1. Who is involved in processing your data?
ActiviTee is operated by Fabrice Joliat in his own name, Chemin de la Pavya 22, 1965 Savièse, Switzerland. You can contact him about your data at info@activitee.golf.
Your club determines what information is needed to organise and follow your sporting activity, assigns roles and controls associations. It is responsible for the processing it decides to carry out in that context. ActiviTee provides the technical means and processes these data on the club's behalf and according to its instructions.
Fabrice Joliat is responsible for the processing he decides to carry out to manage ActiviTee, including club relations, the platform's own security, its terms of use and requests addressed to him. An account may be linked to several clubs; each club remains responsible for the activities and processing it organises. A separate organisation that organises a ranking must be identified in the information about that ranking.
You can ask your usual contact or info@activitee.golf for the identity and contact details of the responsible club or organisation. ActiviTee coordinates requests about a club's activity with that club.
2. Where do the data come from?
The club creates Junior, Parent and Coach accounts and enters the initial information. An invitation provides access to this existing account. Further information is then added by you, authorised representatives and sporting staff, according to their permissions. Technical services also produce information needed to sign in and deliver communications.
The club must inform you about the collection and transfer of the necessary information before creating an account, including when it uses an import. This notice supplements information specific to your club.
3. What information is used, and for what purposes?
Depending on the features used, the information includes:
• Account and access: surname, first name, username, contact details entered, date of birth, profile photograph, club, role and links to representatives; these are used to assign access and identify the correct account or child.
• Sporting activity: handicap, groups, schedule, registrations, attendance, results, rankings, assessments, comments and reports; these are used to organise activities and follow sporting development.
• Communications and content: messages, recipients, documents, photographs, videos and Marketplace listings, as well as contact details provided for a listing; these are used to communicate and share content through those features.
• Technical operation: session, preferences, notification subscription and connection or diagnostic information according to the services used; these are used to maintain operation and security.
• Legal documents and requests: version and content presented, language, decision, date, actor, child or club concerned, representative verification and request tracking; these are used to understand and substantiate what was presented and decided.
ActiviTee is not a medical record. Do not use its free-text fields, messaging or documents to store diagnoses, medical treatments, identity documents or other sensitive information without a specific arrangement agreed beforehand with the club and operator. If such information is uploaded by mistake, contact the club or info@activitee.golf to consider its removal. Health information needed for sporting safety must be given to the club through the appropriate channel it indicates.
The account, schedule and sporting follow-up serve the service relationship with the club; security protects accounts and data. Records of legal decisions and the handling of requests address the need to provide evidence and meet applicable obligations. AI assistance is based on a separate optional choice. Reading this notice does not constitute blanket consent to all processing. If another law requires additional information or procedures, they must be specified for the people and uses concerned.
4. Who can see the information?
Permissions depend on role, club and connection to the person or activity. Managers manage members and activities of their club. Authorised coaches use information related to the coaching entrusted to them. Players access the information intended for their space; some coaching notes may be private. Parents access information about their children according to the recorded relationship and permissions. Messages are accessible to authorised participants in the conversation.
Members may also see information you share in an activity, ranking, news item or listing. Before posting, consider the audience of that section. The operator and staff authorised for technical administration may access information needed for support, security or incident resolution. Such access must remain limited to the task concerned and does not allow them to make a legal decision on your behalf. Technical providers deliver the services described below.
5. Artificial intelligence assistance
Rewriting helps a coach correct or improve only the sporting comment they select. Before it is sent to OpenAI, ActiviTee masks known names of the player and certain detected identifiers or contact details. The coach sees the prepared text and must remove other identifying details, health information and information about third parties before confirming the send. Masking does not guarantee anonymity: the content may still identify a person. No history of notes, profile identity, age or internal player identifier is added to this request. The coach checks the suggestion, may edit it and chooses whether to adopt it; it is not automatically saved to the sporting record.
For minors, this option is limited to rewriting. The verified representative's agreement and the junior's positive choice are collected separately for the same player, club and document version. This precaution does not replace an assessment of capacity for discernment: if understanding, representation or the situation is uncertain, staff continue to enter text manually until matters are clarified. Refusal or withdrawal prevents the relevant use. Reaching adulthood requires an appropriate personal agreement.
For an adult player, a separate option may also cover preparation of sessions based on their earlier private notes. The notes are then sent in order of recency, without automatically adding profile names, internal identifiers or exact dates; their content may still be personal. The option limited to rewriting for minors does not authorise this use.
AI is optional and also requires the club's and coach's permissions, as well as a provider arrangement suitable for the people concerned. Sporting follow-up and manual entry remain available without this agreement.
You can refuse or request withdrawal of this choice through the club or at info@activitee.golf. Withdrawal prevents new sends for this purpose and prompts a review of pending suggestions. It cannot retrieve data already sent. A note already reviewed and adopted by a coach forms part of sporting follow-up; correction or deletion of it may be requested separately.
6. Providers and countries of processing
ActiviTee uses the following providers. Not all data are processed in Switzerland; the location of the database does not determine the location of all other services.
Supabase — authentication, database and files
The Supabase project for this application is configured in the Zurich region (eu-central-2). Database backups and stored files are separate: a database backup does not contain file-storage objects.
Vercel — application hosting and execution
The functions for this application are configured to run in Frankfurt, Germany (fra1). The distribution network and operational services may operate in other countries; this configuration does not guarantee that all processing takes place in the EU or Switzerland.
Brevo — service emails
Brevo states that its databases are hosted in France, Germany and Belgium. The ActiviTee account is configured to keep transactional logs for one month and not to retain previews of new emails. This setting does not prove deletion of older previews or copies received by recipients. Brevo hosting information : https://help.brevo.com/hc/fr/articles/360001005510-Lieux-de-stockage-des-donn%C3%A9es.
OpenAI — optional AI assistance and administrative translation
The project named ActiviTee is configured in “Global” mode with standard retention, without a guarantee of exclusively European residency or zero retention. The standard regime may retain abuse-monitoring data for up to thirty days, subject to provider exceptions. Disabling response storage in the application does not replace a contractual zero-retention option. OpenAI data controls : https://developers.openai.com/api/docs/guides/your-data.
Notifications may pass through browser or device services. Providers may use their own subcontractors for operation, security and support. The hosting locations above do not guarantee that all technical access occurs only in those countries. Templates sent to the administrative translation tool may include the operator's contact details; they must not contain member data.
Any transfer to a recipient in a country without recognised adequate protection must be covered by the safeguards or conditions required by applicable law, including appropriate contractual clauses and, where needed, additional measures. AI being optional does not replace those requirements. You can ask info@activitee.golf for details about recipients, countries and safeguards relevant to your data. Any change of provider or of these arrangements requires updated information and, where necessary, a new choice before the relevant processing.
7. How long are data kept?
Retention depends on the category and the need. The periods below are the policy to be applied to the service; data no longer needed may be deleted sooner. Records belonging to another club or another person's rights must not be erased by mistake when an account or relationship ends.
Account created but never used
Review 90 days after creation; delete an unnecessary account after distinguishing it from a sporting record the club still needs to manage.
Profile, club associations and family links
For the useful relationship; when it ends, remove obsolete access and close out current data within 90 days. Access still valid at another club is retained.
Results, assessments and sporting reports
During active follow-up, with an annual review of need; no more than 24 months after leaving the club, unless a distinct need is duly justified. Rules for an organisation's official results are communicated separately.
Private coach notes
Review at the end of each season and delete no later than 12 months after the session, unless a specific need is documented.
Messages and attachments
12 months after the last useful exchange; discussions still active are reviewed annually.
Notifications and ordinary delivery records in ActiviTee
No more than 90 days after sending; the underlying sporting report follows its own period. Copies held by transport providers follow their separate terms.
Marketplace listings
Remove contact details from display when closed; delete the listing and its images within 90 days after closure, unless there is a specific dispute.
Activity photographs and documents
For as long as needed for the purpose for which they were uploaded, with a review at the end of each season; delete when they no longer serve that purpose, subject to retention justified for the document.
AI preparations not adopted
Delete when no longer needed and no later than 30 days after the target session; adopted notes follow the period for sporting notes.
Information used to verify a request
Delete supporting documents as soon as they are no longer needed; retain a minimal record of how the request was handled according to evidentiary needs.
Legal decisions and the elements needed to prove them are retained throughout the relevant relationship and then, with restricted access, for the period needed to assert or defend a right. The period depends on the nature of the decision, applicable limitation period and any ongoing proceedings; the need is reviewed at least annually. This criterion does not justify keeping the entire sporting record indefinitely.
A retention exception must be reasoned, limited to necessary data and given a review date. Backups are not used as current archives; they expire according to the backup service cycle. After restoration, approved deletions must be applied again. Copies already received or downloaded by a recipient cannot be deleted remotely merely by deleting their source.
8. Information stored on your device
The application keeps information needed for your session and preferences, such as the language or selected child. Some views and profile data are temporarily reused to speed up display. A display validity period does not guarantee physical deletion of all browser data. On a shared device, sign out and protect access to your device.
Notifications require browser or system permission; that permission does not amount to agreement to a commercial campaign or another optional use. Preferences and some local data may remain on the device until replaced or cleared in browser or application settings. Notifications can also be disabled in browser or device settings.
9. Your requests and choices
You can write to info@activitee.golf or use the “Request about my data” form to request access to your data, correction, deletion or an explanation of their processing. Rights and possible limits are assessed according to the situation. We verify your identity proportionately before disclosing information or taking action. A request about a child also requires verification of the representative's status and the child's rights.
The form records the request; it does not immediately delete the account or its data. Fabrice Joliat follows up on requests received at the contact address and coordinates them with the relevant club. For an access request under Swiss law, a response is generally provided free of charge within thirty days; a delay or restriction must be explained according to applicable rules. This is not a promise of automatic deletion within thirty days. FDPIC, right of access : https://www.edoeb.admin.ch/en/right-to-information.
You may also contact the Federal Data Protection and Information Commissioner about a matter within its remit. Legal remedies and, where relevant, the jurisdiction of another authority remain available.
10. Changes to this notice
Each version states its date and changes. When a new choice is required, it is presented separately. The history retains the exact content associated with recorded decisions; it does not turn an information notice into general consent.