PRIVACY POLICY

The controller within the meaning of the GDPR is:

Lukas Musebrink
Krückenweg 61
44227 Dortmund
Germany
Email: support@matchday.design
Telephone: 015679728873

A data protection officer does not have to be appointed under Art. 37 GDPR, § 38 BDSG, as the statutory requirements for this are not met.

Matchday.design is a platform that football clubs use to create graphics and videos for their social media channels. In doing so, we process (a) as controller the data of registered users (account, contract, billing, website visits) and (b) on behalf of the clubs the content they provide — in particular names, photos and match data of their teams (Art. 28 GDPR; see section 10 and our data processing agreement (AVV)).

• Performance of a contract (Art. 6(1)(b)) — provision of the service, account, payment
• Legitimate interest (point (f)) — security, prevention of misuse, product operation
• Consent (point (a)) — analytics cookies
• Legal obligation (point (c)) — retention, records

a) Account & registration

Email address, optionally first/last name and language. Login is passwordless, using a one-time code that we send to your email address (Supabase Auth). Your acceptance of the terms and conditions, the privacy policy and the AVV is logged with the time, version and a pseudonymised IP address (hash) as proof (Art. 7). Before activating new club accounts, we review them based on the information provided at registration (point (b) and point (f) – protection against misuse).

At the end of the setup, you can voluntarily provide design wishes, sample images and a second means of contact (WhatsApp number or Instagram name). We use them only to set up your club and to reach you with any questions about it (Art. 6(1)(b) GDPR); they are deleted together with the club account.

To improve the service, for usage statistics and to identify inactive accounts, we store, per user and calendar day, the number of page views and logins as well as the time of last activity (point (f)). This data is deleted after 2 years.

The registration details (email address, acceptance of the contractual terms) are required to conclude the contract; without them we cannot create an account. All other details are voluntary.

b) Club and match operations data

Teams, players (name, number, position, photos), matches, line-ups, goalscorers, cards, opponents, sponsors, branding. Entered manually, by AI photo import or via the AI assistant. At the club's request, fixtures, results, league tables, match timelines and line-ups are also taken over automatically from publicly available match data, and crests of opposing clubs are added from publicly available sources; in doing so, we also process names of players who are not themselves registered with us (Art. 14 GDPR). Processing on behalf of the club (section 10).

c) Image uploads & media library

Photos are downsized in the browser before upload; metadata (e.g. GPS location) is removed in the process. They are stored in private file storage (AWS Frankfurt), and delivered only via short-lived signed links (60 minutes).

d) AI features

For the AI assistant (chat), caption suggestions, text correction and the analysis of photographed match reports/line-ups, we transmit the relevant texts, match data or photos to Anthropic (Claude, USA). Anthropic processes the content with Zero Data Retention (no storage after processing) and does not use it to train models (contractually agreed). We store conversations with the AI assistant (messages and attached images) under the respective user so that they can be continued on all devices; users can delete them themselves at any time, and they are deleted automatically 90 days after the last message. For background removal and AI background images, we transmit the relevant images or the club logo to Replicate (USA). AI-generated background images are synthetic content. Use is voluntary; the AI only produces suggestions, which the user reviews (no automated decision under Art. 22 GDPR).

e) Graphic and video creation

Graphics are rendered on our servers. Videos are rendered by a service we operate at Railway (data centre Amsterdam/EU); the content required for the video (graphic data, names, photos) is transferred there for one-time processing and is not stored permanently.

f) Payment processing

Via Stripe: email, payment data, subscription status. We do not store card data. We retain invoice-related data for 10 years in accordance with §§ 147 AO, 257 HGB (point (c)).

g) Sending emails

Transactional emails (login codes, confirmations, invitations, activation, notices about the trial period, cancellation confirmation) via Resend (USA).

Newsletter (news & offers): only with your consent, which you give voluntarily by ticking a box at registration (Art. 6(1)(a) GDPR, § 7 Abs. 2 UWG). For this purpose, we create your email address as a contact at Resend and store the time of consent as proof. You can withdraw it at any time via the unsubscribe link in every email or by message to support@matchday.design; important contractual emails are not affected.

h) Website visits, logs & security

When you access the site, our host Vercel processes the IP address, time, URL accessed and user agent in server logs (point (f) — operation and security). We do not run our own log storage; the logs are kept in line with the retention periods of the hosting platform and are not stored permanently beyond that. To protect login and forms, we use Vercel BotID (bot detection, point (f), no cookies). To prevent misuse, we limit request rates via Upstash (Redis, data centre Frankfurt/EU); short-lived technical keys (organisation ID, pseudonymised IP) are stored for a maximum of a few minutes.

i) Web analytics (only with consent)

Vercel Web Analytics / Speed Insights, cookie-free (page views, referrer, device category, country). Only after consent in the cookie banner (point (a)); withdrawal at any time via „Cookie settings“ in the footer.

j) Cookies & local storage

Strictly necessary cookies (login, active organisation, the cookie choice itself) and preferences (language, user interface) under § 25 Abs. 2 TDDDG. We log your cookie choice with a random identifier, time, pseudonymised IP and browser identifier as proof (Art. 7); retention 13 months. Details in the Cookie Policy.

k) Cancellation form (§ 312k BGB)

Email, cancellation request, optionally the reason; stored for processing and as proof for the duration of the statutory record-keeping obligations. You will receive a confirmation of receipt by email.

l) Support & enquiries

Emails to support@matchday.design and the custom plan form (name, email, club details) are processed by email and not stored in the product database.

m) Club pages (bio link)

We operate public club pages (clubs.matchday.design and customer domains) as processor for the club: no cookies, no tracking, no third-party scripts; server logs as under h); optional view/click counters store only aggregate totals with no personal reference. For customer domains, we transmit the domain name to Vercel (domain management).

n) Matchday Sideline App (iOS/Android)

The "Matchday" app is an access point to your existing Matchday.design account; the processing under a) to m) applies. In addition, the following applies to the app:

• Login: After login, we store the session in encrypted form on your device (iOS Keychain or Android Keystore) so that you stay logged in. Registration and login work as described under a).
• Camera and photos: Access only when you yourself take or select a photo (e.g. for posts, line-ups or match reports), and only after you grant permission in the device settings. Selected images are processed as under c). When saving finished posts, the app writes to your media library but does not read from it.
• Notifications (optional): If you switch on reminders (e.g. "How did the match finish?"), we store a device token and send notifications via Expo's push service, which passes them on to Apple (Apple Push Notification Service) or Google (Firebase Cloud Messaging) (point (a)). You can switch notifications off at any time in the app or in the device settings; when you log out, we delete the token.
• Stability and performance: The app transmits technical measurements on start-up time and performance (e.g. loading times, app version, device type, operating system) to the service EAS Observe from Expo in order to detect errors and slow processes. Content from your account is not included.
• No tracking: The app contains no advertising, no cross-app tracking and uses no advertising identifiers.
• App updates: The app downloads bug fixes via Expo's update service; technical data (IP address, app version, device platform) is processed in the process.
• Deleting your account: In the app under "More → Account → Delete account" (or on the web under "Settings → Personal"), see matchday.design/data-deletion.

For downloading the app, the privacy terms of Apple (App Store) or Google (Google Play) also apply; these providers act under their own responsibility.

Data processing agreements under Art. 28 GDPR are in place with all providers through which personal data is processed.

Third-country transfers: Where providers are based in the USA, we primarily base the transfer on the adequacy decision on the EU-US Data Privacy Framework (DPF) of 10 July 2023 (Art. 45 GDPR), provided the provider is certified, and additionally on standard contractual clauses (Art. 46(2)(c) GDPR). List of DPF companies: dataprivacyframework.gov/list.

• Account/club data: until deletion by the user or club
• Generated graphics/videos: 6 months from creation, then automatic deletion (sooner if the user deletes them)
• Matches incl. line-up and highlights: 6 months from kick-off, then automatic deletion
• Invoice data: 10 years (§§ 147 AO, 257 HGB)
• Cookie consent records: 13 months
• Cancellation requests: 12 months
• Completed render jobs, usage counters: 30 days to 13 months (deleted automatically)
• Server logs: according to the hosting platform's periods, no own log storage
• Rate-limit keys: a few minutes (automatic expiry)
• Daily usage statistics, logs of administrative actions: 2 years
• Free accounts without use: may be deleted after 6 months without login (§ 5 Abs. 5 AGB); blocked accounts without a subscription after 6 months (§ 4 Abs. 5 AGB)
• Conversations with the AI assistant incl. attached images: 90 days after the last message, then automatic deletion (sooner if the user deletes them)

• Access (Art. 15)
• Rectification (Art. 16)
• Erasure (Art. 17)
• Restriction (Art. 18)
• Data portability (Art. 20)
• Objection (Art. 21)
• Withdrawal of consent (Art. 7(3)) — e.g. analytics via „Cookie settings“ in the footer

To exercise these rights, contact support@matchday.design. You can also delete your club directly in the application under Settings → Club. If your request concerns data that a club has entered about you (e.g. as a player), please contact your club as the controller in the first instance; we support its handling of the request.

You have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The competent authority is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
Postfach 20 04 44
40102 Düsseldorf
www.ldi.nrw.de

• Encrypted transmission (TLS/HTTPS, HSTS)
• Tenant separation — each club sees only its own data; automated security tests
• Row-level security in the database as an additional layer of protection
• Private file storage with short-lived signed links
• Encrypted storage of access tokens; pseudonymisation of IP addresses
• No storage of payment data on our servers

Details: Annex to the AVV.

For content that clubs upload (in particular player data and photos, including those of minors), the club is the controller, and we are the processor (Art. 28). The AVV including technical measures is available there. Clubs must obtain the required consents themselves — in the case of minors, those of the persons with parental responsibility.

No decision based solely on automated processing, including profiling (Art. 22 GDPR), takes place. AI features only produce suggestions, which users review.

We will amend this policy when features or the legal situation change; the current version with its date can always be found on this page.