Privacy Policy

Volleymate ("we", "us", or "our") is operated by Reza Barzegar Gashti, based in Germany, during a private beta and provided free of charge. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use the Volleymate platform — including the desktop app, iOS app, and web interface.

As a service based in Germany, we are subject to the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG). If you are located in the European Economic Area, you have rights under these laws that are described below.

1. Data Controller

The data controller responsible for your personal data is:

2. What Data We Collect

Account Information

When you sign in with Google or Apple, we receive your name, email address, and — for Google — a profile photo. We store this to create and maintain your Volleymate account. We do not receive or store your Google or Apple password. If you use Apple's "Hide My Email," we only ever see the private relay address Apple gives us, never your real one.

Account Access & Team Requests

If your account is awaiting approval, you have restricted access. Signing in alone does not grant access to a team's matches, scout files, videos, statistics or other people's details. We store your access status and, if you request to join a team, the team, Edition, requested role and message you submit.

That team's authorised leaders and platform administrators can review your name, requested role and message to decide on your request. The request view does not show your email address to team leaders; after approval it is available through the team's member list. A notification to a leader contains your name, requested role, team and Edition, without your email address or message. Please avoid putting sensitive personal information in your request message.

We record request actions and who approved or declined a request for access administration and security. A team can block further requests from an account; we store the account and team identifiers and who created the block. We also keep submission timestamps to enforce request limits. These details are used to review and protect access, not for marketing.

Professional & Volleyball Data

Volleymate is a professional volleyball analytics platform. In using the platform, we store data you or your organization provides, including:

• Team memberships and roles (coach, player, analyst, etc.)
• Match schedules and results
• Scout files (.dvw format) uploaded by your team
• Match video files uploaded by your team
• Performance statistics derived from scout files
• Jersey numbers, positions, and other roster data

Technical Data

We automatically collect limited technical data required to operate the service:

• IP address (for security and abuse prevention)
• Device type and operating system version
• The app version you are running on each platform you sign in from (for support and to see which builds are still in use). We record the platform — macOS, Windows, Linux, iOS or Android — and the version number only. We do not create or store a device identifier, and we do not fingerprint your device.
• Session tokens (stored in secure HTTP-only cookies or local device storage)
• Request logs (for debugging and performance monitoring)

What We Do Not Collect

• Location or GPS data
• Payment or financial information
• Contacts or address book data
• Biometric data

3. Legal Basis for Processing

We process your personal data under the following legal bases (GDPR Article 6):

• Performance of a contract — processing your account data to provide the Volleymate service you signed up for.
• Legitimate interests — maintaining security, preventing abuse, and improving the platform.
• Consent — where you have explicitly agreed to specific data processing (e.g. joining a team on the platform, or switching on "Help improve Volleymate analysis").

4. How We Use Your Data

• To create and manage your account
• To provide match analysis and performance statistics
• To enforce team and league access controls
• To send platform notifications (match updates, team invitations)
• To monitor platform health and fix errors
• To train and test our analysis models, only if you switch on "Help improve Volleymate analysis"
• To comply with legal obligations

We do not sell your data. We do not use your data for advertising. We do not share your personal data with third parties except as described below.

Improving our analysis models (optional). Volleymate's AI features, such as Vision AI, are available only if you agree (when the app asks before you start an AI analysis, or in your settings); the rest of Volleymate does not depend on it. If you agree, we use the videos, scout files and the events and timings derived from them that you upload after you agree, to train and test our own analysis models. Where possible we train on numbers derived from the content rather than the content itself, and we remove player and team names from scout files before they are used. Your private matches, and everything in them, are never used for this, whatever you choose. The legal basis is your consent (Article 6(1)(a) GDPR). You can withdraw it at any time in your settings; new AI analyses then stop for you, and from then on your content is left out of every new training run, and we keep a record of your choices so we can prove them. A model that has already been trained cannot be undone. We share this content with no one outside Volleymate, except our hosting providers who process it for us. We keep it for as long as you keep it on Volleymate or until you withdraw. We do not identify people by their faces. We also use recordings and scout files that Volleymate itself uploaded or produced (for example competition recordings of adult leagues) to train and test our models, on the basis of our legitimate interest (Article 6(1)(f) GDPR) in building these tools; you can object at any time (Article 21 GDPR). If you appear in a video that someone else uploaded and you do not want it used for training, contact us and we will exclude that recording. Please do not agree for footage that shows anyone under 18; we never use youth competitions.

5. Data Storage & Third Parties

Our application database is hosted in Germany on Hetzner infrastructure. Scout files and video files are stored in Hetzner Object Storage (S3-compatible) in the NBG1 region (Germany).

We use the following third-party services:

• Google OAuth — for sign-in only. We receive your name, email, and profile photo. Google's privacy policy applies to the OAuth flow.
• Apple Sign In — for sign-in only. We receive your name and an email address (your real one, or Apple's private relay address if you chose to hide it). Apple's privacy policy applies to the sign-in flow.
• Hetzner — our infrastructure and file storage provider, located in Germany.
• Cloudflare — protects our restricted web interfaces and administrator sign-in. Cloudflare processes web traffic and authentication data, including email addresses, IP addresses, application identifiers and login decisions, to provide access control and security. This processing can take place outside Germany. Cloudflare's Data Processing Addendum describes its processing obligations and international transfer safeguards.

6. Data Retention

On our current Cloudflare Zero Trust Free plan, Access authentication logs are retained for 24 hours and Cloudflare administrative activity logs for 18 months. These security logs have separate retention periods from your Volleymate account data.

We retain your personal data for as long as your account is active. If you delete your account, your personal data (name, email, profile photo) is anonymized immediately upon request — not held for a waiting period — except where we are required by law to retain specific records longer. Match data you have contributed remains with your team, no longer linked to your identity.

Team access requests. A pending request remains until you cancel it, it is decided, or you delete your account. Decided requests remain as access history until account deletion. Deleting an account removes its team requests and submission history, removes blocks against that account, and clears its attribution as the creator of other people's blocks. Security and decision records may remain, including account and request identifiers.

Cancelling a request removes the request itself but does not immediately remove its abuse-prevention submission record. Submission timestamps are removed by an hourly cleanup after seven days. A team block remains until the team removes it or the blocked account is deleted. You can delete your account from your profile or contact us at hi@volleymate.app for help with your data.

App version records are kept for 180 days after your last sign-in on that platform, and are deleted immediately if you delete your account.

Scout files, video files, and match data associated with your team are managed by your team's administrators. Deletion of team content is controlled by the team owner.

Legacy waitlist requests. New access requests are made in the app. Previously submitted email requests retain the following policy: if you never confirmed the address, we delete the request automatically after 7 days — nothing is kept on an address nobody has confirmed. Once confirmed, we keep the details you submitted (name, email, club, country, your stated role and any message) until we have decided on your request and you have either joined or been told no, and for up to 12 months after that so we can tell which requests we have already answered. Ask us at any time to delete a request sooner, and we will. We use these details only to review your request and contact you about access — never to send marketing.

7. Your Rights (GDPR)

If you are located in the EEA, you have the following rights:

• Right of access — request a copy of your personal data
• Right to rectification — correct inaccurate data
• Right to erasure — request deletion of your account and data
• Right to restriction — limit how we process your data
• Right to data portability — receive your data in a machine-readable format
• Right to object — object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent

To exercise any of these rights, contact us at hi@volleymate.app. We will respond within 30 days. You also have the right to lodge a complaint with the German data protection authority (BfDI) or your local supervisory authority.

8. Security

We implement industry-standard security measures including HTTPS encryption in transit, secure HTTP-only authentication cookies, and access controls limiting who can access team data. No internet transmission is 100% secure, and we cannot guarantee absolute security.

9. Children's Privacy

Volleymate is intended for professional use by adult sports organizations. We do not knowingly collect personal data from individuals under the age of 16. If you believe a minor has provided us with personal data, please contact us.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via the platform. The "Last updated" date at the top of this page reflects the most recent revision.

11. Contact

For any privacy-related questions or requests: