PRIVACY POLICY

1. WHO THIS POLICY COVERS

M5Ship provides membership and class-management services to sports clubs and their members. This policy applies to information handled by M5Ship through our mobile applications, web applications, support channels and website at m5ship.com.

For club membership records, your club may determine why and how certain information is used. Questions about a club’s own use of your information should be directed to that club. Questions about the M5Ship service can be sent to us using the contact details below.

2. INFORMATION WE COLLECT

Information you provide

• Account information, including your name, email address, password credential, phone number, city and date of birth.
• Optional profile information, such as an avatar and emergency contact name, relationship and phone number.
• Club access requests and information you send when contacting support.

Membership and activity information

• Your linked clubs, membership number, membership tier, status, start date and paid-through date.
• Class reservations, cancellations, attendance and no-show records.
• Payment records entered by your club, including amount, currency, date, method and related notes. M5Ship does not process card payments through the member app.
• Club-specific profile fields that a club requires for membership administration.

Technical information

• Authentication sessions and security tokens needed to keep you signed in.
• Basic request and diagnostic information that our infrastructure may record, such as IP address, device/browser type, timestamps and error logs.

The public m5ship.com landing site does not use advertising cookies or third-party analytics at the effective date of this policy.

3. HOW WE USE INFORMATION

We use information to:

• Create, secure and maintain your account.
• Connect you with clubs and display your member pass and membership status.
• Provide class schedules, booking, cancellation and attendance features.
• Show payment records maintained by your club.
• Send essential account communications, including password-reset messages.
• Respond to support requests, prevent misuse, investigate incidents and maintain service reliability.
• Comply with legal obligations and enforce our terms.

Where applicable, processing is based on providing the service you request, our legitimate interests in operating and securing M5Ship, compliance with law, or consent when required.

4. WHEN INFORMATION IS SHARED

We do not sell your personal information. We may share it:

• With your clubs: authorized owners, administrators and staff can access member information needed to administer the club.
• With service providers: hosting, database, storage, email delivery, security and technical support providers may process information for us under appropriate safeguards.
• For legal and safety reasons: when reasonably necessary to comply with law, protect rights and safety, investigate fraud or respond to lawful requests.
• During a business transaction: as part of a merger, financing, acquisition or sale, subject to applicable law and notice requirements.

Our providers may process information in countries other than yours. Where required, we use appropriate transfer safeguards.

5. DATA RETENTION

We keep account information while your account is active and as needed to provide the service. After an account-deletion request is verified, we delete or anonymize account information within 30 days unless it must be retained for legal, security, dispute-resolution or legitimate club recordkeeping purposes. Backups may retain deleted data for a limited period before automatic expiry.

Clubs may retain membership, payment or attendance records under their own legal obligations. Contact the relevant club regarding its retention of those records.

6. YOUR CHOICES AND RIGHTS

Depending on where you live, you may have the right to request access to, correction of, deletion of, restriction of, or a copy of your personal information, and to object to certain processing. You may update many profile fields in the app.

To delete your M5Ship account, follow the instructions on our account deletion page. You may also email info@m5ship.com. We may need to verify your identity before completing a request. You may also have the right to complain to your local data protection authority.

7. SECURITY

We use reasonable administrative, technical and organizational safeguards designed to protect personal information, including access controls, password hashing and protected authentication tokens. No system can guarantee absolute security, so please use a strong, unique password and contact us if you suspect unauthorized access.

8. CHILDREN

M5Ship is not directed to children under 13. Users who are not old enough to consent to data processing in their country should use M5Ship only with authorization from a parent or legal guardian and in accordance with their club’s membership process. If you believe a child provided information without appropriate authorization, contact us.

9. POLICY CHANGES

We may update this policy as the service or applicable law changes. We will post the revised policy here and update its effective date. We will provide additional notice when a material change requires it.