Privacy Policy

Last updated: 7 October 2026

This Privacy Policy explains what information Sportvio ("we", "us") collects when a sports club ("Club") and its members, coaches, and admins ("Users") use our booking, membership, and payment management platform, and when you visit our website sportvio.io or contact us through it. It also explains how that information is used and protected.

1. Who this applies to

Sportvio is used by sports clubs to manage their own members. The Club is the data controller for its members' information; Sportvio acts as the data processor that provides the software the Club uses to store and manage that information.

For information you send us directly through our website (for example a demo request, see section 2b) and for Club admin account data, Sportvio is the data controller. Sportvio is based in Crete, Greece, and you can reach us at support@sportvio.io.

2. Information we collect

Account information: name, email, phone number, and role (admin, coach, or member) when an account is created.
Club data entered by admins: courts, schedules, pricing, academies, and announcements.
Booking and activity data: court reservations, tournament participation, match results, and ranking points.
Payment records: for payments logged manually by club staff (cash, bank transfer): amount, date, and method. For online card payments made through the platform: amount, date, and status. Card numbers themselves are never seen or stored by Sportvio. They are entered directly into our payment processor Stripe's secure checkout, which processes the charge on behalf of the Club (see "Payment processing" below).
Technical data: basic usage logs and device information needed to operate and secure the service.

2a. Payment processing (Stripe)

Clubs may accept online payments from their members (for court bookings and membership renewals) through Stripe Connect. Each Club has its own connected Stripe account, and payments go directly to the Club. Sportvio does not hold or take a cut of member payments. Stripe collects and processes the payment details needed to complete the charge (e.g. card number) directly with the paying member; Sportvio only receives confirmation of the payment result (success/failure, amount, date). See Stripe's Privacy Policy for how Stripe itself handles payment data.

2b. Website enquiries (demo request form)

If you use the "Request a demo" form on sportvio.io, we collect what you type: your name, your club's name, your phone number and/or email, and optionally the number of courts, the sports you run, and a message. With it we receive the page and language you were on and, if you arrived through a link with campaign tags (such as utm_source), that source. You need to tick the consent box to send the form.

We use this only to answer you and arrange a demo. The legal basis is your consent and, once you ask us about working together, taking steps at your request before a contract. The form sends an email to our support mailbox through our email provider (see section 4); we do not keep the request in a separate database. To limit spam, the form has a hidden field and a timing check, and your IP address is kept briefly in the server's memory (not in a database) to limit how many requests can be sent from it.

We keep an enquiry for as long as needed to answer you and follow up. If no cooperation follows, we delete it within 12 months, and you can ask us to delete it sooner at any time. You can also contact us by WhatsApp or email instead of using the form. If you write to us on WhatsApp, WhatsApp's own terms and privacy policy apply to that conversation.

2c. Website visits (analytics)

We use Vercel Web Analytics to see which pages of sportvio.io are visited and how often our main buttons (such as "Start Free" or WhatsApp) are used. It does not use cookies. Visits are told apart by a hash created from the request, which is discarded after 24 hours, and the data is used in aggregate only: time, page, referring site, campaign tags, approximate location (country, region, city), device type, operating system, and browser. It does not follow you across other websites. The legal basis is our legitimate interest in understanding whether the website is useful and improving it. This applies to the website only, not to the app.

3. How we use this information, and on what legal basis

To operate core features (bookings, memberships, payments tracking, tournaments, rankings): necessary to perform the Club's contract with its members and with Sportvio.
To send booking confirmations and reminders, subscription expiry notices, and club announcements: necessary to perform that same contract.
To maintain the security and reliability of the platform: our legitimate interest, and the Club's, in keeping the Service safe and working.
Where required (e.g. certain marketing communications, should we ever introduce them): your consent, which you can withdraw at any time.

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects on you.

3a. Children's data

Some Clubs run academies for minors. Children do not have accounts of their own. A parent or guardian adds the child to their own account and provides the child's information: the name and, optionally, date of birth, gender, school, and health notes (for example allergies). The parent can see this information in the app and delete the child's record there. It is used for academy administration (enrollment, attendance, scheduling, and guardian contact details). The Club's administrators, and the coach of an academy the child is enrolled in, can see the child's record. Sportvio does not knowingly allow children to create their own accounts or contact us directly.

Health notes are optional free text and may reveal health information, which has extra protection under GDPR. Please enter only what the Club needs to look after the child safely. By entering it, the parent agrees that it is stored for that purpose and shown to the people described above. The Club decides what it needs and is responsible for how it uses the information it receives.

4. Where data is stored

Data is stored with our infrastructure providers, using industry-standard encryption in transit and at rest:

Supabase: database and authentication, hosted in the EU (Frankfurt, Germany).
Vercel: hosting of the website and the application, the server functions that handle payments, emails, and reminders, and the website analytics described above.
Stripe: payment processing for online card payments (see section 2a).
Resend: sending of emails such as booking confirmations, reminders, and replies to website enquiries. Emails are sent from the EU (Ireland) region.
Cloudflare: domain name service for sportvio.io and forwarding of emails sent to support@sportvio.io to our team's mailbox.

We only share Club and member data with these providers to the extent needed to run the Service, under their own data-processing terms. The current list is on our Sub-processors page.

4a. Notifications

If you switch on notifications in the app, your device registers with your browser's push service (for example Google, Apple, or Mozilla) so that we can deliver notices such as booking reminders. Those notices pass through that service in encrypted form. You can switch notifications off at any time in your browser or device settings.

5. Data retention and export

Clubs can export their members, bookings, and payment history at any time. Data is retained for as long as the Club's account is active, and deleted or returned upon request after account closure, subject to any legal retention requirements. Website enquiries are kept as described in section 2b.

6. Your rights

Under GDPR and similar laws, you may have the right to: access the personal data we (or your Club) hold about you; correct inaccurate data; request erasure; restrict or object to certain processing; receive your data in a portable format; and withdraw consent where processing is based on consent. Because your Club is the data controller for its members' information, requests should generally be made to your Club first. Most of these (viewing, correcting, or exporting your own profile) can also be done directly inside the app. You can also contact us at support@sportvio.io and we will route your request to the relevant Club or handle it ourselves where we act as controller (e.g. for Club admin account data and website enquiries).

If you believe your data has been mishandled, you also have the right to lodge a complaint with a supervisory authority. In Greece, this is the Hellenic Data Protection Authority (Αρχή Προστασίας Δεδομένων Προσωπικού Χαρακτήρα): www.dpa.gr. If you are located elsewhere in the EU/EEA, you may instead contact your own country's equivalent authority.

6a. International transfers

Our main infrastructure (Supabase) is hosted in the EU. Some providers we use (for example Stripe, Resend, Cloudflare, and Vercel, whose servers and content delivery network are global) may process or route data outside the EU/EEA. Where that happens, the transfer is covered by an appropriate safeguard under GDPR, such as Standard Contractual Clauses or an adequacy decision.

7. Cookies and similar technologies

The Sportvio website does not use cookies. The Sportvio app uses only what is strictly necessary to keep you signed in and to remember basic preferences (e.g. language). We do not use advertising cookies or trackers, and our website analytics work without cookies. See our Cookie Policy for details.

8. Contact

Sportvio, Crete, Greece. Questions about this policy can be sent to support@sportvio.io.