Privacy Policy

1. Introduction

Welcome to HockiLogic.

This Privacy Policy explains how we collect, use, store and protect your personal information when you use our application.

We are committed to protecting your privacy and processing personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, other relevant privacy legislation.

2. Who We Are

Data Controller

Organisation: Kibosh Sports Tech Ltd
Email: support@hockilogic.com
Website: hockilogic.com

If you have questions about this Privacy Policy or your personal information, please contact us using the details above.

3. Information We Collect

Depending on how you use the app, we may collect:

Information you provide

• Name
• Email address
• Date of birth or age category
• Username
• Club, association or organisation
• Parent or guardian information (where required)
• Profile information
• Information submitted through forms
• Feedback or support requests
• A profile photo, if you choose to add one
• Questions you ask the AI Rules Assistant, and the answers given
• Match notes, coaching notes and assessing notes you write in the app
• Voice recordings, only while you use voice dictation (converted to text and not stored)
• Matches you run on the HockiLogic Apple Watch app: period times, the score, goals, cards, penalty corners and any shirt numbers you enter
• Heart rate, distance and route from your Apple Watch, only if you are 16 or over and choose to save them in HockiLogic (see section 8)

Information collected automatically

• Device type
• Operating system
• Browser or app version
• IP address
• Login activity
• Usage statistics
• Error reports
• Security logs

We only collect information necessary to provide and improve our services.

4. How We Use Your Information

Your information may be used to:

• Create and manage your account
• Provide access to app features
• Verify parental consent where required
• Manage memberships or appointments
• Support coaching and development activities
• Answer rules questions and review those answers for accuracy
• Turn voice dictation into text for your notes
• Show you your own match information from your Apple Watch, such as your heart rate and route, in My Notes
• Respond to support requests
• Improve the app and user experience
• Monitor performance and reliability
• Maintain security and prevent fraud
• Comply with legal obligations

We will only process personal information where we have a lawful basis to do so.

5. Hockey Association, Club and Governing Body Data

Where you are registered with, affiliated to or participating in activities organised by a hockey club, league, association or governing body, certain information may be shared with those organisations.

This information may be used for:

• administration
• appointments
• competition management
• coaching and development
• assessor feedback
• statistical reporting
• participation analysis
• safeguarding and welfare
• compliance with governing body requirements

Where additional information is requested specifically for reporting, coaching or development purposes, the app will clearly explain:

• who will receive the information;
• why it is required; and
• how it will be used,

before you choose to provide it.

6. Legal Basis for Processing

Depending on the circumstances, we process information because:

• it is necessary to perform our contract with you;
• you have provided your consent;
• we have a legitimate interest in operating and improving the service;
• we are required to comply with legal obligations.

Heart rate is health information, which is special category data under UK GDPR. We only process it with your explicit consent (see section 8).

Where processing relies on consent, you may withdraw that consent at any time.

7. Children's Privacy

Protecting children is important to us.

Users under 16 must obtain permission from a parent or legal guardian before an account can be activated.

Parents or guardians may:

• review their child's information;
• request corrections;
• withdraw consent;
• request deletion of their child's account where appropriate.

Users under 16 cannot use the workout features of the HockiLogic Apple Watch app (heart rate and route). We do not collect heart rate or location data from users under 16, or from accounts with no date of birth recorded.

8. Sharing Information

We may share information with trusted organisations that help us operate the app, including:

• cloud hosting providers;
• authentication providers;
• analytics providers;
• customer support providers;
• email delivery services.

Where appropriate, we may also share information with:

• hockey clubs;
• county associations;
• national governing bodies;
• competition organisers;
• authorised coaching and development personnel.

We do not sell personal information.

Our service providers

• a secure database and storage provider: accounts, database and file storage (EU, Ireland);
• an AI service provider: answers to AI rules questions, and reading match notes and report images you choose to send;
• analytics providers: anonymous app usage statistics;
• our business email and office tools: review of AI rules questions by our team;
• a voice transcription provider: turning voice dictation into text, through our own server in the EU;
• an email delivery provider: account and report emails;
• Apple: Apple Health and Apple Maps, for saving your match workouts on your own devices and showing your route on a map;
• a website hosting provider: website and web app hosting.

Each provider only handles the information it needs for its task. You can ask us for the names of our current providers at any time by emailing support@hockilogic.com.

AI Rules Assistant

When you ask a rules question, the question is sent to our AI service provider to generate an answer. We store your question, the answer and your account email so our umpiring team can review answers and improve their accuracy. Please do not include other people's personal details in a question.

Voice dictation

If you use voice dictation, audio from your microphone is streamed to our voice transcription provider, through our own server, and turned into text in real time. We do not store the audio. Only the text you choose to save becomes part of your notes.

Apple Watch, heart rate and location

This applies only if you use HockiLogic on an Apple Watch. When you run a match on your watch, HockiLogic records the match itself (period times, the score, goals, cards, penalty corners and any shirt numbers you enter). While the match is running, the watch also records your heart rate (read from Apple Health) and the location of your watch, so it can show your route on the pitch and the distance you covered.

Each match is saved to Apple Health on your own devices as a hockey workout, with your heart rate and route. That data is held by Apple Health under your control, and you can view or delete it in the Health app at any time. Apple's own privacy policy applies to it.

Your heart rate and route are only sent to HockiLogic if you are 16 or over and choose "Save in HockiLogic", either when you first send a match to your watch or later from the heart button in Matches. If you choose "Apple Health only", they stay on your devices and we receive the match result only. You can change this choice at any time, and we record the date and time you made it.

We use this information only to show you your own match information in My Notes: your distance, your heart rate through the match, your heart rate when you gave a card, and your route on the pitch. We do not sell it, use it for advertising, share it with clubs, associations, governing bodies, coaches or assessors, send it to our analytics providers, or use it to train artificial intelligence.

To show your route on a satellite picture, the HockiLogic iPhone app asks Apple Maps for an image of the area around the pitch. Only the area is sent to Apple, not your route or your heart rate.

We keep this information with your match notes until you delete it, delete the match note, or close your account. You can delete all heart rate and route data saved in HockiLogic at any time from the heart button in Matches.

9. International Transfers

Some service providers may process information outside the United Kingdom and the European Union, including in the United States. This can include our AI service, voice transcription, email delivery and analytics providers.

Where this occurs, appropriate safeguards are used, including recognised international data transfer mechanisms required by applicable law.

10. Security

We use appropriate technical and organisational measures to protect personal information, including:

• encrypted communications;
• secure authentication;
• role-based access controls;
• secure cloud infrastructure;
• routine security monitoring;
• regular software updates.

Although we take reasonable steps to protect information, no internet service can guarantee complete security.

11. Data Retention

We retain personal information only for as long as necessary to:

• provide the services;
• support hockey administration where applicable;
• comply with legal obligations;
• resolve disputes;
• enforce our Terms of Use.

Information that is no longer required is securely deleted or anonymised.

12. Your Rights

Subject to applicable law, you have the right to:

• request access to your personal information;
• request correction of inaccurate information;
• request deletion of your information;
• restrict processing;
• object to certain processing;
• request a portable copy of your information;
• withdraw consent where applicable.

Requests should be made using the contact details provided in this policy.

Deleting your account

You can delete your account at any time in the app: open Profile, then Delete account. This permanently removes your profile, notes, AI rules questions and sign-in details.

If you cannot use the app, email support@hockilogic.com from your account email address with the subject "Delete my account" and we will delete your account within 30 days. Reports that coaches or assessors have written about you may be kept by your association where it has a legitimate reason to keep them.

13. Cookies and Similar Technologies

The app may use cookies or similar technologies where applicable to:

• maintain secure sessions;
• remember preferences;
• improve performance;
• understand how the app is used.

Where required by law, consent will be requested before non-essential technologies are used.

14. Third-Party Services

The app may use trusted third-party providers to deliver services such as:

• cloud hosting;
• authentication;
• email delivery;
• analytics;
• push notifications;
• payment processing (where applicable).

Each provider processes information in accordance with its own privacy obligations.

The providers we currently use are listed in section 8.

15. Changes to this Policy

We may update this Privacy Policy from time to time.

If significant changes are made, we will notify users through the app or by email where appropriate.

The latest version will always be available within the app.

16. Contact Us

If you have any questions regarding this Privacy Policy or how your information is used, please contact:

Kibosh Sports Tech Ltd (Company No. 13109615)
Email: support@hockilogic.com
Website: hockilogic.com

17. Complaints

If you believe we have not handled your personal information appropriately, we encourage you to contact us first so that we can resolve your concerns.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.