Privacy Policy

Who are we?

PlayReflect is made by SVMS Consultancy Limited, a company in England. We built this app to help athletes reflect on training and matches so they can improve. When we say "we" or "us" in this policy, we mean SVMS Consultancy Limited.

How old do I need to be?

You need to be at least 13 years old to use PlayReflect. When you sign up, we ask for your date of birth to check this. If you are under 18, we recommend letting a parent or guardian know about your account.

What information do we collect?

When you use PlayReflect, we collect some information about you. Here is what we collect and why:

Things you tell us

• Your name, email, and profile picture (from Google sign-in)
• Your sport, playing level, age group, and team name
• Your date of birth (to check you are old enough)
• Your reflections, session notes, and what you type in chat
• Voice notes you record (we turn them into text and then delete the audio)
• Goals, tasks, and intentions you set
• Mood, energy, and confidence ratings you pick
• Payment details if your coach pays for a team plan (handled securely by Stripe, we never see your card number)

Things we collect automatically

• Login tokens (small bits of data that keep you signed in)
• How often you use features, like your streak
• Your device and browser type (so the app works properly)

Why do we collect this?

We only collect information we actually need. Here is why:

• To run PlayReflect and show you your reflections and stats
• To make the AI understand your sport and give you better prompts
• To track your streaks, badges, and progress
• To let your coach see your trends (if you are on a team)
• To let a parent see your progress (only if you invite them)
• To send you important account emails
• To keep the app safe and working

What about AI?

PlayReflect uses Google Gemini (an AI made by Google) to chat with you and spot patterns in your reflections. When you type a message or save a reflection, we send it to Google so the AI can respond. Google does not use your messages to train their AI. Nobody outside PlayReflect sees your personal reflections.

The AI also remembers things about you (like your position and what you are working on) so it can give better suggestions over time. These memories are stored in our database, not by Google.

Who can see my data?

Your reflections are yours. Here is who else might see parts of your data:

• Your coach (if you are on a team) can see your activity, mood trends, and energy averages. They can only see your actual reflection text if you choose to share it in Settings.
• A parent can see similar information, but only if you send them an invite. You can remove their access at any time.
• PlayReflect team (us) can see your data to fix problems and keep the app safe. We will never share it with advertisers or sell it.

Extra protections for under-18s

Because many of our users are under 18, we follow the UK's rules for keeping young people safe online (called the Age Appropriate Design Code). That means:

• We do not send marketing emails to under-18s
• We do not use your data for adverts or profiling
• Privacy settings are set to the most private option by default
• We collect only what we need, nothing extra
• A parent or guardian can ask us to delete your data at any time

When you turn 18, any parent who has access to your account will have their access automatically paused. You can choose to re-enable it if you want.

Can you use my data for research?

Sometimes we combine data from lots of users to spot interesting trends, like "most players feel more energised after morning sessions". When we do this, we remove all names, emails, and anything that could identify you. The result is completely anonymous.

We might share these anonymous stats with sports organisations or researchers. We will never share your personal reflections, messages, or details.

If you do not want your data included in these anonymous summaries, email us at [email protected] and we will remove it within 30 days.

How do we keep your data safe?

We take security seriously. Here is what we do:

• All data is encrypted (scrambled) when stored and when sent between your device and our servers
• Every database table has rules so users can only see their own data
• All pages that show your data check that you are logged in first
• We limit how many requests you can make to stop misuse
• Our servers are in the European Union

How long do we keep your data?

• Your account and reflections: Kept while your account is active. Deleted within 30 days if you ask us to close your account.
• Voice recordings: Deleted straight away after we turn them into text. We only keep the text.
• Payment records: Kept for 7 years (UK tax law requires this).
• Email logs: Kept for 12 months, then deleted.
• Anonymous summary data: Kept forever (but it cannot be linked back to you).

Do you send data outside the UK?

Some of the services we use (Google for AI and login, Stripe for payments) might process data in the United States. When this happens, those companies have signed agreements to keep your data safe, following rules approved by the UK's data protection authority (the ICO).

What are my rights?

Under UK law, you have these rights over your data:

• See your data: Ask us for a copy of everything we have about you.
• Fix mistakes: If something is wrong, ask us to correct it.
• Delete your data: Ask us to delete your account and all your data.
• Limit what we do: Ask us to stop using your data in certain ways.
• Take your data with you: Ask for your data in a format you can move to another service.
• Say no: Object to us using your data for research or anonymous summaries.
• Change your mind: If you gave us permission for something, you can take it back.

To do any of these, email [email protected]. We will reply within one month.

If you are not happy with how we handle things, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

We only use cookies that are needed to keep you logged in. We do not use tracking cookies, advertising cookies, or anything that follows you around the internet. For more details, see our Cookie Policy.

What other services do we use?

These companies help us run PlayReflect. We only share the minimum data needed with each one:

• Supabase stores your data and handles login
• Stripe handles team subscription payments
• Google Gemini powers the AI chat and insights
• Google OAuth lets you sign in with your Google account
• Resend sends account and welcome emails
• Upstash helps us limit request rates to keep the app fast

Will this policy change?

We might update this policy from time to time. If we make a big change, we will let you know by email or with a notice inside the app. The date at the top of this page shows when it was last updated.

Questions?

If you have questions about this policy or your data, email us at [email protected].

SVMS Consultancy Limited, registered in England and Wales.