Privacy and data management policy

1. Who is responsible for your data?

Jamzo is a roller derby game management and tracking application operated under the name Jamzo by Charles Robart, located at Apartment 204, 1005 Rielle Street, Montreal, Quebec H4G 2T2, Canada (“Jamzo,” “we,” “us,” or “our”).

The person responsible for the protection of personal information can be contacted at:

• Email: privacy@jamzo.app
• Address: Apartment 204, 1005 Rielle Street, Montreal, Quebec H4G 2T2, Canada
• Title: Jamzo Privacy Officer

2. Scope of this policy

This policy explains how Jamzo collects, uses, discloses, retains, and protects personal information when you use the mobile application, its web version, related services, or communicate with us.

It also covers information that an organizer, official, or scorekeeper enters about other people, including athletes and game officials.

3. Data we process

Account data

• email address;
• nickname or derby name;
• password in a protected form through our authentication provider — Jamzo cannot access the password in plain text;
• primary league affiliation;
• account identifier, email confirmation status, and session information.

Technical data

• random device identifier created by Jamzo;
• session tokens and data needed to maintain the connection;
• temporary role or team assignments;
• game operations queued while offline;
• IP addresses, login dates, and technical logs that may be generated by our hosting and authentication providers.

Jamzo does not currently request access to precise location, contacts, microphone, camera, or photos. Jamzo does not currently include behavioural advertising or marketing analytics tools.

Game data available to authorized people

Depending on the features used, this information is available to the game creator and to NSOs who have received the private game code:

• league and team names and affiliations;
• date, time, venue, and tournament;
• nicknames, numbers, and team rosters;
• officials’ names or nicknames, roles, affiliations, and certification levels;
• scorekeepers’ and managers’ names or nicknames;
• scores, lineups, penalties, penalty-box visits, expulsions, and other sports statistics;
• game status and exported statistics documents.

Before entering another person’s information, you must be authorized to do so and inform them of the intended uses. The private code must be shared only with officials who need access to the game.

Confidential disciplinary data

An expulsion or suspension form may contain:

• nicknames and legal names;
• email addresses and affiliations;
• statements, comments, and an incident description;
• a sanction or suspension recommendation;
• a signature entered as text;
• information about an expelled athlete, witnesses, captains, and officials.

This data is not included in the game’s ordinary operational data. Access within Jamzo is limited to the permanent account responsible for the game. It may, however, appear in a file exported and shared by that user; the recipient then becomes responsible for protecting their copy.

Data received from third parties

We may receive data:

• from an organizer, official, or user who prepares or records a game;
• from public sports directories, including public information about leagues, teams, athletes, and officials;
• from our authentication and hosting provider;
• from the device when session or game data is stored locally.

Communications and privacy requests

When you communicate with Jamzo, including at privacy@jamzo.app or through the request form, we may process:

• your email address and any contact details you choose to provide;
• the content of your message and references to the games or data concerned;
• any attachments you choose to send;
• metadata needed to receive, transfer, secure, and process the message.

Please do not send an identity document, disciplinary form, or other sensitive information with your initial message. If further verification is necessary, Jamzo will provide a proportionate way to complete it.

4. Why we use data and our legal basis

Purpose	Main data	Intended basis in Canada	Intended basis under the GDPR
Create, secure, and administer an account	email, nickname, protected password, session	consent and delivery of the requested service	performance of a contract
Organize, record, and synchronize a game	sports data, device and session identifiers	consent and delivery of the service	performance of a contract; legitimate interests for strictly sports-related third-party data, following a documented balancing assessment
Produce official sheets and preserve sports history	nicknames, roles, scores, lineups, and penalties	disclosed sports purpose, consent, or another applicable authorization; necessity review	documented legitimate interests for strictly sports-related archives involving adults, following necessity and balancing assessments, with a right to object
Publish the sports archive	nicknames, numbers, official roles, results, and statistics	disclosed publication that is reasonable in the circumstances; correction and removal mechanism	documented legitimate interests where publication is necessary and proportionate; otherwise consent or removal from public display
Manage a disciplinary incident	identity, statements, sanctions, and signatures	express consent where required and event management	explicit consent where necessary; establishment, exercise, or defence of legal claims where applicable and documented
Prevent abuse and secure the service	identifiers, logs, IP addresses, and technical activity	legitimate interests and security obligations	legitimate interests and legal obligations
Respond to requests and comply with the law	account, communications, and processing records	legal obligations and accountability	legal obligations

We do not make decisions that produce legal or similarly significant effects based solely on automated processing. We do not sell personal information or share it for cross-context behavioural advertising.

5. Game access and publication

Games are not publicly listed by default. The creator accesses a game through their permanent account. An NSO must enter the private six-character code provided by the Head Game; access is tied to their session and the Scorekeeper or LineUp / Penalty Tracker role, expires automatically, and is shortened after the relevant portion of the game ends.

The code is confidential access information and must not be published. It remains visible to the game creator while the game is underway, but it is not returned in lists or summaries intended for NSOs and is not used as a replacement title in exports. When the Head Game confirms that the game has ended, the code and technical NSO access are immediately revoked and deleted. If the Head Game reopens the game to make a correction, a new code is generated; the former code and NSO sessions never become valid again. The date and a short operational reason for the latest reopening are recorded. That reason must not contain unnecessary personal or sensitive information.

Completed games may then contribute to Jamzo’s public sports archive and statistics service. This history may include teams, results, sports names or nicknames, numbers, officials’ names and roles, and game statistics. Disciplinary data, account contact details, technical identifiers, and access codes are never included.

A decision concerning a person’s privacy rights may correct, hide, or pseudonymize their display in the public archive. This decision does not automatically alter an official WFTDA sheet retained under restricted access. Keeping an official document does not automatically justify continuing to display a name publicly.

Official WFTDA documents may contain required names and numbers. They are generated for authorized managers and officials; any later sharing must be limited to recipients who need them.

Confidential disciplinary data, account email addresses, account identifiers, device identifiers, session tokens, and technical logs must never be made public.

6. Who receives the data

We limit disclosure to people and providers who need the information:

• Supabase Pte. Ltd. and its subprocessors, for database hosting, authentication, storage, server functions, backups, and logs;
• Resend (Plus Five Five, Inc.), for transactional and account-retention emails and for receiving and forwarding messages sent to privacy@jamzo.app; Resend may process message addresses, metadata, content, and attachments;
• Google (Gmail), as the current administrative destination for messages forwarded from privacy@jamzo.app; Google may process message addresses, metadata, content, and attachments according to the services and terms applicable to the account used;
• Vercel, Inc., for hosting the Jamzo website and measuring technical audience data through Vercel Analytics;
• Expo / EAS, when its services are used to build, sign, distribute, or update the application; it may receive application code, project identifiers, build logs, technical information, and, depending on the features enabled, technical installation data;
• Cloudflare, Inc., for domain and DNS management. Jamzo does not intentionally send game data to Cloudflare; if a proxy, security, or routing service is enabled, Cloudflare may also process the technical network data needed to provide that service;
• Apple and Google, when the application is downloaded or used through the App Store or Google Play, under their respective policies and roles;
• people to whom a user chooses to send an exported PDF or XLSX file;
• an authority, adviser, or other party when required by law, to protect security, or to establish, exercise, or defend legal rights.

When a provider acts on Jamzo’s behalf, we rely on its contractual terms and, where applicable, a data-processing agreement. The agreements published by Supabase and Resend include processor obligations and standard contractual clauses for certain transfers subject to the GDPR. Vercel’s agreement applies according to the plan and contract used. Jamzo remains responsible for selecting its providers, configuring its services, and assessing its transfers.

Jamzo is committed to keeping its provider list current and reassessing each provider’s role, processing locations, subprocessors, and safeguards when a service or processing activity changes. On request, we can provide more information about provider categories and applicable transfer mechanisms, subject to confidential security information.

7. Processing location and international transfers

Jamzo’s main production database services — including PostgreSQL, Supabase Auth, and project storage — are hosted in Supabase’s us-east-1 (Northern Virginia), United States region.

Jamzo also uses a separate development environment in Supabase’s us-west-1 (Northern California), United States region. This environment is intended for testing and must not receive copies of production data. Any personal data needed for testing must be minimized, fictitious, or de-identified where possible, then deleted under the applicable rules.

Selecting a main region does not mean that all processing takes place exclusively in that region. Edge Functions may run in a different region, including near the caller. Backups, logs, support services, electronic communications, and subprocessors may also involve other processing locations.

The providers listed above may process information outside Quebec, including in the United States. Messages received at privacy@jamzo.app currently pass through Resend before being forwarded to a Gmail service. PDF and XLSX files are generated on the device and leave Jamzo only when the user chooses to share them with a recipient or another service.

Before adding a provider or a new transfer outside Quebec, Jamzo must assess whether the disclosure is necessary, the sensitivity and quantity of the information, its purpose, contractual and technical safeguards, subprocessors, and the legal regime of the processing location. For transfers subject to Quebec law, Jamzo documents the required privacy impact assessment and governs the disclosure through a written agreement where required by law.

Where the GDPR applies and data is transferred outside the European Economic Area without an applicable adequacy decision, Jamzo uses a recognized mechanism, including the standard contractual clauses incorporated into the agreements of the providers concerned, and assesses any necessary supplementary measures. These mechanisms do not prevent a provider from having to respond to a valid government request under the law applicable to it.

Transferring or hosting information in another country may make it subject to that country’s laws. Jamzo limits the data disclosed, applies access controls, encrypts communications in transit, and avoids sending disciplinary forms or other sensitive information by email when a more restricted channel is necessary.

8. Retention and deletion

Jamzo applies the following schedule. Time periods begin with the stated event and may be suspended only for data needed to comply with a legal obligation, handle a dispute, or defend legal rights.

Category	Retention period or triggering event	Outcome
Account and profile	2 years after the last successful login; notices are planned 90 and 30 days before the deadline	active account, profile, and sessions are deleted; a new login cancels the deadline
Voluntary account deletion	when the request is confirmed	active account, profile, and sessions are deleted, subject to applicable technical delays and obligations
Sessions and local data	until logout, local deletion, or no later than 30 days after they are no longer needed	revocation or deletion
Private code and technical NSO access	until the Head Game confirms that the game has ended	immediate revocation and deletion; reopening creates a new code without reactivating former access
Association between a game and the Head Game account	24 months after the latest end-of-game confirmation	creator account is dissociated and the game is removed from “My Games”; the sports archive remains read-only
Names or nicknames, numbers, officials, results, and statistics	while Jamzo operates its sports archive and statistics service	retained to preserve the integrity of the history, subject to applicable correction, removal, and objection rights and an annual necessity review
Abandoned game in preparation	90 days after the last activity	deletion
Unfinalized disciplinary form	30 days after the game	secure deletion
Finalized disciplinary form	until the file is closed, plus 12 months	secure deletion, except where a retention obligation or active dispute applies
Security logs	12 months	deletion, except for an investigation or legal obligation
Temporary files generated on the device	until the system or user clears the cache	local deletion
Privacy incident register	at least 5 years after becoming aware of the incident	deletion when the applicable period expires; this period meets the Quebec requirement and exceeds the Canadian federal minimum of 24 months
Rights requests and proof of response	3 years after the request is closed	deletion or anonymization
Backups	no more than 30 days after deletion from the active system	automatic expiry; any restoration reapplies deletions that have become due

Deleting an account removes login identifiers, the permanent profile, and affiliation, but does not automatically remove names, numbers, or roles shown on game sheets and in sports archives. Before the 24-month period following a completed game expires, deleting the account already dissociates the game from the deleted account. Dissociating the creator does not anonymize the game: people in the sports archive may still be identifiable.

At least once a year, Jamzo reassesses the necessity and proportionality of retaining identifiable historical information. A person may request correction, removal, or an end to the dissemination of their data. Jamzo reviews the request under applicable law and may retain certain elements where an obligation or compelling legitimate reason, including the integrity of an official sports result, justifies doing so. The decision and its reasons are communicated to the person.

Copies already exported or shared outside Jamzo cannot be automatically deleted by Jamzo.

9. Your rights and how to exercise them

Depending on where you live, you may request:

• access to your information and a copy;
• correction;
• deletion or anonymization;
• restriction or an end to certain uses;
• withdrawal of consent for the future;
• portability of data you provided in a structured, commonly used format;
• objection to processing based on legitimate interests;
• de-indexing or an end to dissemination where provided by law;
• information about source categories, recipients, and transfers;
• review of a complaint without discrimination or retaliation.

You can delete your account under Account > Delete account. This action concerns the account, profile, and login information; it does not automatically constitute a request to erase people named on game sheets.

You may separately request a review of identifiable game data: correction of a name, number, official role, or result; removal from public display; pseudonymization; de-indexing; restriction; or deletion. Use the personal information request form and identify only the game and data concerned; no Jamzo account is required. Do not send identity documents with your initial request. We will verify your identity proportionately, assess each category of data, and communicate in writing the actions taken and the specific reason for any retention or partial refusal.

We aim to provide a complete response within 25 days. The applicable legal deadline prevails, including one month under the GDPR and, for a covered business, 45 days under California law, subject to permitted extensions.

You may file a complaint with the appropriate authority, including the Office of the Privacy Commissioner of Canada, Quebec’s Commission d’accès à l’information, a European data-protection authority, or the authority in your U.S. state.

10. Children and minors

The current version of Jamzo is for adults only. A person must confirm that they are at least 18 years old to complete a Head Game account. When creating a game, the Head Game must confirm that every named skater and official is at least 18 years old. Jamzo retains only the date and version of these attestations; no date of birth or identity document is requested.

Jamzo does not currently support junior leagues or game records involving a minor. Organizers must not bypass this restriction. Before accepting minors, Jamzo will implement age-appropriate notices, verifiable parental or organizational authorization where required, private publication by default, parent or guardian rights, and a specific privacy impact assessment.

11. Security

We apply safeguards appropriate to the risks, including:

• encryption of communications in transit;
• authentication and email confirmation for permanent accounts;
• row-level access control in the database;
• an allowlist of columns available through the application and server functions that return only necessary data;
• server-side calculation of occupancy states: other NSOs’ account or device identifiers and presence timestamps are not downloaded by the application;
• separation of operational game data from confidential disciplinary forms;
• restriction of privileged keys to server functions;
• backups, updates, access reviews, and security testing;
• an incident-management procedure, a private register retained for at least five years, and an annual exercise.

No measure eliminates all risk. If an incident occurs, we investigate, limit the consequences, and notify people and authorities where required by law.

12. Electronic communications

Account confirmation, password-reset, security, and account-retention emails are necessary for the service to operate. They may be sent by Supabase or Resend, depending on the type of message. We will not send promotional messages without the required consent or other authorization and will provide an easy way to unsubscribe.

Messages sent to privacy@jamzo.app may pass through Resend and be forwarded to the administrative mailbox used by Jamzo. Do not use this address to send an identity document, a complete disciplinary form, or medical, criminal, or intimate information without being asked. Jamzo will provide an appropriate transmission method if an additional document is genuinely necessary.

13. Changes

We may change this policy when the service or the law changes. We indicate the date of the new version and notify people of any significant change before it takes effect where required by law.

14. Contact and complaints

Questions, requests, or complaints may be sent to Charles Robart, Jamzo Privacy Officer, at privacy@jamzo.app, or by mail to Apartment 204, 1005 Rielle Street, Montreal, Quebec H4G 2T2, Canada. We acknowledge receipt and explain our decision in writing.