Privacy Policy

1. Overview

The High Performance Operations Platform ("HPOS", "the Platform") is an internal operational tool developed for St Benedict's College ("the School") to support the management of sport departments, athlete performance tracking, and high performance class administration.

This Privacy Policy explains how personal information is collected, stored, used, and protected within the Platform. It applies to all users including coaches, administrators, and any other authorised staff members.

The Platform operates in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) of South Africa.

2. Who We Are

The Platform is developed and maintained by Cody Jason Van Dyk, operating under the supervision and authority of St Benedict's College. The Platform is currently in an internal pilot phase and is not a commercial product.

Responsible Party (as defined by POPIA): KINETIQ (Pty) Ltd (in registration), represented by Cody Jason Van Dyk, in conjunction with St Benedict's College, is responsible for the processing of personal information collected through this Platform.

3. What Information We Collect

The Platform collects and stores the following categories of information:

The Platform does not collect: medical diagnoses, mental health records, identity numbers, home addresses, financial information, or any biometric data.

4. How We Use This Information

Information collected is used solely for the following operational purposes:

• Tracking athlete attendance and participation in sport programmes
• Recording and analysing physical performance test results
• Managing team selections and squad assignments
• Supporting coach decision-making through performance trends
• Generating AI-assisted summaries and reports for coaching staff
• Communicating team information and schedules

The Platform does not use personal information for commercial purposes, advertising, profiling for non-sport purposes, or any purpose unrelated to the operational management of sport at St Benedict's College.

5. AI-Generated Content

The Platform includes AI-assisted features that generate summaries, reports, and insights based on stored athlete and team data. Users should be aware that:

• AI-generated content is assistive in nature and intended to support coach decision-making only
• AI outputs are not medical advice, clinical assessments, or professional diagnoses
• Coaches remain fully responsible for all decisions made regarding athletes
• AI summaries should be reviewed critically and not relied upon as definitive assessments

6. Data Storage and Security

All data is stored securely using Supabase, hosted in the European Union (Ireland, eu-west-1). Access is protected by:

• Email and password authentication
• Role-based access control
• Row-level security policies enforced at database level
• Restricted admin access for sensitive functions
• TLS/SSL encryption on all connections via Vercel hosting

7. Who Has Access

Athlete and student data is not sold or shared with third parties for commercial purposes. However, the Platform uses the following third-party services that may process limited data:

• Supabase — our database and authentication provider, hosted in the EU (West).
• OpenAI — used to generate AI-assisted coach summaries. When generating a summary, only the athlete or student's first name (not full name), performance statistics, and attendance rate are transmitted. Full names and surnames are never sent to OpenAI. OpenAI's API does not use submitted data for model training by default. Data is processed in the United States.
• Vercel — our hosting provider. Application traffic passes through Vercel's servers. No athlete data is stored by Vercel.

The school and authorised coaching staff are the primary data processors. No personally identifiable athlete information is made publicly available without consent.

8. Data Relating to Minors

The Platform stores data relating to learners who may be under 18. In accordance with POPIA:

• Only sport-related operational data is collected
• No sensitive personal information about minors is stored
• Access to learner data is strictly restricted to authorised school staff
• No learner data is published or made accessible outside the Platform
• The Platform operates under the authority and oversight of St Benedict's College

9. Data Retention

Data is retained for as long as it is operationally relevant. Upon a learner leaving the school or a staff member's access being revoked, their data will be archived or deleted as appropriate. Deletion requests can be submitted to the Platform administrator.

10. Your Rights Under POPIA

Individuals have the right to:

• Be informed about what personal information is held about them
• Request access to their personal information
• Request correction of inaccurate information
• Request deletion of their information where appropriate
• Object to the processing of their personal information
• Lodge a complaint with the Information Regulator of South Africa

11. Changes to This Policy

This Privacy Policy may be updated as the Platform evolves, particularly upon commercial expansion or onboarding of additional institutions. Any material changes will be communicated to authorised users.

12. Contact

For any questions or requests relating to this Privacy Policy: