onTrak CueSports Privacy Policy

ONTRAK SPORTS LTD · privacy@ontrakcuesports.com · Last updated: 30 September 2026

onTrak CueSports Privacy Policy

Last updated: 30 September 2026

onTrak CueSports is operated by ONTRAK SPORTS LTD ("onTrak", "we", "us" or "our").

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what information we collect and process when you use the onTrak CueSports mobile application and related services, why we use it, how it is stored and processed, and the rights available to you.

Data controller: ONTRAK SPORTS LTD
Privacy contact: privacy@ontrakcuesports.com
Support contact: support@ontrakcuesports.com
Country: United Kingdom

1. Who can use onTrak

onTrak is intended for users aged 13 and over.

Users under 13 must not create an onTrak account or use the service.

If you are aged 13 to 17, we recommend using onTrak with the knowledge and supervision of a parent or guardian, particularly when using camera, recording or Remote Camera features.

If we become aware that an account has been created by a child under 13, we may delete the account and associated personal information.

Parents or guardians who believe a child under 13 has provided personal information to onTrak can contact privacy@ontrakcuesports.com.

2. Information we collect

The information we process depends on the features you use.

Account and profile information

When you create or use an account, we may process:

your email address;
your unique account/user identifier;
display name;
username;
country;
preferred cue-sports game; and
information supplied by an authentication provider where you use a supported third-party sign-in method (such as Google Sign-In).

Where email/password authentication is used, authentication is provided through Firebase Authentication. onTrak does not store your password in readable form.

Training and performance information

We may process information about your use of onTrak, including:

drills attempted;
scores and results;
training history;
progress;
statistical summaries; and
other information required to provide training and performance features.

Some onTrak information is deliberately stored only on your device and is not synchronised with your cloud account.

This currently includes certain badges, mindset/feeling information, practice-player information, Challenge match information and other locally stored features.

Profile pictures are currently stored locally on your device and are not uploaded as part of your onTrak account profile.

3. Camera and automated shot analysis

onTrak uses your device's camera to record and analyse cue-sports activity.

For normal drill analysis, the original MP4 recording remains on your device.

To perform automated cloud analysis, onTrak extracts image frames from the recording and temporarily sends a ZIP containing JPEG frames to our cloud analysis service hosted on Google Cloud.

Although the camera is intended to be positioned towards the table, these frames may incidentally contain people or parts of the surrounding environment.

The uploaded frames are processed automatically to analyse the activity captured during your drill.

Audio from normal drill recordings is processed on your device and is not included in the image-frame ZIP uploaded for normal cloud analysis.

Uploaded analysis ZIP files and frames are deleted by the cloud analysis service after processing. Temporary technical analysis results may remain in temporary server storage until the relevant server instance is recycled.

We do not sell your recordings or use normal drill footage for advertising.

4. Remote Camera

Remote Camera is a phone-to-phone feature that lets two signed-in devices work together.

Remote Camera recordings are temporary by default. Opening or viewing a shot does not save it.

Video may temporarily exist on both phones while a shot is transferred, analysed, and made available to view. If a direct transfer between the phones is unavailable or does not finish, the video and related analysis information may be temporarily uploaded to onTrak cloud storage so the shot can still be completed.

Temporary Remote Camera working files are removed automatically when they are no longer required, for example when a shot is replaced or the Remote Camera session ends.

Cloud Remote Camera media is intended to be short-lived and is removed through session cleanup and storage-retention controls. Deleting your account also removes Remote Camera cloud data associated with the account, where that applies.

A Remote Camera recording is intentionally retained as your saved video only when you explicitly choose Save. Saving creates your retained copy. Temporary processing copies may still be deleted in the normal way.

You should only use recording features where you have permission to record the people and environment captured by your device.

5. Problem reports

If you choose to report a problem through onTrak, we may process technical information needed to investigate the issue.

This may include:

app and device information;
relevant drill or feature information;
diagnostic information;
debugging information; and
technical logs.

Problem reports do not intentionally include your normal drill video.

Problem-report information is intended to be retained for up to 90 days in app and cloud metadata, subject to technical, security or legal requirements. Actual automatic deletion depends on configured cloud retention rules being applied in production.

6. Crash reports and technical diagnostics

We use Firebase Crashlytics and related operational logging to identify errors, investigate failures and maintain the reliability and security of onTrak.

These services may process information such as:

crash reports and stack traces;
app version;
device and operating-system information;
technical identifiers;
IP/network information;
timestamps; and
diagnostic and performance information.

These technical records may be retained independently of your main onTrak account for a period determined by Google/Firebase retention settings and our operational needs.

7. Security, abuse prevention and usage limits

We process limited technical information to protect onTrak, its users and our cloud-analysis infrastructure from unauthorised access, fraud and misuse.

This may include authentication information, Firebase App Check application-integrity signals, technical identifiers and analysis-usage information used to enforce rate limits and usage quotas.

We use measures including authentication, application-integrity verification, server-side access controls, database and storage security rules and usage limits.

Authentication and application-integrity tokens are not intentionally recorded in application logs.

8. Subscriptions and app stores

If you purchase onTrak Pro through Google Play or the Apple App Store, Google or Apple (as applicable) processes your payment and subscription management.

We do not receive or store your full payment card details. We may receive or store subscription-related information necessary to provide paid features, such as product entitlement status, purchase validation results, subscription tier indicators and related account metadata through Google Play, the App Store and our backend systems.

9. Advertising

onTrak does not use third-party advertising networks to provide the current launch product, and it does not offer advertisements in exchange for additional analyses.

The Google Mobile Ads SDK (AdMob) is not included in the current app.

We do not use normal drill recordings for advertising.

Device and application-integrity identifiers may still be processed by Google Firebase, Google Play and Apple (where you use iOS) for security, crash reporting, subscriptions and app distribution, as described elsewhere in this policy. That is not advertising.

10. Information stored only on your device

Some information is intentionally kept on your device rather than associated with your cloud account.

This includes certain preferences and features described elsewhere in this policy, as well as your table calibration.

Table calibration may contain:

table geometry;
calibration points;
table size;
cloth settings; and
the date/time the calibration was saved.

It does not contain your account ID, email address, profile information, photographs or videos.

Calibration is therefore treated as device-level configuration rather than account information.

It may remain on the device when you sign out or delete an account so that the same physical device and table setup does not unnecessarily require recalibration.

11. How we use your information

We process information where necessary to:

create and manage your onTrak account;
provide drills, automated analysis, scores and statistics;
provide Free Introduction and onTrak Pro features;
process Google Play and App Store subscription entitlements;
synchronise supported information between devices;
provide Remote Camera functionality when requested;
investigate problem reports;
diagnose crashes and technical problems;
maintain and improve service reliability;
secure our systems;
prevent fraud, misuse and excessive or unauthorised use of cloud resources; and
comply with applicable legal obligations.

12. Our lawful bases for processing

Under UK data-protection law, the lawful basis we rely upon depends on why information is being processed.

Contract

We process information where necessary to provide the onTrak service you request, including account functionality, training history, cloud analysis and paid subscription features.

Legitimate interests

We may process information where necessary for our legitimate interests, including:

protecting onTrak and its users;
maintaining the security and reliability of the service;
preventing fraud and misuse;
controlling unauthorised or excessive use of our systems;
investigating technical failures; and
improving the reliability and performance of onTrak.

Where we rely on legitimate interests, we consider those interests against the rights and interests of our users.

Consent

Where applicable law requires consent for a particular type of processing, we will request that consent separately.

You may withdraw consent where processing relies upon consent, subject to applicable law.

13. Service providers

We use third-party service providers to operate onTrak.

These currently include Google services, such as:

Firebase Authentication;
Cloud Firestore;
Firebase Realtime Database;
Firebase Storage;
Firebase App Check;
Firebase Crashlytics;
Google Cloud Run (automated analysis infrastructure);
Google Play (Android subscriptions and app distribution); and
the Apple App Store (iOS subscriptions and app distribution).

These providers may process information on our behalf or otherwise in accordance with their applicable terms and privacy arrangements.

We do not sell your personal information.

14. International data processing

Some of our service providers operate infrastructure in multiple countries. This means personal information may sometimes be processed outside the United Kingdom, including within the European Economic Area and the United States.

Where international transfers of personal information take place, we rely on appropriate safeguards and transfer mechanisms as required by applicable data-protection law.

You can contact privacy@ontrakcuesports.com if you require further information about international processing relevant to your information.

15. How long we keep information

How long information is retained depends on what it is and why it is required.

Generally:

account information and supported training information are retained while your account remains active unless deleted earlier;
temporary cloud-analysis ZIP files and image frames are deleted following processing;
temporary server-processing information may remain until the relevant server instance is recycled;
problem-report information is intended to be retained for up to 90 days;
Remote Camera recordings are temporary unless you explicitly choose Save; working copies on the phones are removed automatically when no longer required, and cloud copies are short-lived and are removed through session cleanup and storage-retention controls;
crash, security and operational logs may be retained for a period determined by Google/Firebase settings and our operational needs; and
device-only information remains on the device until removed by you, by onTrak where applicable, or through clearing/uninstalling relevant app/device storage.

We may retain information for longer where reasonably necessary to comply with legal obligations, resolve disputes, prevent abuse or establish or defend legal claims.

16. Account deletion

You can permanently delete your onTrak account from within the app (Profile → Account & subscription → Delete account). You can also request deletion by emailing privacy@ontrakcuesports.com from the email address associated with your onTrak account, with “Delete my account” in the subject line.

Our account-deletion process removes the account and associated onTrak cloud data covered by that process, including:

your Firebase Authentication account;
your cloud profile and supported training/history information in Firestore;
associated problem-report information/files handled by the deletion process;
associated Remote Camera cloud media handled by the deletion process; and
account-linked analysis quota information via our cloud backend.

Account-related local information handled by onTrak's deletion process is also cleared.

Certain information may remain after account deletion where it is not account data or where limited retention is reasonably necessary. This may include:

device-level table calibration;
Crashlytics, security and operational logs retained by infrastructure providers;
authentication/security records retained by infrastructure providers;
files you deliberately saved to your device's Photos/Gallery or Movies storage; and
information you previously exported or shared outside onTrak.

Deleting your account does not automatically cancel an active Google Play or App Store subscription. Cancel subscriptions through Google Play or the App Store / Apple ID, depending on where you purchased.

17. Your privacy rights

Under UK data-protection law, depending on the circumstances, you may have rights including:

the right to access personal information we hold about you;
the right to have inaccurate information corrected;
the right to request deletion of your personal information;
the right to restrict certain processing;
the right to object to certain processing;
the right to receive certain information in a portable format; and
the right to withdraw consent where processing relies upon consent.

Not every right applies in every circumstance.

To make a privacy request, contact privacy@ontrakcuesports.com.

We may need to verify your identity before fulfilling certain requests.

18. Children and young people

onTrak is intended for users aged 13 and over.

Users under 13 must not create an account or use the service.

Users aged 13 to 17 should use recording and camera functionality carefully and, where appropriate, with the knowledge or supervision of a parent or guardian.

If you are a parent or guardian and believe a child under 13 has created an account or provided personal information to onTrak, contact privacy@ontrakcuesports.com.

19. Recording other people

onTrak's camera is intended primarily to record a cue-sports table and playing activity.

However, other people may incidentally appear in camera recordings or extracted analysis frames.

You are responsible for using your device's camera appropriately and should:

avoid unnecessarily recording other people;
tell people when appropriate that recording is taking place; and
obtain any permission required by applicable law.

Particular care should be taken with Remote Camera because that feature may transfer full video and audio.

20. Data security

We use technical and organisational measures intended to protect information processed through onTrak.

These include measures such as:

encrypted network connections;
authenticated access;
application-integrity verification;
restricted database and storage permissions;
server-side access controls;
usage quotas and rate limiting; and
technical monitoring and logging.

No internet-connected system can guarantee absolute security.

21. Website

The onTrak marketing website at ontrakcuesports.com is a static information site.

It does not set its own account cookies for onTrak login. It may load fonts from Google Fonts, which involves a request to Google when you visit the site. See Google's privacy information for how they handle that request.

22. Changes to this Privacy Policy

We may update this Privacy Policy when onTrak changes, when new functionality is introduced or where legal or regulatory requirements change.

The date at the top of this policy indicates when it was last updated.

Where appropriate, we will notify users of significant changes.

23. Complaints

If you have concerns about how we process your personal information, please contact us first:

privacy@ontrakcuesports.com

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data-protection regulator.

24. Contact us

For privacy questions, requests or concerns:

ONTRAK SPORTS LTD
Operator of onTrak CueSports
United Kingdom
Email: privacy@ontrakcuesports.com