Privacy policy

Legal entity

LEAD Sports Development BV

Registered address

Menegemlei 70, 2100 Antwerp, Belgium

Company number (KBO)

1020.759.110

Privacy contact

info@leadfieldhockey.com

Website

www.leadfieldhockey.com

LEAD is the data controller for its own website operations, customer relationships, billing and marketing.

When a club or other organisation uses LEAD to manage personal data about its coaches, teams or players, that organisation generally acts as the controller and LEAD acts as its data processor, following its instructions under a data processing agreement. The organisation's privacy notice also applies to that processing.

Depending on how you use LEAD, we may process:

• Forms and communications: your name, email address, club or organisation, role, enquiries and attachments submitted through contact, demo, waitlist, subscription or download forms.
• Accounts and subscriptions: account identifiers, authentication information, profile details, club affiliation, permissions, subscription information and billing or payment references.
• Platform content: training plans, drills, team and player details, availability, lineups, coaching notes, feedback, messages, documents, images and videos.
• Usage and device data: IP address, browser and device information, access logs, pages visited, platform interactions, video engagement, referral information and cookie identifiers.

We receive data directly from you, automatically through your use of our services, or from your club, coach or another authorised user.

We identify required information when collecting it. Without it, we may be unable to provide the requested service or meet billing obligations. Other information is optional.

For processing where LEAD acts as controller, our purposes and legal bases are:

• Responding to enquiries, arranging demos and providing requested information

  Legal basisSteps requested before entering a contract, or our legitimate interest in responding to enquiries and managing business relationships

• Providing individual subscriptions, account access and support

  Legal basisPerformance of our contract with you

• Managing organisational customer relationships and business contact accounts

  Legal basisOur legitimate interest in delivering and administering services to those organisations

• Managing payments, invoices and financial records

  Legal basisContractual necessity, where you are the customer; legitimate interests in administering organisational subscriptions; legal obligations for tax and accounting records

• Sending essential account, service or security notices

  Legal basisContractual necessity, or our legitimate interest in keeping users informed and services secure; legal obligation where a notice is required by law

• Protecting the platform, preventing misuse and resolving disputes

  Legal basisOur legitimate interests in security, service reliability and protecting legal rights

• Understanding usage and improving our services

  Legal basisOur legitimate interest in improving functionality, using anonymous or minimised data where possible; consent for non-essential cookies and tracking

• Sending marketing emails and newsletters

  Legal basisYour consent

We rely on legitimate interests only where the processing is necessary and your interests and fundamental rights do not override those interests.

Where we act as a processor, the relevant organisation determines the purposes and legal bases. We process that data on its documented instructions.

Creating an account, requesting a demo or downloading content does not by itself subscribe you to marketing. We ask for a separate opt-in. We send waitlist updates you expressly request; broader marketing requires a separate opt-in.

You can withdraw consent or object to direct marketing at any time, free of charge, through the unsubscribe link in our marketing emails or by contacting us. This does not affect essential service communications or your platform access.

We use strictly necessary cookies and similar technologies to operate our website and platform. Non-essential analytics, advertising and other tracking technologies are used only with your prior consent.

When we use optional cookies, you can accept, reject or change your choices through our cookie controls and withdraw consent as easily as you gave it. Browser settings provide additional controls. See our Cookie Policy for the technologies used, their purposes, providers and duration.

We do not sell personal data. We share it only as needed with:

• Service providers supporting hosting, storage, communications, customer management, analytics, payments and support. Providers acting as processors are bound by data processing agreements and our instructions.
• Authorised platform users, including club administrators and coaches, according to roles, permissions and sharing settings.
• Partners or integrations you or your organisation choose to use, to the extent needed for the requested service and explained when activated.
• Professional advisers and public authorities, where necessary for legal obligations, legal claims or protecting rights.

Some recipients, such as payment providers or professional advisers, may act as independent controllers for their own legal responsibilities.

Where personal data is transferred to, or accessed from, outside the European Economic Area, we use a valid GDPR transfer mechanism. This may be a European Commission adequacy decision or the Commission's Standard Contractual Clauses, supported by additional safeguards where required.

Contact us for information about relevant destinations and safeguards, including how to obtain a copy.

We retain personal data only for as long as necessary:

• Account and subscription records: while needed to provide the service, followed by any retention necessary for legal obligations or establishing, exercising or defending legal claims.
• Club-managed platform data: according to the organisation's instructions and our data processing agreement, including agreed return or deletion arrangements when services end, unless law requires retention.
• Enquiries and demo requests: up to 24 months after our last meaningful contact, unless an ongoing relationship, dispute or legal obligation justifies longer retention.
• Marketing records: until you unsubscribe or the information is no longer needed. We may keep a minimal suppression record to respect your opt-out and evidence of consent where necessary to demonstrate compliance.
• Financial records: for the periods required by applicable Belgian tax and accounting law.
• Usage and security records: for periods proportionate to their operational or security purpose, considering incident investigations and legal requirements. Cookie durations are explained in our Cookie Policy.

After the applicable period, we delete the data or irreversibly anonymise it.

LEAD supports clubs and coaches working with youth players. Organisations must have an appropriate legal basis for entering and using player data, provide suitable privacy information and limit access to authorised people.

For online services offered directly to children and relying on their consent, parental or legal guardian authorisation is required below age 13 in Belgium. Other EU countries may apply higher thresholds. A club official's approval does not replace parental authorisation where required.

Upload only personal data that is necessary and that you are authorised to use. Images, videos and notes may be shared according to the relevant platform settings. Avoid uploading health information or other sensitive personal data unless necessary and supported by an appropriate legal basis, an applicable GDPR exception for sensitive data and suitable safeguards.

Subject to the conditions in the GDPR, you can request access, correction, deletion, restriction of processing and data portability.

You can object to processing based on legitimate interests for reasons relating to your situation. You can always object to direct marketing. You may also withdraw consent at any time, without affecting processing carried out lawfully before withdrawal.

Contact info@leadfieldhockey.com. We may request information reasonably necessary to verify your identity. We respond within one month. Where permitted because of the complexity or number of requests, we may extend this by up to two further months and explain the extension within the first month.

For data controlled by your club or organisation, contact it directly. If you contact us, we will assist it in handling your request.

You may lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données) through www.dataprotectionauthority.be, or with the supervisory authority in the EU country where you live, work or believe an infringement occurred.

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration and misuse. No online service can guarantee absolute security.

We publish updates to this policy with a new date and notify you of material changes through the website, platform or email where appropriate.