Privacy Policy of Teamfy

Last updated: 09.08.2026

Tom Ottelé ("we", "our", or "Teamfy") is committed to protecting your personal data and complying with the General Data Protection Regulation (GDPR) and other applicable data protection laws in the European Union. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Teamfy mobile application ("Teamfy" or the "App").

1. What changed in this version

This version replaces the one dated 04.08.2026. Two statements did not match what the app does, and have been corrected:

The statement that Apple's Family Sharing is disabled has been removed. It was not correct.
The admin you may need to appoint before closing your account is a team admin. The previous version said only “admin”.

The version dated 04.08.2026 replaced the one dated 10.07.2026. It was updated because paid subscriptions are now live:

Every processor is now named, with what it does and where it is. RevenueCat's role in managing subscriptions and validating receipts is set out in full, and SendGrid, which sends our transactional email, is disclosed for the first time.
App Store and Google Play payments are described as live. The previous version called store payments future functionality; they are in use on both platforms.
The data-region description has been corrected. The previous version said only that our cloud functions run in europe-west1; it now states which services are pinned to that region and which are not.
A new section explains that closing your Teamfy account does not cancel your App Store subscription, that your team keeps paid access afterwards, and that a new admin cannot cancel a subscription bought with your Apple ID.
The pseudonymous billing record we keep after you close your account is now disclosed, with its retention period and its lawful basis.
The lawful bases for subscription administration, receipt validation, transactional email and post-deletion billing records have been added.

2. Data Controller

The data controller responsible for your personal data is Tom Ottelé, 8 rue du 9 mai 1944, L-2112 Howald, Luxembourg. You can reach us at team@teamfy.app.

The competent supervisory authority is the Commission nationale pour la protection des données (CNPD), 15 Boulevard du Jean Monnet, L-2180 Luxembourg (www.cnpd.lu).

In the future, a legal entity (company) may be established to act as the data controller. This Privacy Policy will be updated accordingly.

3. Information We Collect

Depending on your role within a team, and on whether your team has a paid subscription, we collect the personal data set out below. Some of it is required to use the App; the rest is optional.

Account and identity:

Email address
Password, when you sign up with email and password, or an Apple or Google sign-in identifier
First name and last name

Profile and sports data:

Profile picture
Club or team logo
Birthday
Nationality
Mobile number and telephone number
Postal address
Height and weight
Preferred foot or side
Shirt number
Position on the field
Clothing and shoe size
Emergency contact name and phone number

Team and activity:

The teams you belong to and your role (player, coach, medic or other)
Any admin permissions you hold
Calendar events and the event locations you enter
Your RSVP answers and attendance records (present, absent, excused or injured)
Individual game and training statistics, including player ratings (PRS)
Team wallet transactions, balances and fines
Messages you send in the in-app team chat
Carpooling arrangements you offer or join

Device and notifications:

A push notification token
Device model and platform (iOS or Android)
Operating system and version
Application version
Device language
IP address

Usage:

App usage analytics — which screens and features are opened, and basic technical events used to find and fix problems

Payment and subscription:

Your team's plan, subscription status, product identifier and expiry date
Identifiers from RevenueCat and from the Apple App Store or Google Play

No card or bank details ever reach Teamfy. Payment is handled by Apple and Google — see Payment Information below.

Other non-mandatory, non-standardized data may be collected and stored. The nature of this data may be freely determined by a Coach or Administrator of the Organization the User is part of (e.g., jersey size, mailing address). This data is not visible outside the Organization's team space and is used solely for internal team management and communication. Data is collected via user input, login methods (Email, Google Sign-In, Apple Sign-In), Firebase, and app usage.

Providing your email address and your name is a contractual requirement: we need them to create your account and to give you access to team features. Without them we cannot register you. Every other field is optional.

Team content is visible to your team. Events, RSVPs, attendance, statistics and ratings, wallet entries, chat messages and carpooling arrangements are visible to the other members and admins of the team they belong to.

4. Purpose of Data Collection

Your data is collected and processed for the following purposes:

To create and manage your account
To allow team management and role-specific features
To record calendar events, RSVP answers and attendance
To send relevant push notifications and transactional emails
To sell, manage and renew your team's subscription, and to validate the receipts issued by the app stores
To reconcile subscription payments with the payment provider and meet our accounting obligations
To enhance team organisation and performance tracking
To improve user experience and resolve technical issues
To detect and prevent fraudulent or abusive activity

5. Legal Basis for Processing

We rely on the following legal bases:

Creating and managing your account, and providing team-management features — performance of a contract, Art. 6(1)(b) GDPR.
Selling and administering your team's subscription, validating store receipts, and sending the transactional emails the service requires — performance of a contract, Art. 6(1)(b) GDPR.
Keeping a pseudonymous billing record after you close your account — legal obligation, Art. 6(1)(c) GDPR, under Luxembourg accounting and commercial record-keeping rules, supported by our legitimate interest, Art. 6(1)(f) GDPR, in reconciling the subscription with the payment provider and in defending claims.
Sending service notifications, keeping the App secure, and preventing fraud and abuse — our legitimate interests, Art. 6(1)(f) GDPR.
Analytics and product improvement, including Firebase Analytics and, for now, Meta (Facebook App Events) — our legitimate interests, Art. 6(1)(f) GDPR. We do not currently ask for in-app consent for analytics. A consent mechanism is likely required, and we are working to add one.
Marketing messages, feedback surveys and partner offers — your consent, Art. 6(1)(a) GDPR, which you may withdraw at any time.
Meeting our other legal obligations — legal obligation, Art. 6(1)(c) GDPR.

Where we rely on our legitimate interests, we have weighed those interests against your rights and freedoms, and we use only the data needed for the purpose.

6. Children's Data

In the EU and EEA you must be at least 16 years old to use the App on your own. If you are under 16, a holder of parental responsibility must consent on your behalf (Art. 8 GDPR).

In the EU, if a user creates an account on behalf of a minor, they confirm they hold parental or legal authority. All data collected for minors is managed in compliance with applicable data protection laws.

Team admins and coaches who enter or upload a minor's data must hold the necessary parental or legal authority to do so.

Teamfy is not intended for children under the age of 13 in the United States. We do not knowingly collect or solicit personal data from anyone under 13 without verifiable parental consent, in accordance with the Children's Online Privacy Protection Act (COPPA).

If we learn that we have collected personal data from a child under 13 without proper consent, we will delete that information as quickly as possible. If you believe a child under 13 has provided us personal information, please contact us at team@teamfy.app.

Subscriptions may only be bought by an adult. We do not knowingly accept purchases from minors.

7. Data Storage and Security

All personal data is securely stored in Firebase (Google Cloud) with encryption and controlled access.

Our database (Firestore), our file storage and our server functions have europe-west1 (Belgium, EU) as their primary data region, so your team's content is stored and processed in the EU. Firebase Authentication and Firebase Analytics are operated by Google as global services and are not pinned to a single region. See International Data Transfers below.

Passwords are managed securely by Firebase Authentication and are never visible to us
Data is encrypted in transit and at rest
Access to production data is restricted
Requests from the app are checked with Firebase App Check, so that our servers only answer genuine copies of the App

Although no system is 100% secure, we implement strong technical and organisational measures to protect your data. To improve personal data protection, users should never share their password. If you believe your password is compromised, change it immediately. We encourage secure, unique passwords and logging out after each session.

9. Payment Information

We never see or store your card or bank details. Subscriptions are sold and billed by Apple through the App Store's in-app purchase system on iOS, and by Google through Google Play's billing system on Android. That store's own privacy policy applies to the payment.

RevenueCat manages the subscription for us and validates the receipt the store issues, so that the App knows which plan your team is entitled to. We receive only your team's subscription status, plan, product identifier and expiry date, together with the identifiers used by RevenueCat and by the stores.

Paid subscriptions run for one year and renew automatically. A subscription applies to a whole team. One Apple ID or Google Account can hold a paid subscription for one team at a time.

10. Deleting your account does not cancel your subscription

Your Teamfy account and your store subscription are held by two different parties. We hold the account. Apple or Google holds the subscription and takes the money. Deleting the first does not touch the second.

Closing your Teamfy account does not cancel your subscription. Charges and renewals continue until you turn off auto-renewal in your Apple Account settings, or cancel in Google Play. We cannot cancel it for you, and the stores do not stop billing you because you deleted an account.
Closing your account is always available to you. It is never conditional on cancelling a subscription, and we will not ask you to cancel first.
Your team keeps paid access after you leave. For as long as the store reports the subscription as active, the team stays on its paid plan, because the entitlement belongs to the team rather than to your account.
A new admin cannot cancel your subscription. Someone who takes over the team cannot view, change or cancel a subscription bought with your Apple ID or your Google Account. Only you can, through the store you bought it from.
Sign in with Apple is revoked. If you signed in with Apple, we revoke that authorisation when you close your account, which disconnects your Apple ID from Teamfy.
A pseudonymous billing record survives. See Data Retention below for what it contains, how long we keep it and why.

If you are the only team admin of a team that still has other active members, appoint another team admin before closing your account, so the team is not left without one.

11. Analytics and Tracking Technologies

Teamfy is a mobile app and does not use website cookies. Instead, we use analytics tools that rely on app and device identifiers.

Firebase Analytics (Google) — measures how the App is used, so that we can improve it.
Meta (Facebook App Events) — currently receives app events for measurement. We intend to remove this.

Today this runs on our legitimate interest, and we do not yet ask for in-app consent. A consent mechanism is likely required, and we are working to add one.

We do not display advertising inside the App, and we do not use analytics data to target advertising at you, to build advertising profiles, or to measure advertising campaigns of our own. The event data we send to Meta may nonetheless be used by Meta for its own measurement and advertising purposes, which is why we intend to remove that flow.

You can limit measurement and advertising identifiers in your device settings: on iOS under App Tracking Transparency ("Allow Apps to Request to Track"), and on Android under the advertising ID settings.

Our website at teamfy.app does not use tracking or advertising cookies.

12. Communication and Marketing

Some emails are part of the service and are sent without asking — for example account, team and subscription messages. These are delivered by SendGrid on our behalf.

With your consent, we may also send:

Product updates
Feedback surveys
Partner promotions or relevant offers

You can opt out of these at any time using unsubscribe links or via the app. Opting out does not stop the service emails above.

13. Sponsorship or Partner Campaigns

If you participate in a contest or campaign (e.g., sponsored by a third-party), we may collect your name and contact information with your consent for communication and follow-up.

14. Information We Receive About You From Others

Some personal data reaches us from people other than you:

Team admins and coaches may pre-fill or upload data about members — for example a name, email address, phone number, role or other profile fields.
Members may provide an emergency contact's name and phone number. The emergency contact does not use the App themselves.

Where we receive your data in this way, this Privacy Policy is the notice required by Art. 14 GDPR: it tells you what we collect, why we collect it, and how long we keep it. You have the same rights as any other user — access, correction, deletion and objection — and you can exercise them at team@teamfy.app.

Anyone who enters a minor's data must hold the necessary parental or legal authority.

15. Data Retention

We keep personal data only for as long as we need it:

Account and profile data — deleted immediately when you close your account. This deletion is irreversible.
Historical team records — team membership, wallet transactions and balances, statistics, attendance, and past events and matches — are pseudonymised when you close your account, so that you appear only as "Former member". They are kept for as long as the team exists, and are deleted when the team is deleted.
Push notification token and device data — deleted when you close your account.
Billing records, after you close your account — kept for 10 years. See below.
Support messages — kept for 24 months.
Backups — removed on a rolling basis, within 30 days.
Analytics data — kept for the period configured with our analytics provider.

The billing record kept after account deletion. If you bought a subscription, we keep a pseudonymous record of it after your account is gone. It holds the store and RevenueCat subscription identifiers, the product bought, and the relevant dates and amounts. It does not hold your name, your email address or your profile — it cannot be used to identify you from within Teamfy, and it is not used to contact you or to rebuild your account.

We keep it for 10 years from the end of the financial year in which the subscription ran. The lawful basis is our legal obligation under Luxembourg accounting and commercial record-keeping rules, Art. 6(1)(c) GDPR, supported by our legitimate interest, Art. 6(1)(f) GDPR, in reconciling payments with the payment provider and in defending claims. Because it is retained to meet a legal obligation, this record is not erased on request, which is the exception in Art. 17(3)(b) GDPR.

You may request access to, or deletion of, your data at any time at team@teamfy.app.

16. Your Rights (GDPR)

You have the right to:

Access your personal data, and ask what we hold and why (Art. 15)
Correct or update inaccurate or incomplete data (Art. 16)
Delete your account and data (Art. 17) — you can do this yourself in the app, under Settings > Account > Close account
Restrict processing (Art. 18)
Receive a machine-readable copy of the data you gave us, and have it sent to another provider where technically feasible (Art. 20)
Object to processing based on our legitimate interests, including analytics (Art. 21)
Withdraw consent at any time, without affecting what we did before you withdrew it (Art. 7(3))
Define data handling after your death (Art. 85 GDPR)
Lodge a complaint with a supervisory authority — in Luxembourg, the Commission nationale pour la protection des données (CNPD), 15 Boulevard du Jean Monnet, L-2180 Luxembourg (www.cnpd.lu)

How to exercise them: email team@teamfy.app with the right you want to use. We reply within one month, and we may ask you to confirm your identity first. There is no charge. Deletion is the one right you do not have to ask us for — it is in the app.

We do not yet offer a self-service data export. To access your data, or to receive a copy of it, email us and we will handle your request by hand.

Two limits, stated plainly: historical team records are pseudonymised rather than erased, so that the team's history stays correct for its other members, and the billing record described in Data Retention is kept to meet a legal obligation.

We do not carry out automated decision-making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

17. California Privacy Rights (CCPA / CPRA)

If you are a resident of California, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:

The right to know what personal information we collect and how we use it
The right to access your personal information
The right to request deletion of your data
The right to correct inaccurate information
The right to opt out of the sale or sharing of your personal information

We do not sell your personal information for money. We do share limited analytics and event data with measurement and advertising providers, such as Meta (Facebook App Events). California residents may opt out of this sharing by contacting us at team@teamfy.app.

To exercise any of these rights, please contact us at team@teamfy.app. We may need to verify your identity before processing your request.

18. United States Privacy Rights

Residents of certain U.S. states, including Colorado, Connecticut, Utah, and Virginia, may have the following rights under applicable data privacy laws:

The right to confirm whether we process your personal information
The right to access and delete certain personal information
The right to correct inaccuracies in your personal information
The right to data portability
The right to opt out of targeted advertising or profiling

To exercise any of these rights, or to appeal a decision regarding a data rights request, please contact us at team@teamfy.app. We may verify your identity before processing your request.

19. Do Not Track and Opt-Out

Most web browsers and some mobile operating systems offer a "Do Not Track" (DNT) feature. Currently, we do not respond to DNT signals, as no standard for DNT has been adopted. If such a standard emerges, we will update our practices accordingly.

If required under applicable laws (e.g., California or Colorado), you can opt out of targeted advertising through your device's privacy settings: on iOS under App Tracking Transparency, and on Android under the advertising ID settings. Where a browser is involved, you can also adjust your browser settings or use tools such as the Network Advertising Initiative's opt-out tool.

20. International Data Transfers

Your team's content — the database, file storage and server functions — is stored and processed in the EU, in Google Cloud's europe-west1 region in Belgium.

Some processing still reaches the United States. Firebase Authentication and Firebase Analytics are global Google services, and RevenueCat, Twilio SendGrid, Meta, Apple and Google are all United States companies or have United States parent companies.

For those transfers we rely on one of two safeguards. Where the recipient is certified under the EU–U.S. Data Privacy Framework, we rely on the European Commission's adequacy decision for that framework. Where it is not, we rely on the European Commission's Standard Contractual Clauses (Art. 46 GDPR), together with the additional technical and organisational measures required by our data processing agreements.

You can ask us which safeguard applies to a particular processor, and request a copy of it, at team@teamfy.app.

21. Changes to this Policy

We reserve the right to update this policy. The most updated version of the privacy policies will be consultable in the app settings. Continued use of the app means acceptance of the new terms. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

22. Governing Law

This Privacy Policy is governed by the laws of Luxembourg.

23. Contact

If you have any questions or requests about your data, contact the data controller, Tom Ottelé, at team@teamfy.app, or by post at 8 rue du 9 mai 1944, L-2112 Howald, Luxembourg.

You may also lodge a complaint with the Commission nationale pour la protection des données (CNPD), 15 Boulevard du Jean Monnet, L-2180 Luxembourg (www.cnpd.lu).

The terms that govern your use of the App, including the subscription terms, are in our Terms of Use.