01Who this policy covers
This policy explains how we handle personal data when academies, schools and clubs use our platform to run batches, collect fees, mark attendance, track progress, review practice videos, manage tournaments and talk to parents.
The academy that signs up is the controller of its players' and families' data. We process that data on the academy's behalf and only on its instructions. For data about academy staff and website visitors, we act as the controller.
02What we collect
- Academy details: academy name, city, centres, grounds, batches and fee plans.
- Staff details: names, email addresses, roles and login activity for owners, coaches and admins.
- Player details: name, date of birth, sport, batch, level, attendance, skill assessments, fitness test results and coach notes.
- Parent and guardian details: names, contact details, language choice, consent records and messages to the academy.
- Practice videos and photos: recorded only after a parent has given consent, together with AI technique markers and coach review notes.
- Payment records: amounts, dates, receipts and payment status. Card and UPI credentials are handled by the payment provider and are never stored by us.
- Website data: details you enter in our signup and contact forms, and basic technical logs needed to keep the service secure.
03How we use it
- To provide the features the academy has switched on, such as schedules, fee reminders, attendance alerts and progress reports.
- To mark technique patterns in practice clips so a coach can review them.
- To send service messages to staff and parents in the language they choose.
- To keep the platform secure, fix problems and improve how features work.
- To meet legal, tax and accounting duties.
We never sell personal data and never use player or parent data for advertising.
04Children’s data
Most players are children. Academies must have a parent or guardian's consent before adding a child's videos or photos. Parents can give or withdraw video and photo consent at any time from the Parent App.
A child's videos, reports and photos are visible only to the coaches assigned to that player and the player's own parents or guardians. See our Child Safety and AI commitments for more detail.
05AI processing
AI Video Coach analyses practice clips to mark technique patterns such as body position, foot landing and release point. These markers are suggestions for a coach to review. They are not used to rate talent, rank players or make selection decisions, and your players' videos are not used to train models for other academies.
07How we protect it
- Data is encrypted in transit and at rest.
- Access is limited by role, so a coach only sees their own batches and players.
- Staff access to customer data is logged and limited to support and security needs.
- Regular backups protect against data loss.
08How long we keep it
We keep academy data while the academy has an active account. When a player leaves, the academy or the family can ask for that player's data and videos to be deleted, and we delete them. When an academy closes its account, its data is deleted after a short period that allows it to export records, unless the law requires us to keep some records longer.
09Your choices and rights
Parents and staff can ask to see, correct, export or delete their data. Parents should usually contact their academy first, since the academy controls player records. You can also reach us through our contact page and we will help or pass your request to the academy.
10Changes to this policy
If we make a material change to how we handle personal data, we will tell academy owners by email and through the platform before the change takes effect.