Privacy Policy

1. Introduction

eScoutia connects football players with scouts and coaches. Protecting the personal information you share with us is important, and we designed this Policy to help you understand what we collect, why we collect it, and the choices you have.

2. Information We Collect

Account information: name, email address, password (stored in hashed form), role (player, scout, coach, or admin), country, and city.

Profile information: for players, this includes date of birth, position, height, weight, preferred foot, nationality, club, league, biography, and highlight video links. For scouts and coaches, this includes organization, job title, years of experience, biography, and contact details.

Verification documents: if you request profile verification, you may upload supporting documents such as identification, licenses, coaching or scouting credentials, or club affiliations.

Usage information: log data, device and browser information, and interactions with the Platform, such as profile views, watchlist activity, and introduction requests, collected automatically to help us operate and improve the Platform.

Communications: information you provide when you contact us, submit a contact form, or communicate with other users through features we provide.

3. How We Use Your Information

We use the information we collect to: operate, maintain, and improve the Platform; create and display player and scout profiles; facilitate introductions between scouts/coaches and players; verify user identities and credentials; send you service-related communications (such as email verification, password resets, and introduction notifications); enforce our Terms of Service; and comply with legal obligations.

4. Verification Documents

Documents you upload as part of a verification request (such as identification, licenses, or certifications) are stored securely and used exclusively to allow our team to review your request. Once an administrator has reached a decision (approved, rejected, or additional information requested), the underlying files are permanently and irreversibly deleted from our storage. We retain only a record that a request was made and its outcome, not the documents themselves.

5. How We Share Information

Between users: player profile information (excluding private contact details, unless you choose to share them) is visible to verified scouts and coaches for the purpose of discovery and recruitment. When a scout or coach requests an introduction, relevant contact information may be shared with the player to facilitate communication.

Service providers: we share information with trusted third-party providers who help us operate the Platform, including cloud storage providers (such as Cloudflare and Appwrite) for hosting profile images, videos, and verification documents, and email delivery providers (such as Zeptomail) for sending transactional emails. These providers are contractually bound to protect your information and use it only to provide services to us.

Legal requirements: we may disclose information if required to do so by law, or in a good-faith belief that such action is necessary to comply with legal process, protect the rights or safety of eScoutia, our users, or the public, or investigate fraud or security issues.

We do not sell your personal information to third parties.

6. Data Storage and International Transfers

eScoutia serves users primarily across Africa and Canada. As a result, your information may be stored and processed in countries other than your own, including Canada and countries where our hosting and infrastructure providers operate. Where we transfer information internationally, we take reasonable steps to ensure it continues to be protected in accordance with this Policy.

7. Data Retention

We retain your account and profile information for as long as your account remains active, or as needed to provide you the Platform. If you request deletion of your account, we will delete or anonymize your personal information within a reasonable period, except where we are required to retain certain information to comply with legal obligations, resolve disputes, or enforce our agreements. As described above, verification documents are deleted immediately upon review, well before any broader account deletion.

8. Cookies and Similar Technologies

We use cookies and similar technologies to keep you logged in, remember your language preference, and understand how the Platform is used. You can control cookies through your browser settings; however, disabling certain cookies may affect the functionality of the Platform, such as staying signed in.

9. Your Rights and Choices

Depending on your location, you may have rights to access, correct, update, or delete your personal information, to object to or restrict certain processing, and to request a copy of your data in a portable format. You can update most of your profile information directly within your account, or contact us at contact@escoutia.com to exercise these rights.

10. Children's Privacy

The Platform is intended for users who are at least 16 years old. Where a player under the age of majority in their jurisdiction uses the Platform, we expect that a parent or legal guardian is aware of and consents to their use. We do not knowingly collect personal information from children below the minimum age permitted by applicable law without appropriate consent, and will delete such information if we become aware of it.

11. Security

We implement technical and organizational measures designed to protect your information, including password hashing, encrypted connections, and access controls on our storage systems. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our practices or legal requirements. If we make material changes, we will provide reasonable notice, such as by posting an update on this page or notifying you through the Platform. We encourage you to review this Policy periodically.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at contact@escoutia.com.