Privacy Policy

Section 01About this policy

This Privacy Policy explains how Talent Mates Limited (“Talent Mates”, “we”, “us”, “our”) collects, uses, stores, and protects your personal data when you visit talent-mates.com, sign up to MATE AI, or interact with our services.

We are the data controller for personal data we collect about you. That means we decide what data is collected and how it is used.

This policy is governed by the laws of England and Wales and complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Section 02Data we collect

We collect different categories of personal data depending on how you use the service.

Account data

• Email address
• Hashed password (we never store passwords in plain text)
• If you sign in with Google: your Google account ID, name, profile photo, and email address as supplied by Google OAuth

Profile data (entered by you)

• Full name, date of birth, nationality
• Current club, current league, position, dominant foot
• Height, weight, contract expiry date
• Agent name, career history, current country of residence
• Language preferences, biographical notes

Use data

• Conversations between you and MATE AI’s sub-agents (Legal Advisor, Performance Coach, Transfer Analyst, Concierge)
• Training session logs you record (date, type, duration, RPE, fatigue, sleep, injury notes, performance metrics)
• Files you upload, such as contract PDFs
• Session timestamps and feature usage

Payment data

Payments are processed by Stripe Payments Europe Ltd (Ireland). We do not see or store your full payment card details. We receive from Stripe: the last four digits of your card, card brand, billing address, transaction ID, subscription status, and renewal dates.

Technical data

• IP address, browser type, device type, operating system
• Referring URL, pages visited within our service, click events
• Approximate location (derived from IP, country-level)
• Cookies and similar technologies (see Section 11)

Section 03How we collect it

Directly from you

When you create an account, complete your profile, send messages to MATE AI, log training, upload files, or make a payment.

Automatically

Through cookies, server logs, and analytics tools when you interact with our services.

From third parties

If you sign in with Google, Google provides limited profile information (name, email, account ID, photo) through the OAuth protocol. If you pay through Stripe, Stripe returns transaction data to us. We do not buy personal data from data brokers.

Section 04Why we use your data and our legal basis

Under UK GDPR, we must have a lawful basis for every type of processing. Below is the summary.

Section 05How AI processes your data

MATE AI is built on large language models provided by third-party AI providers. When you interact with MATE AI, the following data is sent to them in real time:

• Your messages and queries
• Relevant context from your profile (e.g. position, club, language preference)
• Recent conversation history (for continuity)
• Any files you upload during a session
• Relevant training log entries (when interacting with the Performance Coach)

AI sub-processors

Our current AI sub-processors are:

• Anthropic PBC (San Francisco, United States) — provides the Claude language model that powers all four MATE AI sub-agents
• OpenAI Inc. (San Francisco, United States) — provides the embedding model used to search our regulatory knowledge base

Under the API terms with both providers, your data is not used to train their models. Your data is processed by them solely to generate the response you receive. Both providers operate under strict data processing agreements with us.

Important AI limitations

MATE AI provides general information and analysis. It is not:

• A regulated source of legal advice (the Legal Advisor sub-agent provides general information about football regulations only)
• A regulated source of medical advice (the Performance Coach provides general fitness information only)
• A regulated financial or career advisor

For details on the limits of MATE AI’s outputs and how they may be used, see our Terms of Service.

Section 06Who we share your data with

We do not sell your personal data. We share it only with the categories of recipients listed below, and only as needed to operate the service.

Section 07International transfers

Some of our sub-processors are located outside the United Kingdom, primarily in the United States and the European Union. When personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

• Adequacy decisions issued by the UK government (for EU transfers)
• UK International Data Transfer Agreement (IDTA) or EU Standard Contractual Clauses (SCCs) + UK Addendum (for US transfers)
• Sub-processor commitments to UK GDPR-equivalent standards

You may request a copy of our transfer safeguards by emailing hello@talent-mates.com.

Section 08How long we keep your data

We keep personal data only as long as necessary for the purposes set out in this policy.

Section 09Your rights under UK GDPR

You have the following rights regarding your personal data:

Right of access

You can request a copy of the personal data we hold about you.

Right to rectification

You can ask us to correct inaccurate or incomplete data.

Right to erasure (“right to be forgotten”)

You can ask us to delete your data. We will do so within 30 days unless we are required to keep it by law (for example, payment records for tax purposes).

Right to restrict processing

You can ask us to pause processing of your data in certain circumstances.

Right to data portability

You can request your data in a structured, machine-readable format and transfer it to another service.

Right to object

You can object to processing based on legitimate interests, including marketing.

Right to withdraw consent

Where we rely on consent, you can withdraw it at any time without affecting prior lawful processing.

How to exercise your rights

Email hello@talent-mates.com with the subject line “Data rights request”. We will respond within one month. There is no fee for most requests.

Section 10Marketing communications

We will only send you marketing emails if you have explicitly opted in. You can unsubscribe at any time using the link in any marketing email, or by emailing hello@talent-mates.com.

We never share your email with third parties for their own marketing.

Service emails (account, billing, security alerts) are sent on the basis of contract performance and cannot be opted out of while you have an active account.

Section 11Cookies

We use cookies and similar technologies to operate the service, remember your preferences, and understand usage.

Strictly necessary cookies

Required to deliver the service: authentication session, security tokens, load balancing. These cannot be turned off.

Functional cookies

Remember your preferences (language, agent selection, sidebar state). Set only if you accept them.

Analytics cookies

Help us understand how the service is used, in aggregate. Set only if you accept them.

Marketing cookies

We do not currently use marketing or advertising cookies. If we add them in future, we will update this policy and request your consent.

You can manage cookie preferences via your browser settings or our cookie banner when it appears. Note that blocking strictly necessary cookies may break parts of the service.

Section 12Minors and young athletes

MATE AI is designed for use by professional and semi-professional athletes. Many such users are under 18.

Age requirements

• Under 13: You may not create an account. We do not knowingly collect personal data from anyone under 13. If we discover we have collected data from a child under 13, we will delete it promptly.
• 13 to 17: You may use MATE AI only with the verifiable consent of a parent or legal guardian. The parent or guardian must be the account holder and consent to our processing of the young athlete’s data.
• 18 and over: You may create your own account.

Extra safeguards for under-18 users

• We minimise data collection from minors to what is necessary to provide the service
• We do not target marketing at users under 18
• Parents/guardians can request access, correction, or deletion of the minor’s data at any time

If you believe a minor is using the service without proper parental consent, please contact hello@talent-mates.com.

Section 13Security

We take security seriously. Our measures include:

• TLS/HTTPS encryption for all data in transit
• At-rest encryption for our database and file storage
• Passwords hashed using industry-standard algorithms (we never see your password)
• Row-level security policies on our database to isolate user data
• Multi-factor authentication available on the underlying platform
• Regular security review of code, dependencies, and access controls
• Restricted access to production systems on a need-to-know basis

No service can guarantee perfect security. If you become aware of a security incident affecting your account, contact hello@talent-mates.com immediately. We will notify you and the ICO of any breach affecting your rights within the timelines required by law.

Section 14Automated decision-making

MATE AI uses AI to generate responses to your questions. However, we do not use automated decision-making (including AI) to make decisions that produce legal or similarly significant effects on you within the meaning of Article 22 of the UK GDPR.

MATE AI’s outputs are informational. You remain solely responsible for any decisions you make based on them. We recommend that you verify MATE AI’s outputs with qualified human professionals before acting on them in matters of law, health, finance, or career.

Section 15Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the service, our practices, or the law. When we make material changes, we will notify you by email or in-product notice at least 14 days before the changes take effect. The “Last updated” date at the top of this page shows the most recent revision.

Section 16How to contact us

For any privacy-related question or to exercise your rights, please contact us:

Section 17Complaints to the ICO

If you believe we have not handled your personal data properly, we would like the chance to put things right. Please contact us first.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):