Privacy Policy

1. Who We Are and Privacy Roles

VolleySetUp is a project by Emanuele Simonetti dedicated to volleyball video analysis.

The applicable privacy roles depend on the type of processing:

• Landing page, contact requests and tester applications: VolleySetUp acts as the data controller because it determines the purposes and means of processing the data received through the website.
• Use of the service by clubs or sports organisations: the club or sports organisation that uploads the videos and decides how they will be used acts as the data controller. VolleySetUp acts as the data processor, processing data on behalf of the club and in accordance with its instructions.

When the service is used by a club, data subjects should also refer to the Privacy Policy provided by their club.

2. Who This Privacy Policy Applies To

This Privacy Policy applies to:

• visitors to the public VolleySetUp landing page;
• people who submit requests through contact or application forms;
• clubs, coaches, staff and authorised users of the service;
• athletes, coaches, referees, staff and other people who may appear in videos uploaded by a club.

3. Data Processed Through the Landing Page, Contact Requests and Applications

When you visit the landing page or contact us, we may process:

• Identification and contact data: first name, surname, email address and information voluntarily entered in the forms.
• Tester application data: any notes, messages and information about your team, role or interest in the project, where voluntarily provided.
• Technical data: IP address, user agent, date and time of the request, technical logs, security data and diagnostic information.
• Aggregated statistical data: information about use of the landing page, such as visits, pages viewed, referrers, device type, browser, operating system and approximate geographical area.

4. Data Processed Through the VolleySetUp Service

When a club uses the VolleySetUp service, the following data may be processed:

• Account and organisational data: first name, surname, email address, role, club membership, access permissions and operational settings.
• Uploaded videos: recordings of matches or training sessions that may contain images of athletes, coaches, staff, referees, spectators or other people present in the recorded area.
• Audio: where audio is included in a video uploaded by the club.
• Technical video metadata: duration, format, resolution, frame rate, file name, upload date and information required for processing.
• Data generated by the analysis: action timestamps, clips, events, technical classifications, coordinates, trajectories, heatmaps, statistics, debugging output and processing results.
• Technical and security data: application logs, errors, access records, API requests, security events and diagnostic information.

VolleySetUp does not intentionally request special categories of personal data under Article 9 of the GDPR, such as health, biometric or private-life data. However, sports videos may unintentionally contain personal information or images of minors. The club is responsible for collecting and managing videos in accordance with applicable law.

5. Purposes and Legal Bases

5.1 Landing page, contact requests and applications

• Responding to requests: we use data submitted voluntarily to respond to messages, questions or requests for information. Legal basis: taking steps at the data subject's request before entering into a contract or responding to a request.
• Managing tester applications: we use data to assess and manage applications to test VolleySetUp. Legal basis: pre-contractual steps and legitimate interests.
• Website security and operation: we process technical data to keep the website secure, accessible and operational. Legal basis: legitimate interests.
• Aggregated landing-page statistics: we analyse website performance to improve its content, performance and usability. Legal basis: legitimate interests.

5.2 Video analysis service for clubs

• Providing the service: uploading, storing, processing and analysing videos and generating clips, events and statistics. Legal basis: determined by the club in its own Privacy Policy.
• Access to results: displaying actions, clips, filters, dashboards and analysis tools. Legal basis: determined by the club.
• Technical support: assistance, diagnostics, error correction and verification of the service's operation. Legal basis: the club's legitimate interests and the need to provide the service.
• Security, abuse prevention and protection of the service: access control, technical logs, prevention of misuse and incident management. Legal basis: the legitimate interests of the club and VolleySetUp.
• Improvement of algorithms and models: possible use of videos, clips or technical output to improve recognition of the ball, actions, trajectories or statistics. This purpose is permitted only where provided for in the agreements with the club and supported by an appropriate legal basis.

6. Vercel Web Analytics on the Landing Page

The landing page may use Vercel Web Analytics, a service provided by Vercel Inc., to collect aggregated statistics about use of the website.

Vercel describes Web Analytics as a tool that does not use cookies and stores anonymised or aggregated data. Vercel also states that visitors are identified using a hash generated from the request and that the visitor session is discarded after 24 hours.

The data collected may include pages visited, referrers, browser, operating system, device type and approximate geographical area. This data is used only to understand the performance of the landing page and improve its content, performance and usability.

Vercel Web Analytics is not used for advertising profiling.

7. Cookies and Similar Technologies

VolleySetUp does not use advertising profiling cookies.

Technical tools necessary for operation, security, authentication, website delivery and abuse prevention may be used.

If tools requiring consent are introduced in the future, this Privacy Policy will be updated and the relevant choice options will be displayed.

8. Processing Methods and Security

Data is processed using IT systems and organisational procedures designed to restrict access to authorised persons only.

For the video service, content is stored in non-public environments, and access to videos or results may be provided through authorised links, signed URLs, tokens or other access control systems.

VolleySetUp adopts reasonable technical and organisational measures to protect the confidentiality, integrity and availability of data. These measures include restricted access, use of specialised technical providers, separation of environments, technical logs and security controls.

No IT system can guarantee absolute security. If you become aware of a problem or suspect unauthorised access, you may contact VolleySetUp using the address provided in this Privacy Policy.

9. The Club's Obligations Regarding Recordings

When a club uploads videos to VolleySetUp, the club remains responsible for the lawfulness of the recordings and use of the content.

In particular, the club must:

• adequately inform athletes, coaches, staff and other people who are recorded;
• identify a valid legal basis for recording, uploading, analysing and sharing videos;
• correctly manage recordings of minors, including any notices or authorisations required by applicable law;
• avoid unnecessary recording, such as filming stands or areas that are not relevant to sports analysis;
• restrict access to videos and results to authorised persons only.

VolleySetUp processes content uploaded by the club according to the club's instructions and only to the extent necessary to provide the service.

10. Technical Providers and Sub-processors

VolleySetUp may use external technical providers to operate the website and service. Depending on the active features, these providers may include:

• Vercel: website hosting, server functions, APIs and Web Analytics.
• Supabase: database, authentication, application data management and permissions.
• Cloudflare R2: storage of videos and related files.
• Resend: sending technical emails, notifications or communications related to forms.
• Google/Gmail: management of email communications.
• Aruba: domain and/or DNS management.

Vercel, Supabase, Cloudflare and Resend provide customers with documentation or data processing agreements concerning their services.

VolleySetUp does not sell personal data to third parties.

11. Transfers Outside the European Economic Area

Some technical providers may be established or operate infrastructure outside the European Economic Area, or may use global infrastructure.

In these cases, data transfers take place using safeguards provided for under applicable law, such as Standard Contractual Clauses, Data Processing Addenda or other mechanisms recognised under the GDPR.

12. Data Retention

Retention periods depend on the type of processing.

• Contact requests and tester applications: retained for the time necessary to manage the request and any subsequent communications.
• Account and service data: retained for the time necessary to provide the service and manage the relationship with the club or authorised user.
• Videos and analysis output: retained in accordance with the club's instructions, service settings and applicable agreements.
• Technical logs and security data: retained for limited periods compatible with security, diagnostic and abuse-prevention purposes.
• Aggregated statistical data: retained in accordance with the settings of the analytics providers used.

The club may request deletion of data processed on its behalf, subject to applicable agreements and legal requirements.

13. Access to Data

Access to data is restricted to authorised parties.

• Landing-page and contact data may be accessed by VolleySetUp to manage requests.
• Videos and analysis results may be accessed by the club and users authorised by the club.
• VolleySetUp may access service data where necessary for technical support, maintenance, security or error correction.
• Technical providers may process data only to the extent necessary to provide their respective services.

14. Data Subject Rights

Subject to the conditions and limits set out in the GDPR, data subjects may exercise their rights of access, rectification, erasure, restriction, objection and data portability.

For data collected through the landing page, contact requests or applications, you may write to: volleysetup.studio@gmail.com .

Requests concerning videos, matches, athletes, clubs, club accounts or analysis results must first be addressed to the club or sports organisation, which acts as the data controller.

If a request is submitted directly to VolleySetUp and relates to data processed on behalf of a club, VolleySetUp may forward it to the relevant club or, where possible, tell the data subject how to contact it.

You may also lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) .

15. Minors

VolleySetUp may be used to analyse matches or training sessions involving athletes who are minors.

In these cases, the club is responsible for properly informing parents or holders of parental responsibility, where required, and for managing the authorisations, notices and legal bases required under applicable law.

VolleySetUp does not directly ask minors to register or submit personal data through the landing page, unless a different feature is expressly regulated and communicated.

16. Automated Decision-making

The service may perform automated analysis of videos, for example to recognise actions, generate clips, identify technical events or calculate sports statistics.

This analysis is carried out for technical and sporting purposes. VolleySetUp does not carry out automated decision-making that produces legal effects or similarly significant effects on data subjects.

17. Service Improvement and Use of Data for Training

VolleySetUp may improve its service by correcting errors, optimising algorithms and verifying the quality of output.

Videos, clips, images or technical output uploaded by a club may be used to train, validate or improve video analysis models only where this is provided for in the agreements with the club and an appropriate legal basis has been identified by the club.

Without appropriate authorisation or a suitable legal basis, the club's content will not be used for VolleySetUp's independent algorithm-improvement purposes.

18. Email Communications

If you submit a request, application or other communication to VolleySetUp, we may use your email address to respond and manage the conversation.

We do not send mass promotional communications without an appropriate legal basis. Operational communications concerning the service may be sent when necessary to manage the relationship or operate the platform.

19. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect technical, organisational or legal changes, or changes to the service.

The updated version will be published on this page. Where changes are significant, additional notices may be provided to affected users or clubs.