Last Updated: November 3, 2026
Version 1
This agreement is accepted once: when you sign up and your club is created, or, for a club that already exists, when a club admin turns on health features. The Data Annex is part of it. Please read both. If you can't agree, don't sign up or turn them on.
1.1 Flowfield is Roberti Sportics B.V., trading as Flowfield Sports, registration number 97899631, Da Costakade, 1052SH Amsterdam, the Netherlands. Contact: info@flowfieldsports.com.
1.2 The club is the organisation or person named as responsible in the app. Until an admin names one by turning on health features, it's the person whose signup created the club. It can be a registered club, an academy, a school, a company, an informal group or one coach.
1.3 By accepting, you confirm that you are allowed to accept for the club. Only an adult can turn on health features, and the admin who does confirms that they are one. If you aren't allowed, you may be personally responsible for what this agreement says.
1.4 The agreement binds the club, not only the person who clicked. It carries on when admins change.
2.1 A lone coach. If you create a club for yourself, you are the club. Every duty in this agreement is yours personally. Being a volunteer, or having one small team, doesn't change that.
2.2 A club with no legal status. Some clubs aren't a registered association or a company. A club like that may not be able to take on this agreement in its own name. The person who accepts may then personally carry the club's duties, and so may others who run the club with them. If that isn't what you want, name a registered organisation, or talk to the people who run the club before you accept.
2.3 Naming who is responsible. Once health features are on, the app shows one organisation or person as responsible. A club admin can change it in Settings › Safeguarding, and accepts this agreement again for the new organisation or person. Until then, the one named stays responsible. Nobody stops being responsible for the time they were named.
3.1 Flowfield gives the club the service described in the public terms and in the Data Annex.
3.2 The club decides what is kept about its people and why. Flowfield stores and shows it for the club. In data protection terms, the club is the controller and Flowfield is its processor for the club's records, listed in the Data Annex. Flowfield is controller only for its own account, billing, security and service-log data, which the privacy policy covers.
3.3 Those roles follow what really happens, not the labels. So the Data Annex describes the service in detail. By accepting, the club approves that description and instructs Flowfield to run the service that way. The club controls what is switched on, who sees it and who is added.
3.4 Flowfield works to one standard everywhere: the level set by European data protection rules. The club handles the law of its own country. Flowfield can't tell the club what that law requires.
The club must:
5.1 Health features means injury details, rehab, reports, check-ins, effort and per-player load, as the Data Annex describes. They stay off until a club admin turns them on, even for a club that accepted this agreement at signup.
5.2 A club admin turns them on once. The admin names the responsible organisation or person and the club's country, and confirms all of this for the club:
Flowfield records who confirmed, when and which version. Health features can be used in every country, so this confirmation is what Flowfield relies on. Sections 6, 8 and 9 still apply: the club marks its under-18 teams, doesn't use Flowfield in an emergency and enters no HIPAA data.
5.3 Status isn't a health feature. Status, its note and the date back work for every club, with no step. They are how a coach plans a squad, and a player can be out for work or holiday. The club must keep health details out of the note: no diagnosis, injury or illness. A short practical line is enough, such as "back Tuesday".
5.4 No going back. Once a club holds health data, the features can't be turned off. The club ends its use by asking for deletion, as the Data Annex says.
5.5 Adults tap Agree in the app. That Agree is the club's record, kept with the club's tool. It isn't an agreement with Flowfield. The club decides whether agreement is the right legal ground. If players are paid or employed, that may be different, and the decision is the club's.
6.1 Under-18 here means anyone under 18, or under the adult age in the club's own country if that is later.
6.2 Flowfield isn't for under-13s. The club must not put a child under 13 on a team or list, with or without an account, or put their details, photos or video in Flowfield. Flowfield doesn't check ages and the app stores no date of birth, so checking is the club's job. If Flowfield learns of a child under 13, it can remove the record and tell the club. Where a country sets a higher minimum age for an account, that age applies to accounts.
6.3 The club must mark every team with an under-18 in it. The mark follows the player across the club. If an under-18 plays in an adult team, the club must also put them in a marked team.
6.4 For each under-18, the club records a parent's or guardian's permission in the app: who gave it and when. The club uses its own form and keeps it. Flowfield provides no form and doesn't see it. The record is the club's evidence, and it must be true.
6.5 The club doesn't add anything about an under-18's health until that record is saved. The app holds back injury details, check-ins, effort and load. It doesn't hold back everything, because status, note, date back and test results still save. So until the record exists, the club uses status only, keeps health out of the note and enters no test results. Once health features are on, a player can still send a report, because a child must always be able to tell staff that something is wrong.
6.6 If a player agreed in the app before the club marked their team, what is held stays, and no new details save until the permission is recorded.
6.7 An under-18 can withdraw on their own phone at any time. The club must respect it, whatever the form says.
7.1 The club must tell players, and parents of under-18s, that saying no or withdrawing won't affect selection. It must also be true.
7.2 No player may be dropped, treated worse or pressed to agree because they said no. Staff can still decide who plays based on whether the player can play.
8.1 The purpose of Flowfield's health features is records and communication for club staff. The club must not use or describe them as anything else.
8.2 Flowfield is not a medical device. It isn't meant for diagnosing or caring for any injury or illness. It isn't a clinical record. Clinicians keep their notes in their own records.
8.3 A person chooses every status, stage, exercise and return. The app never recommends. A flag is a comparison of numbers, and that's all it is. Decisions about a player belong to the club and its staff. Anyone with a health concern should see a doctor.
8.4 Never use Flowfield in an emergency. Nobody at Flowfield reads reports, and staff may not see one in time. In an emergency, call your local emergency number.
The club must not enter data protected by the US HIPAA law. A US healthcare provider, or anyone working for one, must not use Flowfield for patient records.
Whatever else this agreement says, Flowfield will:
Flowfield doesn't promise that the service will never be interrupted. The public terms apply to that.
11.1 Nothing here limits liability for intent or deliberate recklessness, or anything else the law doesn't allow to be limited. Nothing here limits what a player or parent can claim under data protection law, from Flowfield or from the club.
11.2 Neither side is liable to the other for indirect loss, such as lost income or harm to reputation.
11.3 Flowfield's total liability to the club, for everything in any 12 months, is limited to the higher of:
11.4 Flowfield isn't liable for a decision the club or its staff made about a player, or for what the club chose to record.
11.5 Indemnity. If someone claims against Flowfield because the club broke this agreement, the club covers Flowfield's reasonable costs and any amount Flowfield has to pay, as far as the club caused them. That includes a false confirmation, a missing permission record, or data the club shouldn't have entered. Flowfield must tell the club promptly about the claim. The club doesn't cover what Flowfield itself caused.
11.6 The limit in 11.3 also limits the club's indemnity, unless the club knowingly gave a false confirmation or recorded a permission it didn't have.
11.7 If a player or parent is paid for harm that both sides caused, each side bears the part it caused, within the limits above.
12.1 The club can end this agreement at any time by telling Flowfield at info@flowfieldsports.com. Paid plans are cancelled as the public terms say.
12.2 Flowfield can end it with 30 days' notice.
12.3 Flowfield can switch off health features or end this agreement straight away if a confirmation is false, if the club seriously breaks this agreement, or if it must do so by law. Where it can, it warns the club first.
12.4 When it ends, or if a club closes, its owner deletes their account or nobody answers for it any more, the Data Annex sets out what happens to the data. In short: the club can ask for a copy and for deletion, and health data is deleted 12 months after the end. Other records stay until someone responsible for the club asks Flowfield to delete them. If a club closes or its owner deletes their account, its members lose access to it.
12.5 The parts of this agreement about data keep applying until the data is deleted. Section 11 keeps applying after that.
13.1 Flowfield may change this agreement. It gives at least 30 days' notice by email or in the app, and each version is numbered.
13.2 If a change affects what happens to health data, or what an admin confirms, an admin must confirm the new version. Until they do, Flowfield may keep the club on the old version or pause new health records.
13.3 If the club doesn't accept a change, it can end this agreement before the change takes effect. If it carries on after that date, it has accepted the change, apart from 13.2.
14.1 Dutch law applies. Disputes go to the courts of Amsterdam.
14.2 If you accepted as a consumer, you keep any rights your own country's law gives you that can't be signed away, including the right to go to your local courts.
14.3 If this agreement and the public terms disagree about club data, this agreement wins. If this agreement and the Data Annex disagree about personal data, the Data Annex wins.
14.4 If one clause fails, the rest stay in force.
Version 1
This annex is part of the Club Agreement. It describes what the service does, and sets the terms on which Flowfield handles personal data for the club. By accepting the agreement, the club approves this description and gives these instructions.
1.1 The club is the controller. Flowfield is its processor for the records in section 3, for as long as the agreement lasts and until the data is deleted.
1.2 Flowfield handles those records only to provide the service described here, and on the club's instructions. These are the club's instructions: this annex, the settings the club chooses, and what its admins and staff do in the app. Any further instruction goes in writing to info@flowfieldsports.com.
1.3 If the law makes Flowfield do something else, it tells the club first, unless the law forbids that. If an instruction looks unlawful, Flowfield tells the club and may wait before acting on it.
1.4 Flowfield is controller only for its own account, billing, security and service-log data. The privacy policy covers these. Billing runs through Stripe, as part of that data.
2.1 Purpose. Records and communication for club staff. Nothing else. It is not a medical device and not a clinical record.
2.2 What staff do. Staff record a status (Available, Modified or Out), a short note and a date back. They record injuries with a body area, side and one short detail, and rehab stages and exercises, and test results.
2.3 What players do. Players answer morning check-ins and give session effort. They can send a report with a body map, to say they are hurt or ill.
2.4 What the app works out. The app flags a check-in when the answers are lower than the player's usual, and shows a load ratio that reads high or low. A ratio of 1.5 or more also shows in staff's Needs you. These compare a player's own numbers. They aren't advice.
2.5 What the app doesn't do. A person chooses every status, stage, exercise and return. The app never recommends any of them.
2.6 What the club controls.
2.7 When the step and a record are needed.
Injury details, rehab, reports, check-ins, effort and per-player load stay off until a club admin does the health step. Status, its note and the date back, tests, maxes and gym logging work for every club with no step. The club keeps health details out of the note.
| Needs a current consent record | Works without one |
|---|---|
| Injury details | Status, note and date back |
| Check-ins | Reports |
| Effort | Test results |
| Per-player load |
An adult's record comes from tapping Agree. Saying Not now is stored too, and the player can agree later. Staff can also record a form for any player with no record, so an adult with no phone has a route. In a team marked under-18, the phone offers no Agree, and only this record counts: staff record who gave permission and when, and the club keeps its own form. The mark on one team governs that player across the club, and goes by the club's mark, not by age. If a player agreed before their team was marked, what is held stays, and no new details save until permission is recorded. See section 6 of the agreement for what the club must not add before then.
| Whose | What |
|---|---|
| Players | Name and team, and the records below |
| Staff | Name, role and team, and who recorded or changed what |
| Parents and guardians | The name of the person who gave permission, on a permission record |
| Record | What it holds |
|---|---|
| Status | Available, Modified or Out; a note of up to 120 characters; date back; a head injury tick for return guidance |
| Injuries | Body area, side, date, match or training or other, contact or not, repeat of an earlier injury, one detail of up to 200 characters, date back, return date, rehab stage |
| Rehab | Stages, exercises and what the player logged |
| Check-ins | Sleep, energy, muscles, mood, stress, and if the club turns them on, sleep hours and soreness by body area |
| Effort | A score from 0 to 10, minutes, and whether the player took part |
| Load | A figure worked out from effort and minutes, and the high or low reading |
| Reports | Hurt or ill, the player's own words, the body map, and how staff handled it |
| Tests | Results of the club's tests |
| Strength | Maxes and team gym logs |
| Consent records | Player, how it was given, who gave permission, who recorded it, the dates and the wording version |
| The health step | Who confirmed, when, the agreement version, the responsible organisation or person, and the country |
| Other club records | People, teams, roles, calendar, attendance, and the tactical and video content the club keeps in its club space |
Most of this is health data, and much of it is about children. The club's form isn't uploaded, and no player's health record includes an uploaded file.
The club uses these records so its staff can plan around who is available and keep track of an injury. The club decides its own reasons and its legal ground, and tells its people.
Flowfield handles them to store them, show them to the right people, send notices and keep the service running. It has no other reason.
These are the defaults. Yes means the role can see and change the area. View means it can only see it. A club admin can change these defaults.
| Area | Club admin | Head coach | Coach | S&C coach | Physio | Analyst | Team manager |
|---|---|---|---|---|---|---|---|
| Availability (status, note, date back) | Yes | Yes | Yes | Yes | Yes | View | Yes |
| Health details (injuries, rehab, reports) | Yes | Yes | No | Yes | Yes | No | No |
| Check-ins, effort and load (the app's Monitoring area) | Yes | Yes | View | Yes | Yes | No | View |
| Tests | Yes | Yes | Yes | Yes | View | No | No |
The older Manager role can view Health details, and check-ins, effort and load. It can edit Availability and Tests.
| When | What happens |
|---|---|
| A player withdraws | Health data is deleted, including test results and reports. Status, note and date back stay. The head injury tick goes. |
| A player's account is deleted | Health data is deleted, including status. So are their maxes, team gym logs and consent record. |
| A player leaves the club | Health data is deleted 12 months after leaving, including status. If they come back first, it stays. |
| The club closes, its owner deletes their account, or nobody answers for it | Health data is deleted 12 months after that. See section 12. |
Maxes, team gym logs and consent records stay until the person's account is deleted. For a person with no account, they stay until the club removes the person. The consent record stays as the club's proof until then.
The database keeps a restore history of 24 hours, so deleted data can stay there for up to 24 hours. Deleted data is not restored into use.
The club approves these suppliers.
| Supplier | What it does | Where |
|---|---|---|
| Neon | Database, including health data | AWS, Frankfurt |
| Railway | Hosting | Europe |
| Cloudflare R2 | Uploaded files. No player's health record is stored here | Western Europe (default jurisdiction, not guaranteed EU-only) |
| Resend | Stored email data: United States | |
| Apple APNs | Push notices to iPhones and iPads | Apple's service, which may run outside Europe |
| Google FCM | Push notices to Android devices | Google's service, which may run outside Europe |
Automated health notifications do not include injury details, check-in answers or scores. Support and enquiry emails contain information users choose to submit.
Where a supplier handles data outside the European Economic Area, Flowfield relies on the transfer terms that supplier offers. Flowfield stays responsible for what its suppliers do.
Flowfield keeps these in place and may improve them.
9.1 If Flowfield learns of a breach affecting the club's records, it tells the club without undue delay and within 48 hours. It emails the club's admins.
9.2 Flowfield says what happened, what data and how many people are affected, the likely effects, and what it has done. If it doesn't know everything yet, it says what it knows and adds to it.
9.3 The club decides whether to tell its regulator and its people. Flowfield gives the help it needs for that.
10.1 Requests go to the club. Players, parents and staff ask the club to see, correct or delete data.
10.2 If Flowfield gets a request about a club's records, it sends it to the club within 5 working days and tells the person it has done so. It doesn't answer it itself.
10.3 Players can withdraw in the app without asking anyone. Flowfield acts on that at once, as section 6 says.
10.4 Flowfield helps the club answer requests. Reasonable help is free.
10.5 Standing instruction. If the club hasn't answered Flowfield within 30 days, or nobody answers for the club, the club instructs Flowfield to delete a person's health data at that person's own request, once it has checked who they are.
11.1 Flowfield gives the club the information it reasonably needs to show that this annex is followed. It helps with a data protection impact assessment or a question from a regulator.
11.2 The club can ask for that information in writing once a year, or at any time after a breach or if a regulator requires it. If that isn't enough, the club can arrange an audit, at its own cost, with fair notice and without seeing other clubs' data.
11.3 If an authority asks Flowfield for the club's records, Flowfield tells the club first, unless the law forbids that, and gives only what the law requires.
12.1 The club's choice. When the agreement ends, the club can ask Flowfield to return a copy of its records or to delete them. It has 30 days to ask.
12.2 A copy. Flowfield provides the club's records within 30 days of the request.
12.3 Deletion. Flowfield deletes health data within 30 days of the club's instruction. Without an instruction, it deletes it 12 months after the agreement ends. Other club records stay until the club deletes them or asks Flowfield to. A closed club's records stay until someone responsible for it asks.
12.4 Closed clubs. If a club closes, its owner deletes their account, or nobody answers for it any more, the club instructs Flowfield to treat that as the end of the agreement. Flowfield won't hand one person's health data to another person without the club's instruction.
12.5 Flowfield confirms deletion in writing if asked. It keeps only what the law requires it to keep, and tells the club what that is.
13.1 Flowfield never uses health data for its own purposes. That includes product analytics, advertising and AI training.
13.2 It doesn't sell health data, share it, or make statistics from it for itself, even anonymous ones.
13.3 The club's flags, averages and load readings are made for that club alone.
14.1 Flowfield gives the club at least 30 days' notice by email before a new supplier handles the club's records or an existing one moves them to a new country.
14.2 If the club has a reasonable data protection objection, it tells Flowfield within those 30 days. Flowfield then looks for a way round it.
14.3 If there isn't one, the club can end the agreement before the change.
14.4 In an emergency, such as a supplier failing, the notice may be shorter. Flowfield tells the club as soon as it can.
If you have any questions about this document, please contact us at:
Roberti Sportics B.V.
Email: info@flowfieldsports.com
Address: Da Costakade, 1052SH Amsterdam, Netherlands
Patent Pending Technology (PCT/EP2026/073385)