ChAIrman AI · Privacy Notice

Last updated: 29 October 2026

1. Who we are

ChAIrman AI is a platform for running sports clubs, operated by Chairman AI Ltd (“we”, “us”). This notice covers the data we handle as the platform operator: the waiting list on our website, the accounts of club administrators who sign in, the social media accounts a club chooses to connect, and the match commentary a club brings in. Each club is the data controller for its own fans’ data (tickets, marketing) under its own club privacy notice; we act as that club’s processor.

For any privacy question, or to exercise your rights, contact us at privacy@chairmanai.uk. We respond within one calendar month, as required by UK-GDPR.

2. Club administrator accounts

When someone is invited to administer a club, we store their name, email address, and the role they hold, so they can sign in and we can apply the right permissions. We use this only to operate the platform; we do not use it for our own marketing.

If you are a member of staff or a volunteer, we also hold your home address, and we use it to work out how far you travel to the club’s ground. Your address is visible only to you and the club’s owner and admins, and we record every time one of them looks at it. It is encrypted while we store it, and it is deleted when you stop being a member of staff at the club.

3. The waiting list

If you join the waiting list on chairmanai.uk, we store your email address and the date you joined. We use it only to tell you when ChAIrman AI opens to new clubs. We don’t share it with anyone, and we don’t add you to any other list. Our lawful basis is your consent, which you can withdraw at any time by emailing privacy@chairmanai.uk, and we’ll delete your address.

4. Connected social accounts (Meta, Facebook & Instagram, and X)

When an authorised club administrator connects the club’s Facebook Page, linked Instagram account, or X (Twitter) account, we store the platform account’s ID and name and an encrypted access token (and a refresh token where the platform provides one).

We use these only to publish content the club has created and approved, and to show the club whether a connection is active. We never post anything without an explicit approval action by a club administrator. We do not read private messages, advertising data, or audience lists.

Tokens are encrypted at rest and are deleted as soon as you disconnect an account (Dashboard → Social → Connections → Disconnect) or on request. Full steps are on our Data Deletion Instructions page.

5. Match commentary

If a club uses its own radio or brings in its Mixlr commentary, we turn the recording into text so the club can draft its match posts and report from it. The recording can include the commentators’ voices and the names of players and officials. A club administrator approves every post before anything is published.

6. Who we share it with

We use a small number of trusted processors to run the platform: Supabase (database and authentication, hosted in the European Union) and Vercel (hosting, United States, under Standard Contractual Clauses). When you publish a post, its content is sent to the relevant platform (Meta or X) at your instruction. We do not sell your data.

For match commentary, we also use:

• Groq, Inc. (United States): turns the commentary recording into text. We have switched on Groq’s zero data retention, so it keeps nothing once it has sent the text back.
• Deepgram, Inc. (United States): turns the recording into text when Groq can’t. We opt every recording out of Deepgram’s model training.
• Anthropic, PBC (United States): reads the text to suggest the club’s match posts and report, which a club administrator then reviews.

7. How long we keep it

• Waiting list: until ChAIrman AI opens to new clubs and we’ve told you, or until you ask us to remove you, whichever comes first.
• Connected-account tokens: until you disconnect the account or ask us to delete them, then removed immediately.
• Administrator account data: for as long as the account is active; removed when the account is closed.
• Commentary recordings: the copy we turn into text is deleted after 14 days. A club’s own radio broadcasts stay available to listen back to for up to a year, then are deleted. The text is kept with the club’s match record.

8. Your rights

You have the right to access, correct, or erase your data, to restrict or object to our processing, and to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk/concerns. To exercise any of these rights, email privacy@chairmanai.uk.

9. Changes to this notice

If we make material changes to how we handle your data, we’ll update this page and the “last updated” date at the top.