability in the app. Secure voting links may also allow a recipient to view eligible candidates and submit a ballot. We record link and action information needed to validate access and prevent repeated or unauthorised submissions. Treat these links as private: a person with a valid link may be able to view or act on the information it authorises.
Lawful bases
We process account, team, event, availability, award-voting, media, subscription, and service data where it is necessary to provide Match Flow and perform our agreement with you. We rely on legitimate interests to secure accounts, enforce access rules, prevent fraud and abuse, troubleshoot, support users, administer testing, and improve reliability, provided those interests are not overridden by your rights. We use consent where the law requires it for optional communications or device permissions, and you can withdraw that consent through your settings or device controls. We may also process limited information to meet legal obligations or establish, exercise, or defend legal claims.
Service providers
Match Flow uses trusted service providers to operate the app and website. Vercel hosts the website and provides aggregate website analytics. Supabase stores account and app data. Railway hosts backend services such as subscription verification, notification and communication dispatch. RevenueCat processes subscription status and store transaction information. Apple App Store and Google Play process purchases and payments. Apple Push Notification service and Firebase Cloud Messaging deliver push notifications. Resend sends email communications. Meta and WhatsApp Business Platform send and receive WhatsApp communications. Google Places can be used for venue search, and Google Forms processes Android tester applications. OpenAI may be used when you ask Match Flow to draft or improve match report text. External calendar apps and providers process calendar feed information when you choose to subscribe. These providers may process limited personal data needed to provide their service, such as names, email addresses, mobile numbers, device and subscription identifiers, device tokens, message content, delivery status, event details, store transaction identifiers, subscription status and expiry, and technical logs. Match Flow does not receive your full card or payment details.
Email and WhatsApp communications
Team communications are controlled by team settings and by each user's communication preferences. If enabled, Match Flow may send match, tournament, training and award-voting information such as team name, opponent, event date and time, venue, important information, linked player names, award names and voting deadlines, availability requests, reminders, cancellations, and changes. Availability chases target outstanding responses, and voting reminders target outstanding ballots where supported. Emails are sent individually to each recipient. We do not intentionally send one email to multiple team recipients in a way that exposes recipient email addresses to each other. WhatsApp communications require a mobile number and WhatsApp opt-in. WhatsApp messages are sent through Meta's WhatsApp Business Platform for supported availability chases, coach-facing short-notice availability-change alerts, award-voting requests and voting reminders. The channels used depend on the event, team settings and your communication and notification preferences; not every message is sent through every channel. Replies or button taps may be processed by Match Flow to update availability or record delivery status. You can manage email, WhatsApp and relevant notification categories in Account Settings. These are team-service communications, rather than permission to send unrelated promotional messages.
Fixture and tournament imports
When a coach links a league or requests a fixture or tournament import, Match Flow retrieves relevant information from publicly accessible FA Full-Time or Tournify pages and data. This may include team and league names, opponents, fixture dates and times, venues or pitches, competition stages, published results and standings. Match Flow stores the selected information and source identifiers so it can create plans, display league information and reconcile later refreshes. Imported information is used for team planning and is not a request to give Match Flow your FA Full-Time or Tournify password or private account access. Those services operate independently and have their own terms and privacy policies.
Award voting and visibility
Match Flow stores ballots and related account and player links to enforce voting eligibility, prevent duplicate ballots and calculate awards. For linked-player ballots, one ballot is shared by parents linked to the same player; the first parent to submit owns that ballot, and another parent linked to that player can see its saved choices. Coaches can review named ballots, the submitting parent and represented player, and who has not voted. An anonymous poll hides totals and other families' individual choices from followers; it is not anonymous from coaches or from another parent who can view the same linked-player ballot. Season results remain hidden from followers in the app until a coach reveals them, while the closed vote remains visible. Parents POTM results become visible when voting concludes. Result visibility does not itself make individual ballots public.
Player photos, avatars and graphics
Player photos, avatars, team logos and other media are used to display profiles and create requested reports and graphics. A graphic may include player names and images, team branding, awards, match details and results, depending on the options selected. Saved media and graphics can be available to authorised team users according to their role and the applicable award visibility. If you export or share a graphic, a copy can leave Match Flow and be received, stored or reshared by the people or external services you choose. Deleting a record or restricting visibility inside Match Flow cannot remove those external copies. Only upload and share images you have the right and appropriate permission to use, taking particular care with children's images.
Private calendar subscriptions
If you create a team calendar subscription, Match Flow gives you a private, revocable calendar link. The feed may contain the team name, fixture, training or custom event title, opponent, date and time, status, venue or location, important information, and scores where applicable. Anyone with the link may be able to view the feed, so treat it like a password and do not share it publicly. Your chosen calendar app or provider may receive, store, or cache the feed outside Match Flow. Revoking the link prevents future retrieval from Match Flow but cannot remove information already downloaded, copied, or cached by another provider or person.
Children and player information
Match Flow may be used for youth football teams. Coaches and team administrators should only add player information they have permission to manage and share with linked followers. Avoid adding unnecessary sensitive information. Injury and availability information should be limited to what is needed for matchday and training planning. Player names, images, availability choices and awards may appear in authorised team views and team communications, or in graphics a user chooses to export. Coaches and other people sharing content should check the intended audience and have the appropriate permissions, including from a parent or guardian where required, before sharing a child's information or image outside the team.
Sharing
Within Match Flow, team data is shared with authorised users according to their role, such as coach, owner or follower, and with service providers needed to deliver app features. Ballot access, private links, calendar subscriptions and user-selected exports have the specific sharing arrangements described above. A user who chooses to export or share a graphic or report may disclose its contents outside the linked team. We do not sell personal information. We do not use your app data for third-party advertising.
Push notifications
If you enable push alerts, Match Flow stores a device token so notifications can be delivered to that device. You can disable push alerts or individual notification categories from Account Settings.
Communication preferences
You can manage push alerts, notification categories, email communications, WhatsApp communications, relevant voting and availability notification categories, additional email address, and mobile number from Account Settings. Turning off email or WhatsApp stops future optional communications through that method, although in-app notifications may still appear where they are needed for the app to function.
Data retention
Match, tournament, imported fixture, team calendar, training, availability, report and saved media data is kept to support team planning and history. Award and ballot records are retained while needed to run votes, enforce ballot rules and preserve team award history. Photos and saved graphics form part of the related player, report or award records. You can use the available deletion controls or contact support about these records. Copies exported to another person or service are subject to that recipient's retention arrangements. User notifications are automatically deleted after 30 days, and read notifications are also trimmed in the app. Communication jobs, delivery records, availability and voting action tokens, device-session records, and calendar token records are retained only as needed for delivery, security, troubleshooting, abuse prevention, and audit purposes, and may be cleaned up automatically. Tester registration details are retained as described in the Android testing section. Subscription event and entitlement records are retained as needed to verify access, honour paid expiry and offline grace, prevent purchase transfer, prevent duplicate trials, and investigate fraud or abuse. Backup or legal records may remain for a limited period after deletion where reasonably necessary.
International transfers
Some service providers may process information outside the United Kingdom or European Economic Area. Where required, we rely on appropriate safeguards such as an adequacy regulation, approved contractual protections, or the provider's lawful transfer mechanism. Contact support if you want more information about safeguards relevant to your data.
Security
We use authentication, role checks, and database access controls to protect team data. No system can be guaranteed completely secure, so please contact us if you believe something is wrong.
Your choices and data rights
You can update your display name, manage notification and communication preferences, disable push alerts, remove optional contact details, revoke a private calendar link, leave teams you do not own, log out, or permanently delete your account from Account Settings. Account deletion removes your profile, contact preferences, and team memberships. Shared team records may remain for other team members who rely on the team's history, but your account and authorship links are removed. You must delete teams you own first or contact support if an ownership transfer is needed. Deleting your Match Flow account does not cancel an Apple App Store or Google Play subscription; cancel future renewal through the relevant store if required. Limited purchase-owner, trial-claim, subscription-event, and lifetime-grant identifiers may be retained where needed to prevent subscription transfer, duplicate trials, fraud, or abuse. Depending on the law that applies, you may ask to access, correct, erase, restrict, or receive a portable copy of your personal information, object to certain processing, or withdraw consent. Contact support@matchflow.co.uk to make a request. We may need to verify your identity and may be unable to remove team records that another team legitimately needs to retain.
Complaints
Please contact support@matchflow.co.uk first so we can try to resolve a privacy concern. You also have the right to complain to the UK Information Commissioner's Office. Information about making a complaint is available at ico.org.uk.
Changes to this policy
We may update this policy as Match Flow, its service providers, or legal requirements change. The latest version and its updated date will be published on the Match Flow website. Where changes introduce new uses of personal information or otherwise require an additional notice, we will bring those changes to affected users' attention; publishing a revised page does not by itself replace that notice.