Last Updated: November 8, 2026
Welcome to Flowfield Sports. This Privacy Policy explains what personal data is handled when you use the application, websites and services (the "Service") of Roberti Sportics B.V., trading as Flowfield Sports ("Flowfield", "we", "us"). It says who is responsible for that data, what happens to it, and what you can do about it.
Using the Service doesn't mean you agree to health data being kept. That is asked separately, and Section 12 explains how.
Two parties can be responsible, depending on the data.
Flowfield is responsible for its own data. We are the controller of our account, billing, security and service-log data:
Roberti Sportics B.V.
Da Costakade, 1052SH Amsterdam, Netherlands
Registration Number: 97899631
Contact Email: info@flowfieldsports.com
Your club is responsible for what it keeps about its people. The club is the controller of its staff records and of check-ins, effort, reports, injuries, rehab, tests and the flags shown to the club. The club decides which features are on, who sees the data and who is added. Flowfield is the club's processor: we store the data and run the tools for the club, on its instructions.
A club may not be a legal organisation. If it isn't, the person who accepted the Club Agreement or turned on the health features may personally carry the club's role. A coach who creates a club alone is personally the responsible party.
To find out who is responsible at your club, ask your club. If you can't find out, write to info@flowfieldsports.com.
Content. Content in a club's space is the club's to manage. Content in your Private Library is yours to manage. If you leave a club, it keeps what you shared with it.
| Data Category | Examples | Legal Basis | Retention Period |
|---|---|---|---|
| Account Information | Name, email, password, role, club affiliation | Performance of Contract | Until you delete your account or ask us to. Billing records stay 10 years (below) |
| Payment Information | Stripe transaction tokens, billing details | Legal Obligation | 10 years (tax/accounting requirements) |
| Club Agreement Record | The club's name and, once health features are turned on, the organisation or person responsible, the country, when it was accepted and the version, and those of anyone responsible before | Performance of Contract | As long as the club's record exists, including after the person who accepted deletes their account, because it shows who took responsibility |
| Communications | Support messages, feedback | Legitimate Interest | 3 years |
| Usage Data | Features used, pages visited, session duration, app update and playback diagnostics | Legitimate Interest (service improvement) | 24 months |
| Device Information | IP address, browser type, device identifiers, request and security logs | Legitimate Interest (security) | 12 months |
| Push Registration | Flowfield installation ID, Apple or Google push token, app channel, platform, app version | Performance of Contract | While the device is registered to your account. Removed when the device is revoked or the account is deleted |
| Device Security Records | A hash of the app's installation key, the installation ID, channel, a sequence number and dates. After removal these hold no user ID and no push token | Legitimate Interest (security) | No set end date. We keep them so that a delayed request can't reconnect a device to an old account |
| Calendar Subscription | Selected teams, schedule preferences and a protected subscription credential. See Section 14 | Performance of Contract | Settings stay until account deletion. Replacing or disconnecting the link invalidates the old credential |
| Data Category | Examples | Retention Period |
|---|---|---|
| Club Membership | Club, section and team membership, roles, assignments | Until the club removes it |
| Tactical and Planning Content | Tactical maps, drills, formations, strategies, session plans, game models, activities, team sheets, seasons, week targets, planned load levels | Until you or the club deletes it, or you ask us to. Closing an account, or a club closing, doesn't delete it |
| Video and Files | Uploaded videos and audio, filenames and file details, Cloud Files. Uploads can contain people, voices and location details. We don't remove these from a file | As above |
| Review and Training Activity | Review answers, drawings, individual training sessions, duration, actions, progress and completion | As above |
| GPS Files | Files you choose to upload and share, with the coordinates in them | As above |
| Health and Performance Data | See Section 12 | See Section 12 |
Section 13 explains Chat messages, safety reports and their retention.
What we don't collect. The app doesn't record video or sound with your camera or microphone, read your contacts, read your device's location, or read Apple Health or Health Connect. We add no advertising software, advertising ID or third-party analytics software, and we don't track you across other apps. YouTube is separate: see Section 5.
We use the data we are responsible for to:
We use the data your club is responsible for only to run the Service for the club and for the people in it, including sharing content through Club and Community libraries as the permissions allow.
We never use health data for our own purposes. That includes product analytics, advertising and AI training.
We process your personal data based on the following legal grounds:
You can request our legitimate interest assessment at info@flowfieldsports.com.
This section covers the data Flowfield is responsible for. For data your club is responsible for, including health data, the club decides its legal reason and answers for it. Ask your club.
We do not sell your personal information.
Suppliers. These companies work for us. They receive only what they need to do that work.
| Supplier | What it does | Where |
|---|---|---|
| Neon | Database, including health data | AWS Frankfurt, Germany |
| Railway | Website and application hosting | Europe |
| Cloudflare R2 | Video and file storage | Western Europe (default jurisdiction, not guaranteed EU-only) |
| Resend | Transactional email | Stored email data: United States |
| Stripe | Payment processing | Under Stripe's own terms |
| Apple Push Notification service, Firebase Cloud Messaging | App notifications | May be outside the EEA or UK |
Notifications. Apple and Google receive the device push token and the notification data needed for delivery. You can control notification permission in your device settings. Notices name no injury, answer or score. Previews don't include review answers, scores or other players' information.
Embedded video. YouTube provides playback when you open YouTube content. Playback can send device and usage information to Google under its own privacy policy, and may involve its cookies or advertising. We use YouTube API Services to check a video's public audience and embedding settings before loading it. That check sends the video ID, without your Flowfield account or cookies, and briefly caches the public result. Our players use privacy-enhanced embedding; this does not mean Google receives no data or cannot show non-personalized ads. In the training app, a signed-in user's choice is remembered for that account on that device until you withdraw it in Settings → Playback or we materially change the notice. Public visits remember it only while the page is open. Website previews load when you press Play; Stop YouTube video removes the player. Withdrawal stops future playback requests; it does not delete information Google has already received. See the Google Privacy Policy.
Your club. Your club's staff see what the club's roles allow. Teammates never see your health data.
Club and Community libraries. Content you share is visible according to the permissions set. Community publications are public copies; deleting or changing the original does not remove a published copy. You can unpublish your own publication. Copies other people already saved remain theirs.
Legal requirements. We disclose data when the law requires it or in response to a valid legal request.
Our database is in Frankfurt and our hosting is in Europe. Email, file storage, embedded video and notification delivery may involve processing outside your country, including outside the European Economic Area or the United Kingdom. If you use the Service from another country, your data travels from there to Europe. Where required, international transfers rely on an applicable safeguard:
Contact info@flowfieldsports.com for information about the safeguards that apply to your data.
You can ask to see, correct or delete your data, to limit how it is used, to receive a copy in a portable format, and to object to processing based on legitimate interest. Where something relies on your consent, you can withdraw it.
For data your club is responsible for, go to your club. That includes everything in Section 12. The club decides, and we help it and act on its instructions. If you have left the club, ask the club too. If you can't reach your club, write to info@flowfieldsports.com and we will pass your request on.
For data Flowfield is responsible for, go to us. Use your account settings or write to info@flowfieldsports.com. We respond within 30 days.
You can do two things yourself in the app. Withdraw your health data in Me › Your health data. Delete your account in your account settings.
A parent or guardian can ask the club on behalf of a child.
You can also complain to a data protection regulator: your own country's, or the Dutch Autoriteit Persoonsgegevens.
Minimum age. Flowfield isn't for children under 13. You must be at least 13 to hold an account, or older where your country sets a higher minimum age. Clubs must not add a child under 13 to a team or list, or put their details, photos or video in Flowfield. We do not knowingly collect personal information from children under 13. If we learn that a child below the minimum age holds an account or is listed by a club, we will take steps to remove it.
Using the Service under 18. If you are under 18, you need permission from a parent or legal guardian to use the Service and accept our terms. By creating an account you confirm you have it. We don't check this ourselves.
Health data under 18. That confirmation doesn't cover health data. For that, a parent or guardian gives permission on the club's own form, and the club keeps the form and records the permission in Flowfield, player by player. Flowfield provides no form and holds no copy. In a team the club marks under-18, the app never offers Agree. Until the permission is recorded, the app doesn't ask that player for check-ins or effort, and staff can't add injury details. Staff can still set a status, note and date back and enter test results, and the player can still send a report. If a player agreed before the club marked their team, what is held stays, and no new details save until the permission is recorded.
The club's mark. The app goes by the mark a club puts on a team, not by a player's age. We don't ask for age when someone taps Agree. Marking the right teams is the club's job.
Withdrawing under 18. A player under 18 can withdraw on their own phone at any time, without asking anyone. A parent or guardian can ask the club to withdraw. Section 12 says what is deleted.
Countries with a later adult age. Some countries set adulthood later than 18 or set other ages for permission. The club handles its own country's rules.
If you're worried. A parent or guardian who thinks data about their child is held without permission can ask the club, or write to info@flowfieldsports.com. We will pass it to the club, act on its instructions, and take steps to remove any account data we are responsible for.
We keep the data we are responsible for according to the schedule in Section 2. Section 12 covers health data. You can delete your account in your account settings, or ask us to. That clears your name and password. It doesn't delete your maps, videos, files or other content, so delete those first or ask us to. If a club closes, its members can no longer reach it, and its content stays until someone asks us to delete it. Billing records stay for 10 years, for tax and accounting.
Deleted data can stay in our backups for a limited time. Our database keeps a restore history of 24 hours.
Data your club is responsible for. If a breach affects it, we tell the club without undue delay, with what we know about what happened, its likely effects and what we have done. The club decides whether to tell its regulator and its members, and we help it.
Data Flowfield is responsible for. If a breach is likely to put people at risk, we notify the Dutch Data Protection Authority within 72 hours. If the risk to you is high, we tell you without undue delay, with the same details.
We may update our Privacy Policy from time to time. We will notify you of any changes by:
We notify you of material changes as above. Continuing to use the Service never counts as agreeing to health data being kept.
What these features are. Clubs can use Flowfield to keep records about their players' availability and training, and to communicate about them. Flowfield Sports is a record-keeping and communication tool for coaches, clubs and players. It is not a medical device. It does not diagnose, treat or advise on any condition, and it does not clear anyone to play. A person at your club chooses every status and return. If you are injured or worried about your health, see a doctor or physiotherapist.
These records aren't clinical records. Doctors and physiotherapists keep their notes in their own records.
Who is responsible. Your club keeps this data and is responsible for it. Flowfield stores it for the club. Questions go to your club. A club admin turns these features on for the club and names who is responsible. Until then, injury details, rehab, reports, check-ins, effort and per-player load stay off. Status, its note and the date back, tests, maxes and gym logs work without this, because a player can be out for any reason, such as work or holiday. Clubs must keep health details out of the note.
| Data | Who adds it | Needs agreement first? |
|---|---|---|
| Status (Available, Modified or Out), a short note, a date back | Staff | No |
| Injuries: body area, side, when and how it happened, one short detail | Staff | Yes |
| Rehab stages and exercises | Staff | Yes |
| Morning check-ins: sleep, hours slept, energy, muscles, mood, stress, soreness | Player | Yes |
| Session effort and minutes | Player | Yes |
| Load for each player, and a check-in flag when answers are lower than the player's usual | The app works these out | Yes |
| Player reports: the reason, spots on a body map, a note | Player | No |
| Test results, maxes, gym logs, attendance | Staff or player | No |
| The agreement record: how it was given, the wording's version, who gave it, who recorded it, and when | The app | Not applicable |
What the app works out. It flags a check-in when the answers are lower than the player's usual, and shows a load ratio as high or low. A high ratio also shows to staff in Needs you. A person chooses every status, stage, exercise and return. The app never recommends one.
Who sees it. Only the staff your club's roles allow. Teammates never see it. Team averages are withheld when fewer than 5 people are included.
Agreeing. The first time you are asked for a check-in or effort, the app asks if you agree. You are answering your club, and the app is the club's tool for asking. Saying no won't affect selection: every club confirms this when it turns the features on. If you choose Not now, you won't be asked again until you agree in Me › Your health data. If you have no phone, your club can record your agreement on its own form. Under-18s work differently: see Section 8.
| When | Deleted | Stays |
|---|---|---|
| You withdraw, or the club withdraws a parent's permission | Injuries, rehab, check-ins, effort, reports, test results, and any head-injury mark on your status | Status, note and date back. Maxes and team gym logs. The agreement record |
| You delete your account | All of the above, your status, note and date back, your maxes and team gym logs, and the agreement record | Billing records (Section 2), and your maps, videos and other content (Section 9) |
| 12 months after you leave the club | Injuries, rehab, check-ins, effort, reports, test results, and your status, note and date back | Maxes and team gym logs. The agreement record |
| 12 months after your club closes or its owner deletes their account | The club's health data, as in the row above. For a player with no account, also their maxes, team gym logs and agreement record | For a player with an account, maxes, team gym logs and the agreement record |
| You have no account, and the club removes you | Maxes, team gym logs and the agreement record, on removal. The rest 12 months later | Nothing |
Withdrawing can't be undone. After you withdraw, staff can still set your status and enter new test results, and you can still send a report. Check-ins, effort and injury details stop. You can agree again later.
Maxes, team gym logs and the agreement record stay until your account is deleted. If you come back after deleting your account, you will be asked again.
On your device. Health data is held in memory only. It isn't saved to the device, and signing out clears it. Maxes and gym logs can keep a copy for offline use.
Notices. They name no injury, answer or score.
One standard. We run the Service to one standard everywhere, set at European level. Your club handles its own country's law.
US health data. The Service isn't for data protected by the US HIPAA law, and our terms don't allow it.
Chat stores messages, shared links, reactions, pins and acknowledgements, conversation membership, and read, mute and hide settings. People in a conversation can read its messages. Your club controls its channels and safeguarding settings, which can include named adults in conversations involving under-18s.
When you report a message, person or Community item, we store the category, your note, who made the report, relevant evidence and the action taken. Flowfield can see every report. Authorised club staff can see their club's Chat reports, but never a report about themselves or the reporter's name. Community reports go to Flowfield only. Report alerts sent by email contain the case ID, category and a link, not the message or report note. We tell the reporter the outcome by an in-app notice and email.
Retention. Deleting a message hides its text from the conversation immediately. Its text is kept for reports for 90 days after deletion, then erased by the daily cleanup. A report keeps its evidence while open; that evidence is cleared 90 days after resolution by the daily cleanup. The report record and action history remain. Deleted channels and groups, including their messages, are removed after 90 days by the daily cleanup.
Blocking. A personal block stops direct messages, new group additions and notifications from that person. Messages already sent in shared conversations stay visible and can still be reported. Blocking a Community publisher also hides their public items from you and prevents new opening or importing of them. Copies you already saved remain yours. Blocks last until you unblock or either account is deleted.
On your device. Chat messages and safety report reads are held in memory, not saved for offline use. Chat push notifications say only “New message in Flowfield”; they do not show message text or the sender's name. For questions about a report, contact info@flowfieldsports.com.
If you choose to connect a calendar, Flowfield gives your chosen calendar provider a private link to the schedule you are allowed to see for your selected teams. This includes event titles, dates and times (or a date with Time TBC), club and team names, location, meet-time offset, cancellation status and a link back to Flowfield. It does not export health records, private notes, attendance lists, messages or player profiles. Event titles and locations are entered by your club. Players in teams marked under-18 can opt in to their own authorised schedule; this does not change the separate parental-permission rules for health data.
Anyone holding the private link can read that schedule. Keep it private. We store a protected digest of the credential, not the original link, in our database. Our hosting provider may record the link in request-path logs accessible to authorised operators. Do not put it in support messages or public calendars. Your calendar provider receives the link and schedule under its own privacy policy and decides when to refresh them.
Signing out of Flowfield leaves the subscription active. Replace link or Disconnect in Calendar settings stops future access through the old link; account deletion does the same. These actions cannot remove information your calendar provider or another person already copied. Remove the subscription from that calendar as well. Changes in Flowfield may take time to appear there; Flowfield remains the current source of the schedule. Connecting a subscription gives Flowfield no access to read or change the other appointments in your calendar.
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)