Privacy Policy

Last Updated: October 15, 2025

Data Controller

This service is operated by:

Sport'N Data Nice, France SIREN: 938 617 974 VAT: FR00938617974 Email: contact@sportscienceai.com

1. Introduction

Thank you for using Sports Science AI! Your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

2. Information Collection

2.1 Personal Information

We collect personal information that you voluntarily provide when registering and using our services, including:

• Account Information: Name, email address, password
• Onboarding Information: Personal details, company/organization affiliations, research interests and background
• Profile Information: User preferences, settings, and profile customizations

2.2 Organization Data

• Multi-Tenant Organizations: When you create or join organizations, we collect organization names, roles, member information, and organizational settings
• Organization Membership: Information about your role and permissions within each organization
• Shared Content: Documents and data you share within your organization. You are solely responsible for ensuring you have the necessary rights and permissions to share any content with your organization before doing so

2.3 Content and Usage Data

• PDF Documents: Research papers and documents you upload, including file metadata and content for analysis
• Chat History: Your conversations with the AI assistant, including questions, responses, and session data
• PDF Annotations and Tags: Tags, notes, and organizational structures you create for your document library
• Literature Library: DOIs and research papers you save to your personal library
• Usage Analytics: Your interactions with features, pages visited, and service usage patterns

2.4 Payment Information

• Subscription Data: Plan selections, billing cycles, and subscription status
• Payment Processing: Payment information is processed securely through Stripe. We do not store your full credit card numbers on our servers

2.5 Technical Data

• Authentication: OAuth provider information if you sign in with third-party services
• Session Data: Authentication tokens and session information
• Device Information: Browser type, IP address, and device identifiers

Important Note: User inputs in the chatbot and PDF analysis features are not used to re-train our AI models.

3. Use of Information

The information we collect is used to:

• Provide, operate, and maintain our services including PDF analysis, AI chat, and literature review features
• Process your documents and generate AI-powered insights and responses
• Manage your organization memberships and role-based access
• Process payments and manage subscriptions through Stripe
• Send transactional emails and updates via our email service provider
• Improve, personalize, and expand our services
• Understand and analyze usage patterns to enhance user experience
• Develop new features and functionality
• Provide customer support and respond to your requests
• Comply with legal obligations and enforce our terms

For users in the European Economic Area, we process your information based on your consent, to perform a contract with you, to comply with legal obligations, or where we have a legitimate interest that does not override your privacy rights.

4. Data Storage and Processing

4.1 Infrastructure

We use industry-standard third-party cloud services to store and process your data. Our data is hosted in Europe (AWS) to ensure compliance with European data protection standards:

• Cloud Storage: Secure storage for uploaded PDF documents and research papers
• Managed Databases: Storage of user accounts, organizations, sessions, and metadata
• Vector Database Services: Document embeddings for semantic search and retrieval
• Cloud Hosting: Application hosting and deployment infrastructure

4.2 Data Processing

• Document embeddings are generated for search and AI-powered features
• AI models process your queries and documents to generate responses
• Chat context is maintained within sessions for continuity

5. Sharing of Information

We may share information we have collected about you in certain situations:

• Service Providers: We share data with third-party vendors who perform services on our behalf, including:
  • Stripe for payment processing and subscription management
  • AWS for cloud infrastructure and storage
  • Email delivery services
  • Anthropic for AI-powered chat and analysis features
• Organization Members: Within your organizations, certain information (name, role, shared documents) may be visible to other members based on organization settings
• Business Transfers: In connection with any merger, sale, or acquisition, your information may be transferred to the acquiring entity

6. Data Security

We implement comprehensive security measures to protect your personal information:

• Encrypted data transmission and storage
• Secure authentication and password hashing
• Database encryption at rest
• Access controls and role-based permissions
• Secure file upload mechanisms
• Regular security audits and updates

7. Data Retention

• Account Data: Retained while your account is active.
• Chat History and Documents: Retained while your account is active unless you delete them
• Organization Data: Retained while the organization exists; admin users can delete organizational data
• Payment Records: Retained as required by law for tax and accounting purposes (typically 7 years)

You can request deletion of your data at any time by contacting us.

8. Your Data Rights

Under GDPR and French data protection law, you have the following rights regarding your personal data:

• Access: Request a copy of your data
• Correction: Update inaccurate or incomplete data
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Receive your data in a machine-readable format
• Restriction: Object to or restrict certain processing activities
• Withdrawal: Withdraw consent at any time (where processing is based on consent)
• Complaint: Lodge a complaint with the French data protection authority (CNIL - Commission Nationale de l'Informatique et des Libertés) at www.cnil.fr

To exercise any of these rights, please contact us at: contact@sportscienceai.com

We will respond to your request within one (1) month as required by GDPR.

9. Organization Administrators

If you are a member of an organization, the organization administrator may have access to your organization-related data and activities. Administrators can:

• View member information and roles
• Manage organization settings and access
• Access organization-level usage data

Please contact your organization administrator for questions about organization data practices.

10. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your authentication session
• Remember your preferences
• Analyze usage patterns and improve our services
• Provide secure access to your account

You can control cookie preferences through your browser settings, though some features may not function properly without cookies.

11. Third-Party Services

Our platform integrates with carefully selected third-party services, including Stripe (payments), AWS (infrastructure), and Anthropic (AI capabilities). These providers are chosen for their robust security and reputation. Each has its own privacy policies and terms of service, and we encourage you to review them. Please note, we are not responsible for the privacy practices of these third-party services.

12. International Data Transfers

Your data is primarily stored and hosted in Europe (AWS). However, some third-party service providers, including Anthropic (AI services) and Stripe (payments), may process data in the United States. When data is transferred outside of Europe, we ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws, including Standard Contractual Clauses where required.

13. EU Right of Withdrawal

As a European consumer, you have the right to withdraw from your subscription within 14 days of purchase without giving any reason, in accordance with EU Consumer Rights Directive 2011/83/EU. You will receive a full refund for any amounts paid if you exercise this right within the 14-day period.

To exercise your right of withdrawal, please contact us at contact@sportscienceai.com within 14 days of your initial purchase.

14. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the new Privacy Policy on this page with an updated "Last Updated" date
• Sending an email notification for significant changes

Your continued use of our services after changes constitutes acceptance of the updated policy.

16. Contact Us

If you have questions or comments about this Privacy Policy, or to exercise your data rights, please contact us at:

Sport'N Data Nice, France Email: contact@sportscienceai.com SIREN: 938 617 974