EpicPlay Privacy Policy

1. Information We Collect

EpicPlay may collect the following information:

• Name
• Email address
• User account and role information
• School, site, organisation, city, province, or programme information
• Athlete profile information, including sport, position, age or date of birth, grade, and related profile details
• Sports performance data, including weekly stats, athlete-entered performance records, goals, progress, personal bests, reviews, and verification status
• Athlete photos
• Highlight and private performance videos or clips
• Coach identity, affiliation, approval, and performance-confirmation records
• Time-limited athlete sharing and revocation records
• App activity records, including profile creation, profile updates, uploads, sync activity, and administrative activity logs

2. How Information Is Used

EpicPlay uses this information to create and manage athlete profiles, support athlete development, enable athlete self-tracking, process Coach performance confirmations, enable deliberately limited scouting visibility, verify approved users, manage programme activity, support offline capture and sync, and maintain a safer and more accountable athlete development environment.

3. Protection of Minors

EpicPlay may host information about youth athletes under the age of 18. Profiles must be created or managed by approved users, such as Athlete Development Mentors, community agents, programme administrators, or authorised organisation representatives.

EpicPlay is designed to limit access to sensitive youth athlete information. Scout visibility is structured and controlled, private athlete performance information is not exposed through ordinary scouting or administrative browsing, and under-18 Scout sharing requires a separately approved safeguarded workflow.

4. Data Protection

EpicPlay follows the principles of the South African Protection of Personal Information Act (POPIA) and general global data protection standards. We take reasonable steps to protect personal information from unauthorised access, loss, misuse, alteration, or disclosure.

Data transmitted between the EpicPlay app, website, and supporting services is transmitted over secure encrypted connections.

5. Data Retention

EpicPlay stores and retains user and athlete information for as long as it is reasonably necessary to provide the platform, manage athlete profiles, support programme reporting, maintain safeguarding records, comply with legal or contractual obligations, resolve disputes, and maintain security and audit records.

Account information, athlete profiles, photos, videos, performance information, and activity logs may be retained while the relevant user account, athlete profile, organisation, school, programme, or scout access relationship remains active.

Where a user, guardian, organisation, or authorised representative requests deletion of personal information, EpicPlay will review and process the request within a reasonable period, unless the information must be retained for lawful, safeguarding, security, audit, dispute resolution, or compliance reasons.

Some deleted information may remain temporarily in backups, logs, or archived systems until those systems are securely overwritten or deleted according to normal backup and retention cycles.

Offline drafts saved on a user's device are retained locally on that device until they are synced, manually deleted, or cleared from the device storage.

6. Your Rights and Deletion Requests

Users, guardians, or authorised representatives may request access, correction, restriction, or deletion of personal information processed by EpicPlay.

To request deletion of an account, athlete profile, or associated data, contact us at:

info@chosenepics.com

Deletion requests should include enough information for us to identify the relevant account, athlete profile, organisation, or programme record. We may need to verify the requester's authority before deleting information, especially where information relates to a minor.

7. Contact

For privacy questions, data access requests, correction requests, or deletion requests, please contact:

info@chosenepics.com