Privacy Policy

Last updated: February 2026

At Kairon, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our sports club management platform.

1. Information We Collect

We may collect the following types of information:

1.1 Personal Information

Name
Email address
Phone number
Billing information
Club identification data (if you are part of a sports organization)

1.2 Usage Data

We collect information on how you access and use Kairon, including:

Device type
Browser type
IP address
Pages visited
Time spent on each page
Behavior analytics for product improvement

1.3 Club and Player Data

For clubs using our platform, we collect:

Player information
Team structures
Training data
Payment and financial records
Administrative logs
Match Footage & Media: Video recordings of matches or training sessions uploaded for tactical analysis
Performance Data: Statistics and tactical metrics derived from AI analysis of video footage, including player positions, movement patterns, distances covered, sprint counts, and speed data

2. How We Use Your Information

Your data is used to:

Provide and operate the Kairon platform
Improve performance and user experience
Automate administrative workflows
Analyze product usage for optimizations
Provide customer support
Ensure system security and fraud prevention
Comply with legal obligations

We do not sell your data to third parties.

3. Legal Basis for Processing (GDPR)

We process your information based on:

Contractual necessity
Legitimate interest
User consent (for optional features)
Compliance with legal obligations

3.1 Role under GDPR

For Club Admin Data (Billing, Login): Kairon acts as the Data Controller.
For Player/Member Data: Kairon acts as the Data Processor, and the Club acts as the Data Controller. We process this data strictly according to the Club's instructions.

4. How We Store and Protect Your Data

We use industry-standard security practices, including:

Encrypted communication (HTTPS / TLS 1.3)
Encrypted data at rest
Role-based access controls
Secure authentication via Supabase Auth
Regular audits and monitoring

Only authorized personnel have access to sensitive data.

6. Data Retention

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

Provide the Kairon service
Comply with legal requirements
Resolve disputes
Enforce agreements

6.1 Import Files & Data Migration

When a club uploads files (Excel, CSV, or similar formats) during the onboarding process for data migration purposes, these original files are retained securely for a maximum period of 12 months from the date of processing.

After this retention period, the original import files are automatically and permanently deleted from our storage systems. Only the structured data extracted and imported into the database remains as part of the club's operational records.

This retention policy complies with the data minimization principle established by the General Data Protection Regulation (GDPR) and the Spanish Organic Law on Data Protection (LOPD).

6.2 Early Deletion Requests

Users may request early deletion of their import files at any time by contacting us at info@kaironsports.com.

6.3 Video Content Retention

Match and training videos uploaded for AI tactical analysis are retained for a maximum period of 12 months from the date of upload.

AI-generated analysis reports (statistics, tactical insights) are retained while the club's subscription remains active. Upon subscription cancellation, reports are deleted within 30 days unless the club requests data export.

Video data is processed by our AI partners (OpenAI) solely for analysis purposes and is not retained by these providers beyond the processing session.

7. Your Rights

Depending on your jurisdiction (EU/EEA, UK, etc.), you may have the right to:

Access your data
Correct inaccurate information
Delete your data
Request data portability
Restrict or object to processing
Withdraw consent at any time

To exercise these rights, you can contact us at:

info@kaironsports.com

8. Children's Data & Parental Consent

Given the nature of our Service (sports club management), Kairon may process personal data of minors (players under 18 years of age) solely on behalf of the Club.

8.1 Data Controller & Processor Roles

For all player data, including data of minors:

The Club acts as the Data Controller under GDPR/RGPD
Kairon acts solely as the Data Processor

8.2 Club Responsibility for Parental Consent

The Club is solely and exclusively responsible for:

Obtaining valid parental or guardian consent before entering any minor's data into Kairon
Ensuring consent complies with applicable laws (in Spain, explicit consent is required for minors under 14 years)
Maintaining records of parental consents obtained
Responding to parents' requests regarding their children's data
Informing parents about how their children's data will be processed

8.3 Club Declaration

By using Kairon and entering player data, the Club declares and guarantees that it has obtained all necessary parental consents and legal authorizations required to process minors' personal data. The Club assumes full responsibility for any breach of this obligation.

8.4 Kairon's Limitations

Kairon does not verify parental consents - this is the Club's responsibility
Kairon does not use minors' data for marketing, profiling, or advertising
Kairon processes minors' data only to provide the management service to the Club
Kairon does not share minors' data with third parties except as necessary for service provision (see Section 5)

8.5 Video Analysis of Minors

When the Club uploads match or training videos that include minors for AI tactical analysis, the Club confirms it has obtained the necessary consents for video recording and AI processing. Video data is processed solely for tactical analysis and is not used to create individual profiles or for facial recognition purposes.

9. International Data Transfers

Your data may be processed in the EU, UK, or other countries depending on your location.

All transfers comply with applicable legal frameworks and data protection standards.

10. Updates to This Policy

We may update this Privacy Policy periodically.

The "Last updated" date at the top reflects when changes were made.

Major updates will be communicated to users.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us:

📧 info@kaironsports.com

🌐 www.kaironsports.com