RugbyAxis Privacy Policy

1. Introduction

RugbyAxis respects your privacy and is committed to protecting personal information.

This Privacy Policy explains how RugbyAxis (Pty) Ltd collects, uses, stores, shares, and protects information when users access or use the RugbyAxis website, platform, and related services.

RugbyAxis is a rugby coaching and programme management platform. It helps coaches, clubs, schools, academies, organisations, and authorised users manage team planning, player profiles, squad intelligence, matchday preparation, training plans, game plans, opponent plans, rugby animation, playbooks, calendars, and related coaching workflows.

By using RugbyAxis, you acknowledge that you have read and understood this Privacy Policy.

2. Who this Privacy Policy applies to

This Privacy Policy applies to all RugbyAxis account types, including Animator & Playbook accounts, Solo Coach accounts, Organisation accounts, organisation administrators, invited coaches, and other authorised users.

It also applies to player profile information entered into RugbyAxis by authorised users and to visitors to the RugbyAxis website.

For Solo Coach accounts, the individual coach is responsible for ensuring that they have the necessary permission, authority, or lawful basis to add and manage player information in RugbyAxis.

For Organisation accounts, the organisation, account owner, or authorised administrator is responsible for ensuring that the organisation has the necessary permission, authority, or lawful basis to add and manage player information in RugbyAxis.

3. Information RugbyAxis collects

RugbyAxis only aims to collect information that is reasonably necessary to provide, operate, secure, and improve the platform.

3.1 Account and user information

When a user creates or uses a RugbyAxis account, RugbyAxis may collect:

• full name;
• email address;
• authentication and login information;
• account type;
• subscription plan;
• organisation name;
• user role, permissions, and team assignments;
• account status;
• support and communication records.

Passwords and authentication processes may be handled through RugbyAxis’s authentication provider. RugbyAxis does not intentionally store plain-text passwords.

3.2 Animator & Playbook account information

Animator & Playbook accounts may create and manage tactical rugby content, including rugby animation projects, playbook items, saved plays, coaching-board content, and related rugby knowledge or tactical material. Where an Animator & Playbook account does not use player profile features, RugbyAxis only processes the account, subscription, playbook, animation, and rugby content information needed to provide those services.

3.3 Organisation and team information

RugbyAxis may collect information entered by coaches, administrators, or authorised organisation users, including:

• organisation, club, school, or academy name;
• team names;
• age group and squad structure;
• coach and user assignments;
• matchday selections;
• training plans;
• game plans and opponent plans;
• programme dashboard information;
• calendar events created through the platform;
• custom drills, playbook items, rugby animation projects, team notes, and planning information entered by users.

3.4 Player profile information

Authorised users may create player profiles in Squad Intelligence. RugbyAxis may process the following player profile information:

• player name;
• rugby position;
• secondary positions;
• jersey number, where used;
• squad or team assignment;
• skills, ratings, and coaching assessments entered by the coach;
• player availability status, such as available, unavailable, injured, suspended, or resting;
• expected return date, where applicable;
• upward eligibility or call-up status between same-age-group teams.

3.5 Information RugbyAxis does not require for player profiles

RugbyAxis is designed to limit unnecessary player personal information. RugbyAxis does not require users to enter:

• player photographs;
• ID numbers or passport numbers;
• home addresses;
• player contact details;
• parent or guardian contact details;
• date of birth;
• medical diagnosis details;
• injury descriptions;
• treatment notes;
• medical documents;
• financial information relating to players.

Users must not enter unnecessary personal, identity, contact, medical, or sensitive information into RugbyAxis fields that are not designed for that purpose.

3.6 Injury and availability information

RugbyAxis may allow coaches to mark a player as injured and record an expected return date. RugbyAxis does not provide fields for injury descriptions, medical diagnoses, treatment records, or medical documents.

Availability information is intended only for rugby team planning, squad management, training planning, and matchday preparation. RugbyAxis is not a medical records system and does not provide medical advice.

3.7 Technical and usage information

When users access RugbyAxis, RugbyAxis may collect limited technical and usage information, including device and browser information, IP address or approximate location information, login and session information, error logs, security logs, and usage information needed to operate, secure, troubleshoot, and improve the platform.

4. How RugbyAxis uses information

RugbyAxis may use personal information and platform data to create and manage accounts, authenticate users, control access to teams and modules, provide and operate the platform, save and display coaching data, manage subscriptions and billing status, provide support, send important service communications, secure the platform, prevent misuse, and comply with legal, regulatory, tax, accounting, or operational obligations.

5. Lawful basis for processing

Depending on the country, region, and privacy law that applies, RugbyAxis may process personal information on one or more of the following bases:

• performance of a contract, where processing is necessary to provide RugbyAxis services;
• legitimate interests, including operating, securing, supporting, and improving the platform;
• consent, where required by law or where a user chooses to provide certain information;
• legal obligation, where RugbyAxis must comply with applicable laws;
• authorised processing by an organisation, club, school, academy, or coach that has the authority to manage player information.

6. Player information and organisation responsibility

RugbyAxis provides the platform, but coaches and organisations decide what player information they enter.

By adding player information to RugbyAxis, the coach, administrator, organisation, club, school, or academy confirms that it is authorised to manage that player information, has obtained any required permission or consent where applicable, will only enter information necessary for rugby coaching and team management, will not enter unnecessary identity, contact, medical, or sensitive information, and will keep player information accurate and up to date where reasonably possible.

7. Children and youth player information

RugbyAxis may be used by schools, clubs, academies, and coaches who manage youth rugby teams. RugbyAxis is intended for use by authorised coaches, administrators, and organisation users. It is not intended for unsupervised direct use by children.

Where player information relates to minors, the organisation, school, club, academy, coach, or authorised user is responsible for ensuring that it has the required authority, permission, or lawful basis to add and manage that information.

8. Payments, subscriptions, and billing information

RugbyAxis may offer paid subscriptions. Payments may be handled through online subscription payments using a third-party payment provider or through manual organisation billing, such as invoice or direct EFT payment for schools, clubs, academies, or organisations.

Where online payments are used, payment information may be processed by a third-party payment provider. RugbyAxis does not intend to store full card numbers or complete payment credentials on its own systems.

Where manual billing is used, RugbyAxis may record basic billing and account status information, including organisation name, subscription plan, invoice or quote reference, payment status, billing period, renewal date, account access period, and billing contact information where provided.

9. Sharing of information

RugbyAxis does not sell personal information.

RugbyAxis may share or process information with trusted service providers who help operate the platform, including cloud hosting providers, database and authentication providers, payment providers, email and communication providers, support service providers, security, monitoring, or error-reporting providers, and professional advisers, regulators, authorities, or legal bodies where required by law.

10. International processing and storage

RugbyAxis may use cloud infrastructure and service providers located in different countries. This means personal information may be stored or processed outside the country where the user, coach, organisation, or player is located.

Where required, RugbyAxis will take reasonable steps to ensure that personal information receives appropriate protection when transferred or processed internationally.

11. Data security

RugbyAxis takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include user authentication, access controls, role-based permissions, database security rules, encrypted connections where applicable, reputable cloud infrastructure providers, and security monitoring and maintenance.

No online platform can guarantee absolute security. Users are responsible for keeping their login details secure and for ensuring that only authorised people access their RugbyAxis account.

12. Data retention

RugbyAxis keeps personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Account, organisation, team, and player data may be retained while an account remains active. If an account is cancelled, deleted, or inactive, RugbyAxis may retain information for a limited period where necessary for backup, legal, accounting, billing, security, dispute, or operational purposes.

13. Account deletion and data deletion requests

Users may request account deletion or data deletion by contacting RugbyAxis at info@rugbyaxis.com.

Organisation account owners may request deletion of organisation data, subject to verification of authority and any legal, billing, security, or backup retention requirements.

Where RugbyAxis receives a valid deletion request, RugbyAxis will take reasonable steps to delete or anonymise applicable information, unless retention is required or permitted by law.

14. User rights

Depending on the laws that apply in your country or region, you may have rights relating to your personal information, including the right to request access, correction, deletion, restriction, a copy of certain information, withdrawal of consent where processing is based on consent, objection to certain processing, or to lodge a complaint with a relevant data protection authority.

To exercise privacy rights, contact RugbyAxis at info@rugbyaxis.com. RugbyAxis may need to verify your identity or authority before responding to a request.

15. Cookies and similar technologies

RugbyAxis may use essential cookies, browser storage, or similar technologies required for login, authentication, security, session management, and platform functionality.

If RugbyAxis later uses analytics, advertising, marketing pixels, or non-essential tracking technologies, RugbyAxis may update this Privacy Policy and, where required, provide appropriate notice or consent options.

16. Communications

RugbyAxis may send users account and login-related messages, subscription and billing messages, support responses, security notices, important platform or policy updates, and service-related announcements. If RugbyAxis sends marketing communications, users will be given a way to unsubscribe or opt out where required by law.

17. Medical and welfare disclaimer

RugbyAxis is a rugby coaching and team planning platform. RugbyAxis does not provide medical advice, injury diagnosis, treatment recommendations, player welfare decisions, or return-to-play clearance.

Any injured, unavailable, suspended, resting, or return-date status entered into RugbyAxis is for team planning purposes only. Coaches, organisations, clubs, schools, academies, and users remain responsible for player welfare and for obtaining appropriate medical, safeguarding, or professional advice where required.

18. User responsibilities

Users must use RugbyAxis responsibly and must not enter unnecessary or inappropriate information into the platform, including medical diagnosis details, injury descriptions, treatment notes, medical documents, player ID numbers, player contact details, parent or guardian contact details, home addresses, photographs, or any other unnecessary sensitive information.

Users are responsible for ensuring that information they enter is lawful, accurate, relevant, and appropriate for rugby coaching and team management.

19. Changes to this Privacy Policy

RugbyAxis may update this Privacy Policy from time to time. The updated version will be posted on the RugbyAxis website or platform with a new effective date or updated date. Where changes are material, RugbyAxis may provide additional notice through the website, platform, or email.

20. Contact RugbyAxis

For privacy questions, data requests, account deletion requests, or other privacy-related matters, contact:

RugbyAxis Privacy Contact
Email: info@rugbyaxis.com
Website: rugbyaxis.com
Business / legal entity: RugbyAxis (Pty) Ltd