Privacy policy

Data controller

Volleyball Denmark is the data controller for the processing of your personal data on Spilvolley.

Volleyball Denmark
Idrættens Hus, Brøndby Stadion 20
2605 Brøndby
volleyball.dk

What information we collect

When you submit an inquiry through Spilvolley (the finder flow or a club page), we ask for the following:

• Contact person’s name and email address
• Player/participant name and date of birth
• Optional message to the club
• Finder choices (age group, discipline, location, etc.)

Purpose

We process your information in order to:

• Forward your inquiry to the relevant volleyball club or Volleyball Denmark so they can contact you
• Help you find a suitable volleyball offer in your area
• Operate and improve the Spilvolley service

Disclosure and processors

Your inquiry is sent to the volleyball club you selected (or to Volleyball Denmark as coordinator) so they can contact you. That is the purpose of the service, not marketing.

We use an email provider to send receipts and club or administration emails. When the help chatbot is enabled, a question may be sent to a language-model provider. Those providers’ own retention is not described here because it is not documented in this application.

Retention and deletion

Contact details on closed or rejected inquiries are reviewed for anonymisation after 12 months. Copies of email recipients and follow-up messages follow the same type of schedule. Finder sessions are deleted after 3 months. Actor names in the internal activity log are minimised after 24 months.

The review is manual: an administrator must approve before anonymisation. Open inquiries, player name/date of birth, and free-text messages do not yet have a fixed retention period in the application. You can contact us to request deletion; requests are handled by an administrator.

Account and access

If you sign in, Spilvolley stores a session cookie and may cache name and email for club or federation access so administrators can see who was invited. Access is controlled by Login user ID, not email alone. When club access is revoked, name/email is removed from the cache after a period; access history is retained. A Spilvolley administrator can delete club access entirely.

Cookies and analytics

Spilvolley uses Vercel Analytics for anonymous traffic statistics. Short-lived finder sessions are also stored in our database (random session key and optional technical details such as user agent — not name or email) to understand where users leave the finder. Third-party marketing cookies are not used. Technical cookies may be used for session handling when signed in.

Chatbot

Spilvolley may offer an optional help chatbot. When enabled, questions and answers may be stored so Volleyball Denmark can improve help and follow up on unknown questions. If you are signed in, the conversation may be linked to your account. Anonymous conversations are stored without an account. The feature may be turned off.

When configured, your question may be sent to a language-model provider to generate an answer from Spilvolley help texts. We do not describe the provider’s own retention here because it is not documented in this application.

Your rights

You have the right to access, rectify, and erase your personal data. You may also object to processing. Contact Volleyball Denmark if you wish to exercise your rights. Deletion requests are handled by an administrator. When we have a communication address, we send a receipt and a message when the request has been processed.

Contact

If you have questions about this privacy policy, contact Volleyball Denmark via volleyball.dk.