Privacy policy

Effective date: 21 October 2026

PhasePlay.io is a team performance app for coaches, support staff and athletes. It is run by Conversion Sports (Pty) Ltd (registration number 2014/170935/07), PO Box 6, Hout Bay, 7872, South Africa (“PhasePlay.io”, “we”, “us”).

This policy explains what personal information we process when you use the PhasePlay.io apps (iPhone, Android and web) and the website phaseplay.io, why, who we share it with, and the rights you have under South Africa’s Protection of Personal Information Act, 2013 (POPIA).

1. Who is responsible for your information

PhasePlay.io is used by teams, clubs, schools and other organisations (“teams”). It matters who decides how your information is used:

• Information a team collects about its members, such as wellness check-ins, training logs, injury and illness records and team chats, is processed on behalf of that team. The team (usually the club, school or organisation, through its team owner) decides what it collects and why, and is the responsible party for it. PhasePlay.io acts as the team’s operator: we store and process it only to provide the service to the team and on its instructions.
• Your account, billing and use of our website and apps are our responsibility. For these, PhasePlay.io is the responsible party.

If you have a question about how your team uses your information, ask your team’s staff first. You can always contact us as well.

2. What we collect

• Account and profile: name, email address, password (stored only as a secure hash by our sign-in provider), profile photo, date of birth, mobile number, the teams and groups you belong to and your role in them.
• Emergency contact: the name, relationship and phone number of a person you choose.
• Wellness and training: daily check-ins (for example sleep, mood, stress and soreness), session ratings of effort (RPE), session times and durations, workouts and the sets you log, attendance and bookings.
• Health and medical information: injury and illness records, availability to train, return-to-train dates, notes and medical documents recorded by your team’s medical staff.
• Messages and content: chat messages, reactions, photos, files, documents and videos you or your team share, and video tags and clips.
• Calendar: events, sessions and bookings you create or are invited to.
• Payments: for team owners who pay, the number of teams paid for, subscription status, renewal dates and the email address of the PayPal account used. We do not receive or store card or bank details; PayPal handles payment.
• Device and usage: app version, device type and operating system, a notification token so we can send you notifications, error and crash reports, and how the app is used (for example which screens are opened).

3. Health information and children

Health and medical information is special personal information under POPIA, and information about anyone under 18 is personal information of children. Both need extra care.

• Teams may only record health information about an athlete with that athlete’s consent or another lawful basis under POPIA. In the app, only staff with a medical role can create injury and illness records.
• For athletes under 18, the team must have the consent of a parent or guardian before using PhasePlay.io to process the child’s information. Team owners agree to this in our terms of use.
• PhasePlay.io is not meant for children under 13 to use on their own.

4. Why we use it

• To provide PhasePlay.io: accounts, teams, chat, calendar, bookings, workouts, wellness insights, medical records and video.
• To send you notifications you can control, such as new messages, events and reminders.
• To take payments, keep billing records and manage trials and subscriptions.
• To keep PhasePlay.io secure, prevent misuse, fix errors and improve the apps.
• To reply when you contact us, and to tell you about important changes to the service or these terms.
• To meet our legal obligations, for example tax and accounting records.

We process information because it is needed to provide the service you or your team signed up for, because you or your team consented, because we have a legitimate interest that does not override your rights (such as security and improving the apps), or because the law requires it. We do not sell personal information, and we do not use health information for advertising.

5. Who we share it with

• Your team: information you add to a team is visible to that team’s staff and members according to the app’s roles and settings. For example, medical records are limited to staff, and private chats to their members.
• Our service providers (operators), who process information only on our instructions:
  • Google Firebase and Google Cloud: sign-in, database, file storage, hosting, analytics, crash reporting and push notifications.
  • Cloudflare Stream: video upload, storage and playback.
  • PayPal: payments and subscriptions.
  • Google Workspace: email with us.
• Authorities, when the law requires it, or to protect someone’s safety or our legal rights.
• A buyer or successor, if PhasePlay.io’s business is sold or reorganised, under the same protections as this policy.

6. Information stored outside South Africa

Our service providers store and process information on servers outside South Africa, including in the United States and the European Union. We use providers that are bound by agreements or laws giving a level of protection comparable to POPIA, as section 72 of POPIA requires.

7. How long we keep it

• Team information is kept while the team uses PhasePlay. If a subscription ends, nothing is deleted straight away, so the team can renew. A team owner can ask us to delete a team and its information.
• When you leave a team, you are removed from it. Messages and records you added to the team’s history may remain part of that team’s records.
• If you ask us to delete your account, we delete or anonymise your personal information within a reasonable time, unless we must keep it by law. Billing records are kept for as long as tax law requires.

8. How we protect it

Information is encrypted in transit and at rest by our cloud providers. Access is controlled by security rules that limit what each person can see by team and role; for example, only a team’s medical staff can create health records and only a chat’s members can read it. Payment details never reach our systems. No system is perfectly secure, but if a breach affects your information we will tell you and the Information Regulator as POPIA requires.

9. Your rights

Under POPIA you may:

• ask whether we hold information about you, and for a copy of it;
• ask us to correct or delete information that is wrong, out of date or no longer needed;
• object to processing based on our legitimate interests, and withdraw consent at any time (this doesn’t affect processing before you withdrew);
• opt out of marketing messages; and
• complain to the Information Regulator (South Africa): inforegulator.org.za, complaints.IR@inforegulator.org.za.

For information your team controls, we may pass your request to the team, or help the team respond. Email hello@phaseplay.io to make a request. We may need to confirm who you are first.

10. Cookies and similar technology

The website and web app use browser storage that is needed to keep you signed in and remember settings. The apps use Google Analytics for Firebase to understand how they are used. The pricing page loads PayPal’s checkout, which uses its own cookies when you pay. We do not use advertising cookies.

11. Changes to this policy

We may update this policy as PhasePlay.io changes. We will post the new version here with a new effective date, and tell account holders about important changes by email or in the app.

12. Contact us

Information Officer: Paul Treu, Conversion Sports (Pty) Ltd
Email: hello@phaseplay.io
Postal address: PO Box 6, Hout Bay, 7872, South Africa