Privacy Policy for VeloTribe

Last updated: 11 June 2026

This Privacy Policy explains how Kandy Apps Ltd (“we”, “us”, “our”) collects, uses, and protects your personal data when you use the VeloTribe mobile application (the “App”).

Data Controller: Kandy Apps Ltd 26 Park Rd, Bath, BA1 3EE Company Number: 15180525

If you have any questions about this policy or how your data is handled, please contact us at hello@kandy-apps.co.uk.

1. Information We Collect

1.1 Account and Profile Information

When you register and create a profile, we collect:

First name, last name, and chosen call sign / nickname
Profile photo (optional)
Date of birth (month and year only)
Cycling preferences: club experience level, comfortable riding distance, and comfortable riding speed
Unit preference (metric/imperial)

This information is visible to other members of clubs you belong to, so they can see who is taking part in rides.

1.2 Club Membership Information

We store which clubs you belong to, your membership status, and your role within each club (e.g. member, ride leader, or administrator).

When you sign up to a group ride, we record your participation status, any alternative meeting point you select, and any notes you choose to add about your participation (e.g. “running 10 minutes late”).

1.4 Live Location Data During Rides

To help riders find each other and allow ride leaders to keep track of the group, the App collects precise GPS location data for a limited window around each ride you sign up to:

Location tracking begins 10 minutes before the scheduled ride start time
Location tracking ends at the estimated end time of the ride

During this window, your live location is shared with other riders signed up to the same ride so they can see where you are relative to the group. Location is not collected by the App at any other time.

1.5 Technical and Usage Data

We use Firebase Analytics and Firebase Crashlytics to help us understand how the App is used and to identify and fix crashes or technical issues. This may include:

Device type and operating system version
App usage statistics (e.g. screens viewed, features used)
Crash reports and diagnostic logs

This data is processed by Google as part of the Firebase platform. It does not include your name or profile information directly, but may be linked to a device or installation identifier.

2. How We Use Your Information

We use your information to:

Create and manage your member profile within your club(s)
Allow other members of your club to view brief profiles of fellow riders
Organise and display group rides, including who has signed up
Show your live location to other riders on the same ride, during the active ride window
Display ride routes, meeting points, and suggested cafe stops
Maintain and improve the App, including diagnosing technical problems (via Crashlytics)
Understand how the App is used so we can improve it (via Firebase Analytics)

3. Who Can See Your Information

Other members of your club can see your profile information (name, call sign, photo, experience level, etc.) and your ride participation.
Riders signed up to the same ride as you can see your live location during the active tracking window for that ride.
Club administrators and ride leaders can see your profile and membership information as part of managing the club and rides.
We (Kandy Apps Ltd) can access data as needed to operate, maintain, and support the App.
Google Firebase, our backend service provider, stores and processes data on our behalf (see Section 5).

We do not sell your personal information to third parties, and we do not share it with advertisers.

4. Profile Photos

If you upload a profile photo, it is stored using Firebase Storage. Access to stored files is restricted to authenticated users of the App — that is, anyone with a registered account, which may include members of other clubs using the App, but not the general public. Profile photos are not accessible to people who do not have an account.

5. Where Your Data Is Stored

Your data is stored using Google Firebase (Firestore and Firebase Storage), a cloud platform provided by Google. Firebase may store and process data in data centres located outside the UK, including in the United States or European Economic Area. Where this occurs, Google provides appropriate safeguards for international data transfers in accordance with UK data protection law.

6. How Long We Keep Your Information

Profile and membership information is retained for as long as you remain a member of a club using the App.
If you leave a club, your affiliation record may be retained in a redacted/anonymised form for record-keeping (e.g. historical ride participation), but your personal profile details are no longer linked to it.
Live location data is only retained for the active tracking window of each ride (from 10 minutes before the ride starts until its estimated end) and is not retained for ongoing tracking after this period.
Analytics and crash data is retained in accordance with Google Firebase’s standard retention periods.

7. Your Rights

Under UK data protection law (UK GDPR), you have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data
Object to or restrict certain processing
Request a copy of your data in a portable format

To exercise any of these rights, please contact us at hello@kandy-apps.co.uk or speak to your club administrator, who can also help update or remove your profile information.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk if you believe your data has been mishandled.

8. Children’s Privacy

The App is not intended for use by children under the age of 13. We do not knowingly collect personal data from children under 13. If you believe a child has provided us with personal data, please contact us so we can remove it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. Continued use of the App after changes are posted constitutes acceptance of the revised policy.

10. Contact Us

If you have any questions about this Privacy Policy or your personal data, please contact:

Kandy Apps Ltd 26 Park Rd, Bath, BA1 3EE Email: hello@kandy-apps.co.uk