BoutMatrix ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our matchmaking database and club management platform (the "Service").
🔒 Data Privacy & Security Commitment
Club data is very private and confidential. All club information, boxer data, and matchmaking records are strictly used only within the application for matchmaking purposes between authenticated clubs. We do not share, sell, or publicly expose any club data. The database is the heart of our system and all data is secured with industry-standard encryption and access controls. Your data remains private, secure, and accessible only to authenticated users within the platform.
Information We Collect
Personal Information: We collect information that you provide directly to us, including:
Club name, address, and contact details
Competition secretary name and email address
Boxer information needed for club management and matchmaking (for example name, date of birth, weight, medical certificate dates). Access is role-based: your club and platform administrators may see full records; other clubs only see a minimised matchmaking view
Parent/guardian contact details for boxers under 16 (stored separately from public matchmaking profiles; visible only to the boxer's club and platform administrators)
Account credentials and profile information
Usage Information: We automatically collect certain information about your use of the Service, including:
Log data (IP address, browser type, access times)
Device information
Usage patterns and preferences
How We Use Your Information
We use the information we collect to:
Provide, maintain, and improve our Service
Facilitate matchmaking activities between verified clubs
Process transactions and manage subscriptions
Send administrative information and updates
Respond to your inquiries and provide customer support
Monitor and analyze usage patterns and trends
Ensure compliance with safety regulations
Detect, prevent, and address technical issues and security threats
Information Sharing and Disclosure
We do not sell, share, or publicly expose your club data. All club information is private and used exclusively within the authenticated application for matchmaking purposes. We may share your information only in the following limited circumstances:
With Other Authenticated Clubs: For matchmaking purposes only, other authenticated clubs may see a minimised boxer view needed to arrange fair, safe bouts — for example initials (where name privacy applies), club, age or age category, weight, gender, nationality, bout record, availability, and coarse medical/review status ("In Date" / "Not In Date", "Up to date" / "Review required"). Other clubs do not receive exact medical expiry dates, England Boxing registration numbers, full dates of birth on browse/directory surfaces, exact review timestamps, or internal verification/compliance notes. Parent/guardian safeguarding data for junior boxers is never shared with other clubs. This data is never publicly accessible outside registered, authenticated users on the platform.
Service Providers: We may share information with third-party service providers who perform services on our behalf, subject to strict confidentiality agreements.
Legal Requirements: We may disclose information if required by law or in response to valid legal requests.
Important: Your club data is never made publicly available, indexed by search engines, or shared outside the authenticated application environment.
Matchmaking data minimisation (UK GDPR)
BoutMatrix applies the principle of data minimisation: clubs should only see personal information they genuinely need for their role.
Owning club / coaches / platform admins: Full boxer records for duty of care — including date of birth, registration numbers, medical certificate dates, review history, and internal compliance indicators.
Other clubs (Browse Boxers, Find a Bout, Auto Match, Sparring, bout requests): Matchmaking-safe fields only. Medical information is shown as status ("Medical: In Date" or "Medical: Not In Date"), not as expiry dates. Review is shown as "Up to date" or "Review required", not as calendar dates or "due soon" internal labels. Exact dates of birth are not shown on cross-club profile surfaces; age or age category is used instead. Registration numbers (for example EB numbers) and profile-completion metrics stay private to the owning club.
Public visitors: No private boxer medical or personal administrative data. The public club directory only shows information clubs have opted to publish.
Eligibility still uses full data internally: The matchmaking engine continues to use stored medical expiry dates and dates of birth for safety and age-gap rules. Those values are not exposed in the UI or API responses to unauthorised clubs.
Data Security
The database is the heart of our system and all data is secure.We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:
End-to-end encryption for data in transit and at rest
Strict authentication requirements - all data access requires user authentication
Role-based access controls ensuring data is only accessible to authorized users
Regular security audits and monitoring
Secure database infrastructure with no public data exposure
All club data is stored securely and is only accessible within the authenticated application. We do not expose any data through public APIs or unauthenticated endpoints.
However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
Your Rights Under UK GDPR
Under UK GDPR and Data Protection Act 2018, you have the right to:
Access: Request access to your personal data
Rectification: Request correction of inaccurate data
We retain your personal information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
Safeguarding & Children's Privacy
Safeguarding is not a marketing badge on BoutMatrix — it shapes who can be matched, what other clubs can see, and what stays inside your club only.
We combine UK GDPR data minimisation with amateur boxing duty of care: juniors need parental consent before matchmaking, under-16 names can be initials-only to other clubs, and cross-club profiles never expose medical dates, EB numbers, or guardian contacts.
Junior consent before matchmaking: Under-16 boxers require parent/guardian consent on file. Until safeguarding is complete, they are blocked from Find a Bout, Auto Match, and opponent pools.
Guardian data stays private: Parent/guardian contacts are stored separately from matchmaking profiles and are never shared with other clubs — only the owning club and platform administrators can access them.
Name privacy for young boxers: Clubs can hide full names from public match queries so other clubs see initials only. Your own club always sees legal names for administration.
Medical and profile data minimisation: Other clubs see Medical In Date / Not In Date and Review Up to date / Review required — not exact medical expiry dates, full dates of birth on profiles, or registration numbers. Eligibility still uses full data server-side so safety is not weakened.
Our Service is intended for use by boxing clubs and their authorised representatives. Where we process information about boxers (including minors), we do so with the safeguards above and in compliance with UK GDPR and the Data Protection Act 2018. Parental consent is required for processing personal data of minors used in matchmaking. BoutMatrix supports club safeguarding workflows; it does not replace your club’s statutory safeguarding lead, association rules, or DBS/welfare processes.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us: