How Transpire collects, uses, stores, and protects your personal data. We believe in being clear about what we do and why — no legalese for the sake of it.
Transpire is a communications and operational intelligence platform for clubs, organisations, and teams. We engage with members, officials, volunteers, and parents through messaging platforms including WhatsApp, Microsoft Teams, and Slack.
For the purposes of data protection law, Transpire is the data processor. The club or organisation that uses Transpire to communicate with its members is the data controller. We process personal data on behalf of the club, under their instruction and in accordance with our agreement with them.
If you have questions about how your club uses your data through Transpire, contact your club directly. If you have questions about Transpire as a service, contact us at privacy@transpire.app.
We collect different data depending on how you interact with Transpire.
When your club enrols you in Transpire, we process:
When you visit transpire.app, we may collect:
When you submit the form on our website, we collect:
| Purpose | Legal basis |
|---|---|
| Delivering check-ins and messages on behalf of your club | Legitimate interest of the club (data controller); your consent to participate |
| Generating reports and insights for club officers | Legitimate interest of the club; necessary for the performance of the service |
| Routing operational information (e.g. flagging a safeguarding concern to the Safeguarding Officer) | Legitimate interest; where safeguarding is involved, necessary to protect vital interests |
| Responding to pilot applications and enquiries | Consent (you submitted the form); pre-contractual steps |
| Improving and maintaining the Transpire platform | Legitimate interest |
| Website analytics | Legitimate interest (anonymised data) |
Transpire uses artificial intelligence to process and understand the messages club members send during check-ins. Specifically, AI is used to:
AI processing is performed on the content of your messages within Transpire. Your data is not used to train third-party AI models. Conversations are processed in the context of your club only and are not shared with or visible to other clubs or organisations.
Before receiving any messages through Transpire, you will be asked to explicitly consent to participate. Consent is collected individually — your club cannot opt you in without your agreement.
You can opt out at any time by replying "STOP" to any Transpire message. Opting out is immediate. You will receive no further messages, and your club will be notified that you have withdrawn.
Opting out of Transpire does not affect your membership of the club or your relationship with it. It simply means Transpire will no longer contact you or process your responses.
Transpire is available to individuals aged 16 and over only. We do not knowingly collect or process personal data from anyone under 16.
If we become aware that data from a person under 16 has been processed, we will delete it promptly and notify the relevant club.
We share personal data only where necessary to deliver the service.
Your responses, check-in data, and any information you provide through Transpire are shared with the appropriate officers and roles within your club, as defined by the club's configuration. For example, a facilities request is routed to the Facilities Officer; a safeguarding concern is escalated to the Safeguarding Officer.
Transpire delivers messages through third-party messaging platforms (WhatsApp/Meta, Microsoft Teams, Slack). These platforms process message data under their own privacy policies. Transpire uses official business APIs provided by these platforms.
We use third-party cloud infrastructure and AI services to host and operate Transpire. These providers process data on our behalf under data processing agreements. Data is not used by these providers for their own purposes, including model training.
Data is stored on servers located within the European Economic Area (EEA) or in jurisdictions that provide an adequate level of data protection as recognised by the European Commission.
Where data is transferred outside the EEA (for example, to a US-based AI provider), we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or equivalent mechanisms.
We retain personal data only for as long as necessary to deliver the service and meet our legal obligations.
| Data type | Retention period |
|---|---|
| Check-in responses and messages | Retained for the duration of the club's subscription, plus 90 days after termination |
| Generated reports and summaries | Same as above |
| Pilot application form submissions | 12 months from submission, or until the enquiry is resolved |
| Website analytics | 26 months (anonymised) |
| Data from users who opt out | Deleted within 30 days of opting out, except where an audit trail is legally required |
When a club's relationship with Transpire ends, all club data is deleted within 90 days unless the club requests earlier deletion or a legal obligation requires longer retention.
Under UK GDPR and the EU General Data Protection Regulation, you have the following rights:
To exercise any of these rights, contact us at privacy@transpire.app. We will respond within 30 days.
If you are unsatisfied with our response, you have the right to lodge a complaint with your local supervisory authority. In the UK, this is the Information Commissioner's Office (ICO) at ico.org.uk. In Ireland, this is the Data Protection Commission (DPC) at dataprotection.ie.
We take the security of your data seriously. Measures include:
No system is completely secure. If we become aware of a data breach that poses a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours and, where required, notify you directly.
The Transpire website uses only essential cookies required for the site to function. We do not use tracking cookies or third-party advertising cookies.
If we introduce analytics cookies in the future, we will update this policy and seek your consent before setting them.
We may update this privacy policy from time to time. When we do, we will update the "Last updated" date at the top of this page. For significant changes, we will make reasonable efforts to notify affected users directly.
If you have any questions about this privacy policy or how your data is handled, get in touch.
Email: privacy@transpire.app