Privacy Policy

1. Who we are

BatchBuddy (“we”, “us”, “our”) is a free batch and student management platform for tutors, coaches, and instructors. Our website is https://batchbuddy.cloud.

For questions about this policy, contact us at privacy@batchbuddy.cloud.

2. What data we collect

We collect the following categories of data:

• Account data: your email address and password (hashed) when you sign up.
• Business data: business name, owner name, phone number, currency, and timezone that you provide during onboarding.
• Usage data: batches, students, sessions, attendance records, and payments that you create inside the app.
• Analytics data: page views and interactions, collected only with your consent.
• Deletion feedback: an optional reason and comment if you choose to share feedback when deleting your account.

We do not collect payment card details. We do not sell your data to third parties.

3. How we use your data

• To provide and operate the BatchBuddy service.
• To send transactional emails (welcome, payment reminders, receipts, team invitations).
• To analyse site usage and improve the product (with your consent).
• To serve advertising via Google AdSense to keep the service free.
• To respond to support requests and account deletion feedback.

4. Legal basis (GDPR)

We process your data on the following legal bases:

• Contract: processing necessary to deliver the service you signed up for (account, business data, usage data).
• Consent: analytics cookies and personalised advertising (you can withdraw consent at any time via the cookie banner).
• Legitimate interests: sending transactional emails, fraud prevention, and service security.

5. Cookies

We use the following categories of cookies:

You can withdraw or change your cookie consent at any time by clicking Reset cookie preferences.

6. Third-party services

We work with trusted third-party providers to deliver the service. These include:

• Authentication and database infrastructure — to securely store and manage your data.
• Transactional email delivery — to send welcome emails, payment reminders, and receipts.
• Analytics — to understand how the site is used and improve the product (consent-gated).
• Advertising — to serve ads that keep BatchBuddy free. Non-personalised ads are served when consent is denied.

All third-party providers are contractually required to handle your data securely and in accordance with applicable data protection law.

7. Data retention

We retain your data for as long as your account is active. When you delete your account, all associated data — business, batches, students, payments, attendance records, and team memberships — is permanently deleted immediately. Deletion feedback (if submitted) is retained for up to 12 months to help us improve the product.

8. Your rights

Under GDPR you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate data.
• Erase your data (right to be forgotten) — you can do this directly by deleting your account in Settings.
• Restrict or object to certain processing.
• Data portability — export your data via the Excel export feature.
• Withdraw consent for cookies at any time.

To exercise any right, email us at privacy@batchbuddy.cloud. We will respond within 30 days.

9. Children's privacy

BatchBuddy is intended for use by adults (business owners and instructors). We do not knowingly collect personal data from children under 16. Student records entered into the app are the responsibility of the business owner who created them.

10. Changes to this policy

We may update this policy from time to time. We will notify you of significant changes by email or by a notice on the website. The “last updated” date at the top of this page always reflects the most recent revision.