TeamMetriq Privacy Policy

Who we are

TeamMetriq is operated by Alif Studios Limited, based at 128 City Road, London, EC1V 2NX, United Kingdom.

For privacy questions or requests, email privacy@teammetriq.com.

Our role and how we use information

For team and player records, the data controller is whoever runs the team: the club it belongs to, if it is part of one, or otherwise the coaches who run it. We call this the team’s controller. We deal with the team through its admins, who act for the controller. The controller decides what to record, why it is needed, who can access it and how long to keep it, and is responsible for having a valid legal basis and explaining its use to players and, where appropriate, parents or guardians.

TeamMetriq is the data processor for those records, handling them on the controller’s documented instructions to provide the service.

Separately, TeamMetriq is the data controller for information used for its own purposes. We rely on:

• Legitimate interests: our interest in providing the service you signed up for — your account, managing which teams you can access, and answering your support requests — and in operating, improving and securing TeamMetriq. This also covers running the waitlist, sending invitations, beta codes and match reminders, product analytics, reading feedback you send us, and preventing misuse. You can object to any of these; objecting to the processing needed to run your account means closing it.
• Legal obligations: where the law requires us to keep or disclose information.

Your name and email address are required to create an account. Without them, we cannot provide access.

Account and team information

We collect coaches’ names and email addresses, and a profile picture if your sign-in provider supplies one. We also store sign-in sessions, team memberships, roles, preferences and the team you last opened, so the app can take you back to it. When an admin invites someone, we store their email address to send the invitation.

We record when you confirm you are 18 or over. When a coach starts a team, we record that they agreed to our terms on the team’s behalf: who agreed, which version and when.

Coaches can record:

• Player information: names, joining and leaving dates, positions, attribute assessments and performance ratings.
• Match and fixture information: opponents, dates, venues, selections, results, match events and notes, including opposing scorers’ names.

We use this information to manage accounts and access, send service emails, provide support, and display fixtures, development histories and statistics. Assessments and ratings reflect coaches’ judgements, not independent assessments by TeamMetriq.

Team information is private within the app and accessible only to authorised team users according to their permissions. Clubs and coaches are responsible for sharing information outside TeamMetriq and removing access when it is no longer needed.

Only record information needed for coaching and team management. Avoid medical details, home addresses, school details or other unnecessary personal information, particularly in free-text notes.

When you ask TIA a question

When you ask TIA a question, we use your question and your team’s current-season football information, such as player assessments and match records, to generate an automated response.

When TIA uses team and player records to answer your questions, we act as the processor for the team’s controller, on its behalf.

We remove known player, team and opponent names from the information prepared for answer generation. Coach notes are excluded from the team records used. This filtering cannot remove every identifying detail you might type, so please avoid including personal information, nicknames or private notes in your questions.

The AI providers we use process this information to generate the response. Some keep it for a limited period set by their terms, to detect misuse of their services, and then delete it. They do not use it to train or improve their own products. Email privacy@teammetriq.com for the current periods.

Your conversations are private within TeamMetriq: other team staff, including admins, cannot view them. Conversations are deleted 90 days after their last use, and you can delete a conversation sooner. We do not keep any other copy of your questions, though an AI provider may keep one for a limited period, as described above.

A team admin can turn TIA off for the team.

TIA’s answers are suggestions for the coach to consider. We do not make decisions about anyone based solely on automated processing.

Children’s information

TeamMetriq accounts are for adults who coach or manage teams. Children do not create accounts.

The team’s controller is the data controller for player information, including children’s records. TeamMetriq processes that information on its instructions. Its privacy notice should explain how it is used and how players or parents can exercise their rights.

The waitlist

If you join our waitlist, we collect your name, your team’s name and your email address. We use them to contact you about early access, including emailing you a beta code.

To prevent misuse of the form, we count requests using a short-lived hashed version of your IP address, which is deleted after about an hour.

Emails we send

We send:

• Team invitations to the email address entered by an admin.
• Beta codes to people admitted from the waitlist.
• Match reminders before and after matches about work still to do. You can turn these off on your profile page.
• Team deletion notices to everyone on a team’s staff when an admin deletes it, saying who deleted it and when it will be permanently removed.
• Account deletion receipts to the address your account had, when you delete it.

Messages you send us

When you write to us from the Contact us screen, we email your message to our support or feedback inbox, depending on the topic you choose. It is sent with your name, your email address and the name of the team you were using, so that we can reply to you and understand your question.

We use support messages to help you, and feedback to improve TeamMetriq. Please do not include player names or other personal details about players unless you need to; describe the problem instead.

To prevent misuse, we count how many messages each account sends, and keep that count for up to 24 hours.

Product analytics

We record activity in the app to understand how TeamMetriq is used. These records do not include email addresses or player information.

Product analytics does not retain your IP address. Inside the app it does not determine your location; for home-page visits, our analytics provider estimates your country from your IP address before discarding it.

Our analytics provider stores these records in the EU and processes them for us. We rely on our legitimate interest in improving the service. You can opt out by turning off Enable product analytics on your profile page. This stops analytics for every team you belong to and deletes the analytics records our provider holds about you.

Cookies

TeamMetriq uses cookies needed for the app to work and cookies that remember choices you make. We do not use analytics or advertising cookies. Our product analytics stores nothing on your device.

• Signing in: keeps you signed in for up to 30 days, renewed while you use the app. Other sign-in cookies protect sign-in, remember where to return you and complete authentication; they last until you close your browser, or 15 minutes at most.
• A beta code: holds the code you entered during account creation for one hour.
• The sidebar: remembers whether you closed it for one year.

Our sign-in provider sets its own cookies on its sign-in pages, which are hosted on its website.

Who we share information with

We use service providers for sign-in, sending email, our email inboxes, hosting, our database, product analytics, our AI assistant and serving content. They handle information only as needed to provide those services, on our instructions and under contracts that protect it, except that some AI providers may also use what they receive to detect misuse of their services, as described under “When you ask TIA a question”. We may also disclose information where the law requires it, to respond to lawful requests from authorities, or to establish or defend legal claims.

Some providers, including our sign-in, email and AI providers, process information outside the UK, in the United States and other countries. These transfers are protected by UK adequacy regulations, including the UK–US data bridge where the provider is certified to it, or otherwise by the European Commission’s standard contractual clauses with the UK Addendum issued by the Information Commissioner. Email privacy@teammetriq.com for details or a copy of the safeguards.

How long we keep information

We keep your account information while your account is active, and delete it when you delete your account, as described under “Your rights”.

The team’s controller controls team and player records. We keep them until a team admin deletes the team, or the controller asks us to. A deleted team disappears for everyone immediately. We keep it for 30 days, during which our support team may be able to restore it, and then permanently delete it and everything in it. Deleting one coach’s account does not delete a team that others are still on.

TIA conversations are deleted earlier if you delete them individually or 90 days after their last use.

We also keep:

• Waitlist details: until we have answered your request, and then 6 months.
• Invitations, including the invited email address: 30 days after the invitation expires, whether or not it was accepted. Invitations expire 14 days after they are sent.
• Records of a team agreeing to our terms: as long as the team exists.
• Messages you send us, and our replies: 12 months after we have dealt with them.
• Product analytics records: 1 year, or sooner if you turn off product analytics or delete your account.
• Hashed IP addresses used to prevent waitlist misuse: about one hour.
• Server logs: about one hour.
• Database restore history: deleted information remains in it for up to 6 hours.

We may retain specific records where required by law.

Security

We use appropriate technical and organisational measures to protect personal information. Team access is controlled through account permissions.

Keep your sign-in details secure and report suspected unauthorised access to support@teammetriq.com.

Your rights

Depending on the circumstances, you can request access, correction, deletion, restricted use or a portable copy of your information.

You can object to processing based on legitimate interests, including product analytics, which you can turn off on your profile page.

For account-related requests, email privacy@teammetriq.com. For player records, contact the team’s coaches, or its club, first. We will help direct requests where needed.

You can delete your account from your profile page, and it takes effect immediately. If you are the only admin of a team that others are on, make someone else an admin first.

Deleting your account deletes:

• your name, email address, profile picture and confirmation of your age
• your sign-in sessions, and your account with our sign-in provider
• your team memberships and preferences
• your TIA conversations
• your product analytics records
• any team that nobody else is on, as described under “How long we keep information”

It does not delete:

• ratings, notes and other team records you entered. The team’s controller controls these, and they stay with the team, shown as “Deleted user”.
• messages you sent us, which we keep for 12 months after dealing with them
• records we must keep by law

Deleted information can remain in our database’s restore history for up to 6 hours.

We normally respond within one month. We may verify your identity or apply a lawful extension, explaining any delay.

Privacy complaints

If you believe we have mishandled your personal information, email privacy@teammetriq.com or write to 128 City Road, London, EC1V 2NX, United Kingdom. Making a complaint is free.

We will acknowledge your complaint within 30 days, investigate appropriately and keep you informed. We will explain the outcome and any action taken without undue delay.

If your complaint concerns records controlled by a team’s controller, we will explain our role and help direct it to the responsible organisation.

You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. This does not affect your right to seek a judicial remedy.

Changes to this policy

We will update the date above when this policy changes and highlight significant changes where appropriate. We will explain new uses of personal information before they begin and obtain consent where required.

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