Privacy policy

Teamovia is operated by TEAMOVIA LTD, a private limited company registered in Scotland with company number SC902821, whose registered address is Municipal Buildings, 8-10 Corn Exchange Road, Stirling, FK8 2HX, Scotland, United Kingdom. In this policy, "Teamovia", "we", "us" and "our" mean that entity.

For anything about this policy or your personal data, contact:

Stephen Fitzpatricks.fitzpatrick@teamovia.aiTEAMOVIA LTD, Municipal Buildings, 8-10 Corn Exchange Road, Stirling, FK8 2HX

We have not appointed a Data Protection Officer because the law does not require us to.

Data protection law treats an organisation differently depending on who decides why and how personal data is used.

Where the club is in charge. When a club uploads match footage, keeps a squad list in Teamovia or creates analysis, the club decides what is uploaded, why, and how the results are used. The club is the controller of that data. Teamovia is its processor: we handle that data only on the club's documented instructions, under a data processing agreement (DPA), and for no purpose of our own. We call this data Customer Content.

Where we are in charge. We are the controller for the personal data we use to run our own business: website visitors, enquiries, account and login details for club staff, billing records, support conversations and service security logs.

If you are a player, or the parent or guardian of an academy player, and your question is about footage or analysis held by your club, please contact your club first. It decides how that data is used. If you contact us, we will pass your request to the club and help it respond.

3.1 What we collect

• CategoryContact and enquiry details
  ExamplesName, work email, club, role, the content of your message
  Where it comes fromYou, through our forms or email
• CategoryAccount details
  ExamplesName, work email, club, role, password (stored as a hash), seat and permission settings
  Where it comes fromYou or your club's account administrator
• CategoryBilling details
  ExamplesBilling contact, club name and address, VAT number, plan, invoices and payment status
  Where it comes fromYou or your club. Card details are collected by our payment processor, not by us
• CategoryUsage and technical data
  ExamplesLog-in times, pages and features used, IP address, browser and device type, error logs
  Where it comes fromYour use of the website and service
• CategorySupport records
  ExamplesMessages and calls with our team, and any files you send us
  Where it comes fromYou
• CategoryCookie data
  ExamplesSee our Cookie policy
  Where it comes fromYour browser

We don't ask staff users for special category data and we ask you not to send it to us.

3.2 Why we use it and our lawful basis

• PurposeCreating and running your club's account, providing the service, and giving staff access
  Lawful basis under UK GDPRPerformance of a contract with the club (Article 6(1)(b)) where you are the contracting party; otherwise our legitimate interest in delivering the service the club has bought (Article 6(1)(f))
• PurposeBilling, collecting payment and keeping financial records
  Lawful basis under UK GDPRPerformance of a contract (6(1)(b)) and legal obligation, including tax and accounting law (6(1)(c))
• PurposeAnswering enquiries and providing support
  Lawful basis under UK GDPRLegitimate interests (6(1)(f)): responding to people who contact us
• PurposeKeeping the service secure, preventing misuse and enforcing our terms
  Lawful basis under UK GDPRLegitimate interests (6(1)(f)): protecting the service, our customers and their data
• PurposeImproving the service using usage data
  Lawful basis under UK GDPRLegitimate interests (6(1)(f)): understanding which features work. We use aggregated or de-identified data where we can
• PurposeSending service messages, such as security alerts and changes to terms
  Lawful basis under UK GDPRPerformance of a contract (6(1)(b)) and legitimate interests (6(1)(f))
• PurposeSending product news to club staff
  Lawful basis under UK GDPRLegitimate interests (6(1)(f)), in line with the Privacy and Electronic Communications Regulations. You can opt out in any email
• PurposeNon-essential cookies
  Lawful basis under UK GDPRConsent. See our Cookie policy
• PurposeComplying with the law and responding to lawful requests
  Lawful basis under UK GDPRLegal obligation (6(1)(c))

Where we rely on legitimate interests, we have weighed them against your rights. You can ask us for details of that assessment.

4.1 What it is

Customer Content can include:

• match video, which shows players, staff and sometimes spectators
• squad lists, such as player names, shirt numbers and positions
• analysis that Teamovia generates from the footage, such as key moments, clips, team scores and match reports
• notes and comments added by club staff

Teamovia measures the team as a unit. It doesn't produce individual player ratings or rankings. Analysis may refer to players by shirt number or position when describing a team moment.

4.2 Special category data

Match footage and team analysis are not designed to reveal health or other special category data, and Teamovia does not use facial recognition or other biometric techniques to uniquely identify people. However, footage can incidentally show injuries, and a club may choose to add notes that contain health information.

Clubs should not upload special category data unless they need to. Where they do, the club, as controller, is responsible for having a lawful basis under Article 6 and a condition under Article 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018.

4.3 Academy players and children

Academy teams include players under 18. Their data deserves particular care. Clubs that use Teamovia for academy teams are responsible, as controllers, for:

• having a lawful basis to record and analyse academy matches
• telling players, and their parents or guardians where appropriate, how footage and analysis are used, in language a young person can understand
• handling requests about a child's data

Teamovia accounts are for adult club staff only. Players, including academy players, do not have accounts and the service is not directed at children.

4.4 How we handle Customer Content

As processor, we:

• process Customer Content only on the club's documented instructions, as set out in our terms of service and DPA
• do not sell it, use it for advertising, or share it with other clubs
• use it to train or improve our models only where the club has agreed to this in writing
• make sure everyone with access is bound by confidentiality
• use only approved sub-processors (see section 5) on equivalent terms
• help the club meet its own obligations, including requests from players and data protection impact assessments
• tell the club without undue delay after becoming aware of a personal data breach affecting its data
• delete or return Customer Content when the club's subscription ends (see section 7)

The DPA forms part of our Terms of service. A standalone data processing agreement is available on request.

We share personal data only with carefully selected service providers who help us run Teamovia, and only as far as they need it. They fall into these categories:

• Type of providerHosting and infrastructure
  What they doRun the website and application
  Data involvedUsage and technical data, and data passing through the application
• Type of providerDatabase and storage
  What they doStore accounts, match footage and analysis, and handle sign-in
  Data involvedAccount details and Customer Content
• Type of providerPayment processing
  What they doTake payments and manage subscription billing
  Data involvedBilling details and payment card data
• Type of providerAI and video processing
  What they doProcess match video to produce the analysis
  Data involvedCustomer Content
• Type of providerEmail and communications
  What they doBusiness email and service messages
  Data involvedNames, work emails, enquiries and support messages

Card details are collected directly by our payment processor. We never see or store full card numbers.

We may also share personal data:

• with professional advisers, such as accountants and lawyers, under a duty of confidentiality
• where the law requires it, or to protect the rights, property or safety of Teamovia, our customers or others
• with a buyer or successor if the business, or part of it, is sold or restructured, in which case this policy will continue to apply to your data

We keep an up-to-date list of the providers that handle Customer Content, including their names and locations, and tell clubs before we add or replace one, giving them the chance to object. The list is available on request at s.fitzpatrick@teamovia.ai.

Some of our providers are based in, or can access data from, the United States or other countries outside the UK. Where personal data is transferred outside the UK, we make sure it is protected by one of the safeguards the UK GDPR recognises:

• a UK adequacy decision, including the UK-US Data Bridge where the recipient is certified under it
• the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses

You can ask us for more information about the safeguard used for a particular transfer.

• DataAccount details
  How longFor as long as the club's subscription is active, then only as long as needed to close the account
• DataCustomer Content
  How longFor as long as the club's subscription is active. After it ends, the club has an export period set out in its agreement, after which we delete it from live systems and then from backups
• DataBilling and tax records
  How longSix years from the end of the financial year they relate to, as required by HMRC
• DataEnquiries from people who don't become customers
  How longOnly as long as needed to respond and follow up
• DataSupport records
  How longAs long as needed to resolve the issue and keep a reasonable service history
• DataSecurity and server logs
  How longFor a short period, as needed to keep the service secure

A club can ask us to delete Customer Content sooner at any time.

Under UK data protection law you have the right to:

• access the personal data we hold about you
• rectification of data that is inaccurate or incomplete
• erasure of your data in certain circumstances
• restrict how we use your data in certain circumstances
• object to processing based on legitimate interests, and to direct marketing at any time
• data portability, to receive data you gave us in a reusable format, where processing is based on contract or consent
• withdraw consent at any time, where we rely on it, without affecting processing that has already happened

To use any of these rights, email s.fitzpatrick@teamovia.ai. We will reply within one month, and may need to confirm your identity first. There is normally no charge.

If your request concerns Customer Content, such as match footage, we will pass it to the club that controls it and help the club respond.

Automated decisions

Teamovia produces analysis of team performance, which club staff review before they use it. We don't make decisions about individuals that are based solely on automated processing and have legal or similarly significant effects.

We use technical and organisational measures appropriate to the data we hold, designed to keep each club's data secure and separate from other clubs' data. Details of these measures are available to clubs on request.

No system is completely secure. If a breach affects your personal data and puts your rights at high risk, we will tell you without undue delay.

If you are unhappy with how we have handled your personal data, please tell us first at s.fitzpatrick@teamovia.ai and we will try to put it right.

You also have the right to complain to the Information Commissioner's Office:

Information Commissioner's OfficeWycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AFico.org.uk/make-a-complaint0303 123 1113

We will update this policy when how we handle personal data changes. The date at the top shows when it was last revised. If a change is significant, we will tell account holders by email before it takes effect.