Privacy Policy

1. Introduction & Scope

This Privacy Policy describes how SkillTrackr.ai handles personal information across the Service. It should be read together with our Terms of Service. By using the Service you acknowledge the practices described here.

2. Controller & Processor Roles

When an Academy uses the Service to manage its Members and Players, the Academy is the controller of that personal data — it decides what to collect and why — and SkillTrackr acts as a processor handling the data on the Academy's instructions.

For our own account, billing, and operational data (for example the account of an Academy Owner), SkillTrackr is the controller. If you have questions about a specific Player's data, the Academy that enrolled them is usually the first point of contact.

3. Information We Collect

• Account data — name, email, role, and authentication identifiers.
• Player profile data — name, date of birth, gender, school, playing position, and similar profile fields entered by a Parent/Guardian or Academy staff.
• Health & emergency data — emergency contacts, medical conditions, and allergies provided to keep Players safe during activities.
• Activity data — attendance, session participation, evaluations, feedback, and progress records.
• Media — photos and session video uploaded by the Academy where the relevant consent has been given.
• Payment data — billing details and transaction records processed by our payment provider (we do not store full card numbers).
• Device & usage data — app version, device identifiers, push-notification tokens, log data, and basic analytics needed to operate and secure the Service.
• Communications — messages and notifications sent through the Service.

4. How We Use Information

• To provide, maintain, and improve the Service and its features.
• To enrol Players, manage memberships, schedule sessions, and record evaluations and attendance.
• To generate AI coaching feedback and performance insights where enabled.
• To process Subscription payments and send service-related communications.
• To send push notifications and, where you have opted in, marketing or academy updates.
• To secure the Service, prevent fraud and abuse, and comply with legal obligations.

5. Legal Bases for Processing

Where applicable law (such as the GDPR) requires a legal basis, we rely on: performance of a contract (to provide the Service); consent (for optional features such as video analysis, social-media use, and marketing); legitimate interests (to secure and improve the Service); and compliance with legal obligations. You may withdraw consent at any time as described below.

6. Children's Privacy

The Service is designed so that minors do not register themselves. Children under 13 cannot create an account; a Player who is a minor is enrolled only by a verified Parent/Guardian (or by Academy staff acting under appropriate authority), who provides the required consent.

We collect a minor's data only to deliver the Academy's services and only with the consent of a Parent/Guardian. A Parent/Guardian may review, request correction of, or request deletion of their child's data by contacting the Academy or us. We do not knowingly use children's data for advertising or sell it.

7. AI Processing & Video Analytics

Where video recording and AI analysis are enabled, session video and related performance data are processed to generate technique feedback and insights. This processing is performed to provide the Service to you and your Academy.

We do not sell this data, and we do not use Player videos or personal data to train publicly available or third-party AI models. You can decline or withdraw video/AI consent at any time, after which we stop new processing of that type.

8. How We Share Information

We share personal data only as needed to run the Service:

• Within your Academy — with the staff and roles authorised to see the relevant records.
• Service providers (processors) — authentication, payment processing, database hosting, file storage, and notification delivery, each acting under contract and only on our instructions.
• Legal & safety — where required by law, to enforce our Terms, or to protect the rights and safety of users.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

9. Data Storage, Location & Security

Personal data is stored in encrypted form using reputable cloud infrastructure located in the United States (Neon for database hosting, Cloudflare R2 for media storage). We apply technical and organisational measures — including encryption in transit and at rest, access controls, and least-privilege practices — to protect personal data.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. We will notify affected users and authorities of a data breach where required by law.

10. Data Retention

We retain personal data for as long as an account or enrollment is active and as needed to provide the Service, and afterwards only as required to meet legal, accounting, or legitimate-interest obligations. When data is no longer needed we delete or anonymise it. An Academy may request deletion of records it controls, subject to legal retention requirements.

11. Your Rights & Choices

• Access — request a copy of the personal data we hold about you.
• Correction — ask us to correct inaccurate or incomplete data.
• Deletion — ask us to delete your data, subject to legal retention limits.
• Portability — request your data in a portable format where applicable.
• Withdraw consent — turn off optional consents (video/AI, social media, marketing) at any time in settings.
• Marketing & notifications — unsubscribe from marketing emails and disable push notifications in your device settings.

12. Cookies & Similar Technologies

Our web application uses cookies and similar technologies that are necessary to keep you signed in, remember preferences, and secure the Service. We use only limited analytics needed to operate and improve the Service. You can control cookies through your browser settings, though disabling essential cookies may affect functionality.

13. International Data Transfers

Because our infrastructure is located in the United States, personal data may be transferred to and processed in the US. Where required, we rely on appropriate safeguards (such as standard contractual clauses) for international transfers.

14. Third-Party Links & Services

The Service may link to or integrate with third-party services. Their handling of your data is governed by their own privacy policies, and we are not responsible for their practices. Please review those policies before providing information to them.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes we will revise the version and effective date above and, where appropriate, notify you. Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

16. Contact Us

For privacy questions or to exercise your rights, contact us at legal@skilltrackr.ai. If your question concerns a specific Player managed by an Academy, please also contact that Academy.