HeadDial Privacy Policy
Effective date: 27th May 2026
Last updated: 04th August 2026
These Terms of Use (“Terms”) govern access to HeadDial’s websites, mobile applications, software, content, and related services (collectively, the “Services”).
The Services are provided by HeadDial UK Limited, company number NI738904 (“HeadDial”, “we”, “us”, or “our”).
By creating an account, accessing, or using the Services, you agree to these Terms. If you use HeadDial on behalf of a club, team, academy, employer, or other organisation, you confirm that you are authorised to do so.
If your organisation has entered into a separate written agreement with HeadDial, that agreement will take priority where it conflicts with these Terms.
1. Who are we
HeadDial UK Limited (“HeadDial”, “we”, “us”, or “our”) is a company registered in Northern Ireland under company number NI738904.
For personal information that we control, HeadDial is the data controller.
If you use HeadDial through a club, team, academy, employer, or other organisation, that organisation may be the controller of some information processed through its account. In those circumstances, HeadDial may process the information on the organisation’s instructions. You should also read that organisation’s privacy information.
Contact:
HeadDial UK Limited
Registered office: 48 Barleyfields, Culmore, Derry, BT48 8TN, Northern Ireland
Privacy email: privacy@headdial.com
2. Information we collect
Depending on how you use HeadDial, we may collect:
Account and contact information
Your name, email address, account identifiers, organisation, role, age or age range, login information, and account preferences.
Profile and performance information
Information you provide about your sport, goals, preparation, experiences, habits, reflections, and perceived mental or physical state.
Some information you choose to provide could reveal information about your health or wellbeing and may receive additional protection under data-protection law.
User Content
Text, questionnaire responses, journal entries, recordings, audio, images, videos, goals, feedback, and other material you submit.
Please avoid including unnecessary information about other people.
Generated and inferred information
Scores, trends, insights, classifications, recommendations, personalised content, and other information generated from your use of the Services.
This policy does not disclose HeadDial’s proprietary algorithms, scoring methodology, models, or internal systems.
Organisation information
Information supplied by or connected with your club, team, academy, employer, or another organisation, including membership, squad, role, and account-access information.
Technical and usage information
IP address, device and browser information, operating system, app version, identifiers, login activity, feature use, interaction data, diagnostics, crash information, and security logs.
Communications and transaction information
Support requests, survey responses, marketing preferences, billing details, subscription information, and records of communications with us.
We normally receive information from you, your device, an organisation that provides your access, and integrations you choose to connect.
3. How we use information
We use personal information to:
create and administer accounts;
provide and personalise the Services;
generate requested content, scores, insights, and recommendations;
allow authorised organisation features;
process payments and manage subscriptions;
provide support and communicate about the Services;
maintain security and prevent fraud, misuse, and technical problems;
monitor performance and improve our Services;
conduct analytics, research, and product development;
comply with law and enforce our agreements; and
send marketing where permitted, subject to your right to opt out.
Where possible, we use aggregated or de-identified information for analytics, research, and product improvement.
4. Our legal bases
Under UK and European data-protection law, our legal bases may include:
Contract: processing necessary to provide the Services you request or administer your account.
Legitimate interests: operating, securing, supporting, analysing, and improving our business and Services, where those interests are not overridden by your rights.
Consent: where you make an optional choice, receive certain marketing, enable a feature, or provide information that requires consent.
Legal obligation: where processing is necessary to comply with law.
Legal claims and safety: where necessary to establish or defend legal rights or protect people, systems, and property.
Where information constitutes special-category data, including certain health-related information, we will also rely on an appropriate additional condition. This will normally be your explicit consent unless another lawful condition applies.
You may withdraw consent at any time. Withdrawal does not affect processing that occurred before consent was withdrawn.
5. Automated processing and personalisation
HeadDial uses automated systems to provide personalised content, scores, trends, and other insights.
These outputs are intended to assist reflection and mental-performance training. HeadDial does not use them to make solely automated decisions that produce legal or similarly significant effects.
Clubs, teams, employers, and other organisations must not use HeadDial outputs as the sole basis for decisions that materially affect a person.
You may contact us if you have questions about an output, believe information used to generate it is inaccurate, or wish to exercise an applicable right concerning automated processing.
6. Organisation access
If your account is connected to an organisation, authorised people within that organisation may be able to access information depending on the service configuration and the organisation’s agreement with HeadDial.
We will make the intended visibility of information reasonably clear through the Services, onboarding information, or the organisation’s notices.
Organisations are responsible for managing their authorised users and using information lawfully.
7. When we share information
We may share personal information with:
a club, team, academy, employer, or organisation connected to your account, as described above;
hosting, storage, communications, analytics, customer-support, payment, security, audio, and AI technology providers that help us operate the Services;
professional advisers, insurers, auditors, and corporate service providers;
law-enforcement bodies, regulators, courts, or other parties where disclosure is legally required or reasonably necessary to protect rights and safety;
parties involved in a merger, financing, reorganisation, acquisition, or sale of all or part of our business; and
another party where you direct or consent to the disclosure.
Service providers may process information only for authorised purposes and under appropriate contractual obligations.
We do not sell personal information or permit service providers to use it for their own direct marketing.
8. AI and service providers
Some features may use third-party technology providers to process User Content and generate requested outputs.
We require providers acting on our behalf to handle personal information under contractual restrictions and appropriate security and confidentiality obligations.
We do not permit providers acting solely on our behalf to use your identifiable User Content for their own advertising or unrelated purposes.
9. International transfers
Some service providers may process information outside the United Kingdom or the country where you live.
Where data-protection law requires it, we use a recognised transfer mechanism, such as an adequacy regulation or decision, approved contractual clauses, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard.
You may contact us for more information about the safeguards relevant to your information.
10. Retention
We keep personal information only for as long as reasonably necessary for the purposes described in this policy.
Retention periods depend on:
how long your account or an organisation’s subscription remains active;
the type and sensitivity of the information;
whether it is needed to provide a feature requested by you;
security, backup, and fraud-prevention requirements;
legal, tax, accounting, and contractual obligations; and
the need to establish or defend legal claims.
When information is no longer required, we delete it, anonymise it, or securely isolate it until deletion is possible.
An organisation may instruct us to retain or delete information it controls in accordance with its agreement with HeadDial.
11. Security
We use technical and organisational safeguards designed to protect personal information against unauthorised access, loss, alteration, or disclosure.
No internet-based service is completely secure. You are responsible for protecting your account credentials and notifying us if you suspect unauthorised access.
12. Your rights
Depending on where you live and the circumstances, you may have rights to:
receive information about how your data is used;
access your personal information;
correct inaccurate information;
request deletion;
restrict certain processing;
receive certain information in a portable format;
object to processing based on legitimate interests or direct marketing;
withdraw consent; and
raise concerns about automated processing.
These rights may be subject to legal limitations.
To exercise a right, contact privacy@headdial.com. We may need to verify your identity.
If your request concerns information controlled by a club, team, employer, or other organisation, we may refer the request to that organisation.
You may complain to the UK Information Commissioner’s Office at ico.org.uk. If you live elsewhere, you may also have the right to complain to your local data-protection authority.
13. Marketing
You may opt out of marketing emails by using the unsubscribe option in the message or contacting us.
We may still send essential account, security, transactional, and service communications.
14. Cookies and similar technology
Our website and Services may use cookies and similar technologies for essential functions, security, preferences, analytics, and performance.
Where consent is required, non-essential technologies will be used only after you make a choice through our cookie controls. You can change your preferences through those controls or your browser settings.
15. Children
The Services are intended for users aged 16 and over.
Users below the age at which they can provide valid consent or enter into an agreement where they live must have appropriate permission from a parent or legal guardian.
Organisations providing access to younger users are responsible for obtaining any permissions required by law and for providing appropriate privacy information.
If you believe a child has used the Services without appropriate permission, contact us.
16. Third-party services
The Services may contain links to or integrations with services operated by other organisations. Their privacy policies apply to information they control, and HeadDial is not responsible for their independent practices.
17. Changes to this policy
We may update this policy to reflect changes to our Services, practices, or legal obligations.
We will post the updated policy and change the effective date. Where a change materially affects your rights, we will provide additional notice where reasonably appropriate.
18. Contact Us
If you have questions about these Terms, contact us at:
HeadDial UK Ltd
Address: 48 Barleyfields, Culmore, Derry, BT48 8TN, Northern Ireland
Company number: NI738904
Email: support@headdial.com
Website: https://headdial.com
HeadDial Privacy Policy
Effective date: 27th May 2026
Last updated: 04th August 2026
These Terms of Use (“Terms”) govern access to HeadDial’s websites, mobile applications, software, content, and related services (collectively, the “Services”).
The Services are provided by HeadDial UK Limited, company number NI738904 (“HeadDial”, “we”, “us”, or “our”).
By creating an account, accessing, or using the Services, you agree to these Terms. If you use HeadDial on behalf of a club, team, academy, employer, or other organisation, you confirm that you are authorised to do so.
If your organisation has entered into a separate written agreement with HeadDial, that agreement will take priority where it conflicts with these Terms.
1. Who are we
HeadDial UK Limited (“HeadDial”, “we”, “us”, or “our”) is a company registered in Northern Ireland under company number NI738904.
For personal information that we control, HeadDial is the data controller.
If you use HeadDial through a club, team, academy, employer, or other organisation, that organisation may be the controller of some information processed through its account. In those circumstances, HeadDial may process the information on the organisation’s instructions. You should also read that organisation’s privacy information.
Contact:
HeadDial UK Limited
Registered office: 48 Barleyfields, Culmore, Derry, BT48 8TN, Northern Ireland
Privacy email: privacy@headdial.com
2. Information we collect
Depending on how you use HeadDial, we may collect:
Account and contact information
Your name, email address, account identifiers, organisation, role, age or age range, login information, and account preferences.
Profile and performance information
Information you provide about your sport, goals, preparation, experiences, habits, reflections, and perceived mental or physical state.
Some information you choose to provide could reveal information about your health or wellbeing and may receive additional protection under data-protection law.
User Content
Text, questionnaire responses, journal entries, recordings, audio, images, videos, goals, feedback, and other material you submit.
Please avoid including unnecessary information about other people.
Generated and inferred information
Scores, trends, insights, classifications, recommendations, personalised content, and other information generated from your use of the Services.
This policy does not disclose HeadDial’s proprietary algorithms, scoring methodology, models, or internal systems.
Organisation information
Information supplied by or connected with your club, team, academy, employer, or another organisation, including membership, squad, role, and account-access information.
Technical and usage information
IP address, device and browser information, operating system, app version, identifiers, login activity, feature use, interaction data, diagnostics, crash information, and security logs.
Communications and transaction information
Support requests, survey responses, marketing preferences, billing details, subscription information, and records of communications with us.
We normally receive information from you, your device, an organisation that provides your access, and integrations you choose to connect.
3. How we use information
We use personal information to:
create and administer accounts;
provide and personalise the Services;
generate requested content, scores, insights, and recommendations;
allow authorised organisation features;
process payments and manage subscriptions;
provide support and communicate about the Services;
maintain security and prevent fraud, misuse, and technical problems;
monitor performance and improve our Services;
conduct analytics, research, and product development;
comply with law and enforce our agreements; and
send marketing where permitted, subject to your right to opt out.
Where possible, we use aggregated or de-identified information for analytics, research, and product improvement.
4. Our legal bases
Under UK and European data-protection law, our legal bases may include:
Contract: processing necessary to provide the Services you request or administer your account.
Legitimate interests: operating, securing, supporting, analysing, and improving our business and Services, where those interests are not overridden by your rights.
Consent: where you make an optional choice, receive certain marketing, enable a feature, or provide information that requires consent.
Legal obligation: where processing is necessary to comply with law.
Legal claims and safety: where necessary to establish or defend legal rights or protect people, systems, and property.
Where information constitutes special-category data, including certain health-related information, we will also rely on an appropriate additional condition. This will normally be your explicit consent unless another lawful condition applies.
You may withdraw consent at any time. Withdrawal does not affect processing that occurred before consent was withdrawn.
5. Automated processing and personalisation
HeadDial uses automated systems to provide personalised content, scores, trends, and other insights.
These outputs are intended to assist reflection and mental-performance training. HeadDial does not use them to make solely automated decisions that produce legal or similarly significant effects.
Clubs, teams, employers, and other organisations must not use HeadDial outputs as the sole basis for decisions that materially affect a person.
You may contact us if you have questions about an output, believe information used to generate it is inaccurate, or wish to exercise an applicable right concerning automated processing.
6. Organisation access
If your account is connected to an organisation, authorised people within that organisation may be able to access information depending on the service configuration and the organisation’s agreement with HeadDial.
We will make the intended visibility of information reasonably clear through the Services, onboarding information, or the organisation’s notices.
Organisations are responsible for managing their authorised users and using information lawfully.
7. When we share information
We may share personal information with:
a club, team, academy, employer, or organisation connected to your account, as described above;
hosting, storage, communications, analytics, customer-support, payment, security, audio, and AI technology providers that help us operate the Services;
professional advisers, insurers, auditors, and corporate service providers;
law-enforcement bodies, regulators, courts, or other parties where disclosure is legally required or reasonably necessary to protect rights and safety;
parties involved in a merger, financing, reorganisation, acquisition, or sale of all or part of our business; and
another party where you direct or consent to the disclosure.
Service providers may process information only for authorised purposes and under appropriate contractual obligations.
We do not sell personal information or permit service providers to use it for their own direct marketing.
8. AI and service providers
Some features may use third-party technology providers to process User Content and generate requested outputs.
We require providers acting on our behalf to handle personal information under contractual restrictions and appropriate security and confidentiality obligations.
We do not permit providers acting solely on our behalf to use your identifiable User Content for their own advertising or unrelated purposes.
9. International transfers
Some service providers may process information outside the United Kingdom or the country where you live.
Where data-protection law requires it, we use a recognised transfer mechanism, such as an adequacy regulation or decision, approved contractual clauses, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard.
You may contact us for more information about the safeguards relevant to your information.
10. Retention
We keep personal information only for as long as reasonably necessary for the purposes described in this policy.
Retention periods depend on:
how long your account or an organisation’s subscription remains active;
the type and sensitivity of the information;
whether it is needed to provide a feature requested by you;
security, backup, and fraud-prevention requirements;
legal, tax, accounting, and contractual obligations; and
the need to establish or defend legal claims.
When information is no longer required, we delete it, anonymise it, or securely isolate it until deletion is possible.
An organisation may instruct us to retain or delete information it controls in accordance with its agreement with HeadDial.
11. Security
We use technical and organisational safeguards designed to protect personal information against unauthorised access, loss, alteration, or disclosure.
No internet-based service is completely secure. You are responsible for protecting your account credentials and notifying us if you suspect unauthorised access.
12. Your rights
Depending on where you live and the circumstances, you may have rights to:
receive information about how your data is used;
access your personal information;
correct inaccurate information;
request deletion;
restrict certain processing;
receive certain information in a portable format;
object to processing based on legitimate interests or direct marketing;
withdraw consent; and
raise concerns about automated processing.
These rights may be subject to legal limitations.
To exercise a right, contact privacy@headdial.com. We may need to verify your identity.
If your request concerns information controlled by a club, team, employer, or other organisation, we may refer the request to that organisation.
You may complain to the UK Information Commissioner’s Office at ico.org.uk. If you live elsewhere, you may also have the right to complain to your local data-protection authority.
13. Marketing
You may opt out of marketing emails by using the unsubscribe option in the message or contacting us.
We may still send essential account, security, transactional, and service communications.
14. Cookies and similar technology
Our website and Services may use cookies and similar technologies for essential functions, security, preferences, analytics, and performance.
Where consent is required, non-essential technologies will be used only after you make a choice through our cookie controls. You can change your preferences through those controls or your browser settings.
15. Children
The Services are intended for users aged 16 and over.
Users below the age at which they can provide valid consent or enter into an agreement where they live must have appropriate permission from a parent or legal guardian.
Organisations providing access to younger users are responsible for obtaining any permissions required by law and for providing appropriate privacy information.
If you believe a child has used the Services without appropriate permission, contact us.
16. Third-party services
The Services may contain links to or integrations with services operated by other organisations. Their privacy policies apply to information they control, and HeadDial is not responsible for their independent practices.
17. Changes to this policy
We may update this policy to reflect changes to our Services, practices, or legal obligations.
We will post the updated policy and change the effective date. Where a change materially affects your rights, we will provide additional notice where reasonably appropriate.
18. Contact Us
If you have questions about these Terms, contact us at:
HeadDial UK Ltd
Address: 48 Barleyfields, Culmore, Derry, BT48 8TN, Northern Ireland
Company number: NI738904
Email: support@headdial.com
Website: https://headdial.com