Privacy Policy

Web-based Tools for your Sports Organization is committed to protecting your privacy and developing technology that gives you the most powerful and safe online experience. This Statement of Privacy applies to the Sportshive web-based Tools for your Sports Organization site and governs data collection and usage. By using the Sportshive web-based Tools for your Sports Organization site, you consent to the data practices described in this statement.

1. Introduction

   Sportshive is a Service held by a legal person Sportshive, who processes Personal data on behalf of its Users.Users can reach Sportshive OÜ via support@Sportshive.com or from the feature “Contact and Support” in www.Sportshive.com.

2. Definitions

   • Personal Data - any information relating to an identified or identifiable natural person
   • User – A person (including you) using Sportshive’s service (who may have different roles, which are described in point 3 of Terms of Service)
   • Club – A sports club or a team using Sportshive’s service. The club is organized by staff members (managers and/or coaches).
   • Service – Sportshive software used by Users and Clubs and located in the web and mobile apps of Sportshive, including but not limited to Sportshive.com, Coach Diary App, Player App, Parent App, Pro Player App.
   • GDPR - European Union’s General Data Protection Regulation (Regulation (EU) 2016/679)

3. The purposes and legal basis for the processing

   The legal basis for processing of personal data is to provide the Service in accordance with Sportshive’s Terms of Service. Sportshive may also process data upon User’s freely given, specific, informed and unambiguous consent, asking for it as appropriate. User has the right to withdraw consent at any time by deleting such data from the Service.

4. Categories of Personal Data concerned

   Depending on the User type, the categories of personal data submitted to Sportshive may vary.

   1. Name and email address are required for all Users in order to access the Service.
   2. Other information, e.g. User’s personal information, health data, contacts, attendance data, etc. is optional and can be stored.
   3. Clubs (coaches and managers) who should have independent agreements with the Users to do that
   4. Users themselves who store it for their own benefit.

5. Recipients of Personal Data

   If a User has a linked account with a Club in Sportshive, User’s Personal Data is provided to Coaches and Managers of that Club. A User should have an agreement with the Club to handle such information. Other Users cannot see Users’ Personal Data, except the list of Users who are also participating in particular training and data shared by the User to their friends in the Service. More detailed information about different User roles and their rights can be found in point 3 of Terms of Service.

   Sportshive may review and analyze anonymous data User enters about workouts, exercise, and anything they choose to track, without a written consent, and use it for further developments of the Service and to publish it for scientific purposes.

   Except as described in this Privacy Policy, Sportshive will not intentionally disclose (personal) data that is stored in the Service to any other third parties without User’s freely given, specific, informed and unambiguous consent. Sportshive may disclose information to third parties if a User gives consent for doing so, as well as in the following circumstances:

   1. Sportshive uses sub-processors, when necessary, to offer Service to the Users, including but not limited to support, server and messaging service providers. In addition, Sportshive uses customer relations management software (CRM) to offer better support to Clubs, get a better overview of them and to activate them faster. The third parties needed to offer the Service are mostly located in Europe. Sportshive has evaluated that all the other data processors also offer sufficient data protection. Third parties are only sent the minimum required amount of data.
   2. Sportshive may disclose Personal Data or other information if required to do so by law.

6. The storage period

   Server service provider backs up data once a day and those copies are kept for 2 weeks. Sportshive also retains Personal Data to comply with legal obligations (i.e. billing information is retained for a period of 7 years in accordance with the Estonian accounting and taxation laws), resolve disputes and enforce agreements. Sportshive makes backups once a week and these are kept for 6 months. Where Sportshive no longer needs to store Personal Data for the purposes set out in this Privacy Policy, all Personal Data will be deleted from Sportshive’s servers.

7. The rights of the data subjectn

   1. Users have the right to access their Personal Data stored in Sportshive any time, by logging into their account or accessing it from the mobile apps. Users have the right to correct or update their account information any time by accessing their account. Users have the right to require erasure of their account/data in Sportshive. To delete an account, User can contact Sportshive by sending an email/message as set forth in point 1 of this Privacy Policy and Sportshive will delete all data concerning User’s account. Sportshive deletes the account (including Personal Data) within 30 days after receiving the request. If User’s account is linked with a Club, User should ask their Club to delete their data.
   2. Users have the right to object to the processing of their Personal Data by sending Sportshive an email as set forth in point 1 of this Privacy Policy with their objection. Users also have the right to restrict processing of the data whilst complaints (for example, about accuracy) are resolved, or if the processing is unlawful, but the User objects to erasure. Further instructions and activities rely upon the specific request. Accounts are mainly linked with a Club and the processing is often required by the Club to provide their services.
   3. Users have the right to export their data from Sportshive. They can export most of their data themselves. For any other requests User should contact Sportshive by email as set forth in point 1 of this Privacy Policy. Sportshive exports data in structured, commonly used and machine-readable format (i.e. in CSV or Excel, or if possible, in XML). Sportshive exports data within 30 days after receiving the request.

8. Data security

   Sportshive maintains appropriate administrative, technical and physical safeguards to protect Personal Data against accidental or unlawful destruction, accidental loss, unauthorized alteration, unauthorized disclosure or access, misuse, and any other unlawful form of processing of the Personal Data in Sportshive’s possession. This includes, for example, password protection, resilience of processing systems, backing up Personal Data and https connection with encryption. Please note that Sportshive cannot guarantee full security for unauthorized entry or use of User’s account password or User’s software or hardware failure. If User believes that their personal data has been compromised, they should contact Sportshive immediately as set forth in point 1 of this Privacy Policy.

9. The right to lodge a complaint with a supervisory authority

   If User finds that his/her rights have been violated, User has the right to submit a claim to Estonian Data Protection Inspectorate (e-mail: info@aki.ee or phone +372 627 4135) or other supervisory authority in Member State User’s habitual residence, place of work or place of the alleged infringement or court.

10. Processing of children’s data

    Users under the age of 16 need to provide parental consent to use the Service. If someone under 16 has provided personal information to the Service without parental consent, reasonable efforts are used to restrict processing of such information in the Service until parental consent is attained.

11. Communication in relation to data breaches

    In case of a Personal Data breach, Sportshive will without undue delay, and where feasible, notify the Users and authorities in accordance with applicable law.

12. Emails from Sportshive

    Sportshive informs that occasional emails are sent about important events in the Service or related to it. Emails are sent to the email address User has submitted to the Service. Sportshive does not use User emails for sending third-party advertisements.

13. Cookies

    Sportshive uses third-party analytics tools (mainly Google Analytics) which helps to measure traffic and usage trends on Sportshive’s website. These tools collect analytics information from Users so that it cannot be reasonably used to identify any particular individual User.

    For additional website usage data, Sportshive also uses two types of cookies - session ID cookie and language cookie. They will not be shared with any other organization.

    Session ID cookie is a unique number that is assigned to a User upon webpage visit and allows to identify when a User returns to the webpage. Session ID is stored for 2 days, after which it is automatically deleted.

    Language cookie is used for presetting User’s language preference while using the website. Language cookie is stored for 28 days, after which it is automatically deleted.

14. Data Controller and Data Processor

    • Sportshive highlights that Sportshive does not own, control or direct the use of any of the Personal Data stored or processed by a User via the Service. Only Users are entitled to access, retrieve and direct the use of such data.
    • Sportshive is largely unaware of what Personal Data is actually being stored or made available by a User to the Service. Sportshive does not directly access such data except as authorized by the User or if necessary to provide Services to the Users.
    • Sportshive does not collect or determine the use of any Personal Data or the purposes for which Personal Data is collected, therefore Sportshive cannot be considered data controller in terms of the GDPR and does not have the associated responsibilities under the GDPR.
    • Sportshive should be considered as a processor on behalf of its Users and Clubs.
    • The Clubs and Users are the data controllers under the GDPR, meaning that the Clubs and Users control the manner such Personal Data is collected and used as well as the determination of the purposes and means of the processing of such Personal Data
    • Sportshive is not responsible for the content of the Personal Data contained or other information stored on its (or its subcontractors’) servers nor is Sportshive responsible for the manner in which the User processes such information.

15. Policy Updates

    Any changes to this policy Users will be notified by email.

    Last update 27.05.2021.