Privacy Policy
Last updated: 13 September 2026
Bilybyn ("we", "us"), operated by Nilvoa, Belgium (VAT/BCE number BE1004043238), provides training-load tracking software to sports clubs (the "Club"). This page explains what personal data our app processes, why, and how you can exercise your rights over it.
In short: we only store what a club needs to track attendance and training load, no advertising, no data resale, no tracking across other websites. Coach accounts are created and managed by each club's administrator; the Club decides who to add and what to enter.
Who is responsible for what
Each Club acts as the data controller for the player and coach data it enters into Bilybyn: the Club decides whose data to add, for what purpose, and is responsible for having the appropriate consent (for example from a parent or guardian for a minor player). Bilybyn acts as the data processor: we store and process that data on the Club's behalf, following its instructions, and do not use it for our own purposes.
What we collect
- Coach/admin accounts: name, email address, phone number (optional), role within the club, and the teams they're assigned to. Login uses a password stored securely (hashed) by our authentication provider; we never see it in plain text.
- Player data (entered by coaches/admins): first and last name, team, and optionally phone number, email, address, and licence number.
- Training data: session dates, duration, attendance and, depending on what the Club has enabled, Rate of Perceived Exertion (RPE), Mindset, Application and Physical condition scores per player, plus optional free-text notes.
- Medical notes (only if the Club has explicitly enabled this feature): free-text notes about a player's health or injury status, entered by coaches or admins. This is health-related data, see "Health data and minors" below.
- Billing data (Club administrators only): subscription status and plan. Card details are entered directly into Stripe's own secure payment page; we never see or store your card number.
- Technical data: your session token (to keep you logged in) and your language preference, stored locally on your device.
Health data and minors
Some of the players tracked in Bilybyn are minors, and some of the data coaches enter (medical notes, injuries, physical-condition scores) falls under the category of health data. These categories call for particular care:
- Legal basis and consent: it is up to the Club, as data controller, to make sure it has the appropriate consent (from a parent or legal guardian for a minor player) before entering medical notes or enabling physical-condition tracking for that player. Bilybyn does not collect or verify this consent itself.
- Minimisation: medical notes and physical-condition tracking are optional features, disabled by default; a Club that has no use for them never sees them appear.
- Restricted access: only the coaches and administrators of the relevant Club can see a player's medical notes; they are never visible to another Club nor used by Bilybyn for any purpose beyond running the service.
- Deletion: a coach or administrator can delete a medical note from the app at any time; a parent/guardian who wants a note removed can ask their Club's administrator, or email us directly at support@bilybyn.com.
- Retention: like the rest of the Club's data, medical notes and health data are kept for as long as the Club's account is active, see "How long we keep data" below.
What we don't do
- No advertising or ad tracking, no analytics cookies, no sale of data to third parties.
- No use of your data to train AI models.
- No access to player or medical data by Bilybyn staff except when strictly necessary for support or debugging, at the Club's request.
Who else processes this data
We use a small number of trusted service providers ("sub-processors") to run Bilybyn; each only processes what it needs to do its job:
- Supabase · hosts our database, authentication and file storage.
- Vercel · hosts the website you're reading this on.
- Stripe · processes club subscription payments. We never receive your card details.
- Brevo · sends transactional emails (password reset, session reminders, etc.) on our behalf.
How long we keep data
We retain a Club's data for as long as its account is active. If a Club closes its account, its data is deleted within a reasonable time frame, except where we are required to keep billing records longer for legal or tax reasons.
Your rights
If you are a player, parent/guardian or coach and want to access, correct or request deletion of data held about you, please contact your Club's administrator first; they control what's in the system. If you'd rather contact us directly, or if you're a Club administrator with a question about your own account, email support@bilybyn.com.
To delete your own coach account, see our account deletion page.
Changes to this policy
We may update this page as the app evolves. Meaningful changes will be reflected by updating the "Last updated" date above.
Contact
Questions about this policy or your data: support@bilybyn.com.