Viaphy

Last updated: 17 October 2026
Controller: Private individual trading as Viaphy
Contact (privacy): info@viaphy.com

1) What this policy covers

This policy explains what personal data the KeepingTabs Android app processes, why we process it, our lawful bases under UK GDPR / Data Protection Act 2018, how long we keep it, who we share it with, your rights, and how to contact us. Read this alongside the in-app privacy screen and our Google Play Data safety statement.

2) What data we process

2.1 Data from your device

2.2 Data you enter or configure

We do not collect your email address and do not require a real name. If you enter a display name, it can be anything.

3) Background location — prominent disclosure

KeepingTabs uses precise location in the background to automatically sign you in/out when you arrive at or leave the club. This runs even if the app is closed. Location is only used for this feature and not for advertising or marketing. You can disable it at any time by switching to manual mode in the app or via Android Settings → Apps → KeepingTabs → Permissions.

4) Lawful bases for processing

• Legitimate interests (UK GDPR Art. 6(1)(f)): provide reliable, accurate attendance automation and maintain app stability (diagnostics/crashes). We balance these interests against your rights. You may object at any time (see “Your rights”).

We do not intentionally process special-category data and do not carry out automated decision-making with legal or similarly significant effects.

5) Who we share data with

We do not sell your personal data. We share data only with:

• Your club (separate controller): we send your sign-in/out event (including your membership identifier) to Southampton Archery Club to record your attendance. The club is a separate controller and its own privacy policy applies.

• Crash reporting provider (processor): Google Firebase Crashlytics receives crash/diagnostic data and installation IDs as our processor to help fix crashes.

6) International transfers

Crash/diagnostic data processed by our service provider(s) may be stored or accessed outside the UK. When this occurs, we rely on appropriate safeguards (e.g., the UK Addendum to EU Standard Contractual Clauses or other lawful transfer mechanisms).

7) Retention

• Profile Information: Club membership or AGB number kept until you delete it (clear data in Android settings, or use in-app controls if provided). Stored on the device and not included in the backup. Because this information is not included in Android cloud backup or device-to-device transfer in this version, it may be permanently lost if you clear the app’s data, uninstall the app, or lose or replace the device.

• On-device attendance history: kept until you delete it (clear data in Android settings, or use in-app controls if provided). Stored on the device and not included in the backup. Because this information is not included in Android cloud backup or device-to-device transfer in this version, it may be permanently lost if you clear the app’s data, uninstall the app, or lose or replace the device.

• Club records: held by Southampton Archery Club under its own retention policy.

• Crash/diagnostic data: typically ~90 days by the provider.

8) Security

• In transit: App communications use HTTPS/TLS.

• At rest (device): Data is stored in app storage without additional encryption. You can remove your app data any time via Android settings (App info → Storage & cache → Clear storage).

9) Your rights (UK GDPR)

You have the right to be informed, access, rectification, erasure, restriction, data portability, and object to processing based on legitimate interests. You also have rights relating to automated decision-making (not used here).
To exercise your rights, email info@viaphy.com. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

10) Children’s privacy

KeepingTabs is intended for adults (18+). If we later broaden availability (e.g., to 16+), we will update this policy and our Google Play “Data safety” statement accordingly. If you believe a child has used the app and provided personal data, please contact us so we can take appropriate action.

11) Cookies and website

KeepingTabs uses a functional attendance-session cookie supplied by the club backend. It is not used for advertising or website tracking. It is held locally for the active attendance session and excluded from Android backup/device transfer. Our website hosting this policy may use essential or analytics cookies—see the cookie notice on that site.

12) Changes to this policy

If we make material changes, we’ll update the “Last updated” date and, where appropriate, notify you in-app or on this page.

13) Contact

Viaphy (controller)
Email: info@viaphy.com
Supervisory authority: Information Commissioner’s Office (ICO) — ico.org.uk

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Play Console – Data Safety mapping (aligned to this policy)

• Location (precise):

  • Collected? No (not transmitted off device).

  • Shared? No.

  • Purpose: App functionality (auto sign-in/out via background geofencing).

  • Processed on device only: Yes.

• Personal info → Other IDs (membership identifier):

  • Collected? Yes (used and stored on device; transmitted to the club to perform sign-in/out).

  • Shared? Yes, with Southampton Archery Club (separate controller) for the core feature.

  • Sold/ads? No. Required? Yes (for auto sign-in/out).

• App activity / App info & performance / Device or other IDs (installation IDs):

  • Collected? Yes (Crashlytics).

  • Shared? No (processor acting on your behalf).

  • Purpose: App performance and crash reporting.