TERANA Privacy Policy

1. Who processes your data

TERANA is a platform sports clubs use to organise their activity and follow their athletes. Two different controllers are involved, depending on the processing:

Your club is the controller of its members' sports data: who belongs to the club, their groups and categories, call-ups, attendance, coaches' observations and results. TERANA processes that data on the club's behalf, as a processor, following its instructions.

The team building TERANA ("TERANA"), which has not yet been incorporated as an entity, is the controller of the service's own processing: your account and access, the platform's security, handling incidents and improving the artificial intelligence assistant. Privacy contact: privacidad@terana.app.

When TERANA is incorporated as an entity, this policy will be updated with its name, tax ID and address and reviewed as a whole.

2. What data we process

Identification and contact data: first and last name, email, phone number, date of birth, sex, federation licence number, the family you belong to and your role in the club (for example coach, athlete or family).

Sports activity data: groups and seasons, training sessions and competitions, call-ups and replies, attendance and reason for absence, results and times, and the observations coaches and athletes themselves write about training.

Content uploaded to the platform: training photos and videos, results sheets in PDF and, for coaches, voice notes and their transcription.

To draw the athlete's posture and follow them in a video, the app computes the position of their body on the coach's phone (shoulders, elbows, wrists, hips, knees and ankles; not the face or the hands). It is kept with the video and deleted with it.

Conversations with the artificial intelligence assistant, the notes the assistant keeps to remember each person's context, and the ratings you give its answers.

Account usage data: your language and settings, the version of the terms of use you accepted and when, technical session data, the technical failures that happen while you use the app (what failed, on which screen and in which browser), a log of changes made to the club's data, with who made them, and which features of the app you use and when (for example, that you opened a video or used slow motion), without their content.

We do not process health data beyond what the sporting activity needs (for example, that an athlete cannot train because of an injury), and the terms of use ask you not to enter it.

3. Why we process it and on what basis

On your club's behalf: to organise training and competitions, send call-ups and follow the athletes' sporting progress. The legal basis is the club's; ask the club about it.

As controller, TERANA processes your data to give you access and provide the service described in the Terms of Use (performance of those terms); to protect the platform, detect and fix its technical failures, investigate incidents and handle support requests (legitimate interest in a secure, working service); to review some conversations with the assistant on a limited basis and improve the quality of its answers (legitimate interest, with the safeguards in section 4); and to meet legal obligations where they exist.

We do not use your data for advertising, we do not sell it and we do not use it to train general artificial intelligence models.

4. The artificial intelligence assistant

When you use the assistant, your message and the authorised context it needs to answer (for example, recent observations about athletes you can see) are sent to the language model provider to generate the answer.

The assistant may keep short notes about how you work or about the athletes you follow, to remember them in later conversations. You can ask it what it remembers and ask it to forget.

Authorised members of the TERANA team may review some conversations to investigate incidents and improve the assistant. If you mark an answer as wrong and add a comment, your question, the answer and the comment are emailed to the team for review.

The assistant does not take automated decisions with legal or similar effects on anyone. Its answers may contain errors.

5. Who it is shared with

Your data is visible to people in your club according to their profile and permissions: for example, a coach sees the athletes in their groups, and a family sees the athletes linked to it.

TERANA relies on these providers, which process data on its behalf: Supabase (database, authentication and files, in the European Union); Vercel (application hosting, running in Paris, and page performance metrics); Anthropic (the assistant's language model, in the United States); Voyage AI (searching sports regulations: it receives the questions the assistant formulates, in the United States); AssemblyAI (transcription of coaches' voice notes, on its European Union service); Sentry (a log of the app's technical failures: it receives what failed, on which screen and in which browser, the country you connect from and your internal member code, never your name, your email or what you write; in the European Union); and Resend (sending sign-in emails and assistant ratings, in the United States). All of them do so under contract except Vercel, with which TERANA does not yet have a data processing agreement.

Where a provider processes data outside the European Economic Area, the transfer must rest on one of the safeguards the GDPR provides for, such as standard contractual clauses. This policy will name each provider's safeguard once the contracts with them are formalised. Vercel is a United States company, although the application runs in Paris; TERANA has not yet put any safeguard in place with it. Sentry is also a United States company, although it stores the data in Frankfurt (Germany); its data processing agreement rests on the EU-U.S. Data Privacy Framework and, where that does not apply, on standard contractual clauses.

We do not disclose your data to third parties for their own purposes, except where the law requires it.

6. How long we keep it

Your account and sports activity data are kept while you are a member of the club on TERANA. If the club deactivates your record, it is kept until the club permanently deletes you. When it does, your record, history, conversations and files are deleted; in the change log the values are deleted, keeping what was changed and who changed it.

A deleted observation, with its photos and videos, a deleted note on a video and a deleted session objective are permanently erased 30 days later. What the club deletes from its organisation (events, seasons, categories, groups, leagues and locations) is permanently erased 12 months later, unless something that is kept still uses it, such as an event with observations.

Messages in conversations with the assistant are deleted 12 months after they were sent, together with the ratings of its answers; what the assistant saved from them in the history stays. The text is then deleted from the technical record of each answer, keeping only usage data such as duration and consumption.

The notes the assistant keeps are deleted 90 days after being replaced by a newer one, or after 365 days without being used.

Voice note recordings are deleted the day after they are transcribed and, in any case, within 90 days; what was saved from them stays as part of the history.

Technical failure logs are deleted 30 days after they happen.

7. Minors

Many athletes are minors. Their data is entered and managed by their club, and families access it through the links the club sets up. Minors' own accounts follow the rules in section 3 of the Terms of Use.

8. Your rights

You can ask for access to your data, its rectification or erasure, restriction of processing, object to it, and data portability by writing to privacidad@terana.app. If the request concerns data we process on your club's behalf, we will pass it to the club and work with it to respond.

If you believe we have not handled your rights properly, you can complain to the Spanish Data Protection Agency (aepd.es) or the data protection authority that applies to you.

9. Security

Access to data depends on each person's profile and permissions, connections are encrypted and files are kept in private storage reachable only through the application.

10. Cookies and storage on your device

TERANA only uses the cookies it needs to work: your session's, your language's and those that remember small app preferences. It also stores some usage preferences on your device, such as the mode for using your phone with gloves. We do not use advertising or cross-site tracking cookies.

11. Changes to this policy

If we change this policy in a relevant way, we will tell you in the app before the change applies.