1. Who we are and scope

This Privacy Policy applies to the SCOUTIFAI mobile application, website, and related services (collectively, the “Service”) operated by {{LEGAL_ENTITY_NAME}} (“we”, “us”, or “our”). The Service helps sports organizations manage users, teams, training, attendance, matches, performance, wellness, injuries, rehabilitation, and sports media.

Sports clubs, academies, or organizations may manage accounts and data through role-based access. Depending on the arrangement, an organization may be responsible for deciding why and how athlete data is processed, while we provide the technology used to process it.

2. Information we collect and handle

We collect information when you register, when an authorized organization creates or updates a record, when you submit a form or upload content, and automatically when necessary to operate and secure the Service.

3. How and why we use information

• Create and manage accounts and authenticate users.
• Provide role-based features to players, coaches, medical staff, parents, managers, and administrators.
• Manage teams, attendance, training, matches, performance, medical workflows, rehabilitation, and videos.
• Show each user only the records permitted by their role and organizational relationship.
• Send service notifications and respond to support requests.
• Protect accounts, investigate misuse, maintain reliability, and comply with legal obligations.
• Improve the Service using aggregated or de-identified information where appropriate.

Our legal basis depends on the context and applicable law and may include performance of a contract, consent (especially where required for sensitive data), legitimate interests, legal obligations, or the instructions of the relevant sports organization.

4. When information is shared

Information may be visible to authorized users in the same organization according to their role—for example, a coach may view assigned players, and authorized medical staff may access relevant medical records. We may also share limited information with hosting, storage, security, technical support, and communications providers that process it for us under appropriate obligations.

We may disclose information when required by law, to protect rights and safety, or as part of a merger, financing, acquisition, or transfer of the Service with appropriate notice and safeguards. We do not sell personal information or use sensitive sports or medical information for advertising.

5. Retention and account deletion

We retain information only for as long as needed to provide the Service, meet the sports organization’s documented requirements, maintain security and records, resolve disputes, and comply with legal obligations. Retention periods may differ by record type and organization.

You may request account deletion through the Delete account option in the app (where enabled) or by contacting {{PRIVACY_EMAIL}}. We or the responsible organization may need to verify your identity and authority. Following a valid request, the account and associated personal data will be deleted or anonymized unless retention is required by law, necessary for security or legal claims, or controlled by an organization that must respond to the request. Backups may remain for a limited period until securely overwritten.

6. Your choices and rights

Subject to applicable law, you may ask to access, correct, export, restrict, object to the processing of, or delete your personal information, and may withdraw consent where processing relies on consent. You may also have the right to complain to the data protection authority in {{JURISDICTION}}.

Some data is managed by your club, academy, or organization. In that case, we may direct your request to that organization. We will not discriminate against you for exercising a privacy right.

7. Security and international processing

We use reasonable administrative, technical, and organizational safeguards appropriate to the nature of the data, including role-based access controls, authentication, logging, and restricted access. Production deployments should use encrypted transport and secure infrastructure. No system is completely secure, so users should protect their credentials and report suspected unauthorized access.

Data may be processed in countries other than your own. Where required, we use appropriate contractual or legal safeguards for international transfers.

8. Children and youth athletes

The Service may be used by youth sports organizations. A child or youth athlete must use the Service only with the authorization of the responsible organization and the consent or involvement of a parent or legal guardian where required by law. Organizations creating youth accounts are responsible for obtaining required permissions and limiting access appropriately. A parent or guardian may contact us to review or request deletion of a child’s information, subject to identity and authority verification.

9. Changes to this policy

We may update this policy when the Service, our practices, or legal requirements change. We will update the “Last updated” date and provide additional notice in the Service when a change is material.