Privacy Policy

This Privacy Policy explains how SubStats collects, uses, stores, and protects information when you use substats.co.za and the SubStats platform.

SubStats is a South Africa-based software platform that helps martial arts gyms track competition performance. We are committed to handling data responsibly and in a way that suits a small but serious SaaS product.

By using SubStats, you acknowledge this Privacy Policy.

1. Introduction

SubStats provides software tools that help gyms and coaches organise athlete competition records, review match history, monitor progress over time, and analyse team performance trends.

To operate the platform, we collect and process certain information relating to gym accounts, platform users, and athlete competition records. This Privacy Policy explains what we collect, how we use it, and what rights users may have in relation to that data.

2. Information We Collect

2.1 Gym and account information
This may include gym name, contact name, email address, billing-related information, subscription plan details, and account settings and preferences.

2.2 User login and account access information
This may include email address, password or authentication-related information, login timestamps, account activity history, and basic technical data associated with account access.

2.3 Athlete and competition record information
This may include athlete names, gym association, competition entries, match results, placements, division information, event names and dates, and related competition metadata.

2.4 Platform usage information
We may collect basic analytics about how the platform is used, including pages viewed, features used, session activity, device or browser information, IP address or approximate location data derived from technical logs, and performance and diagnostic information.

3. How Information Is Used

We use collected information to operate, maintain, improve, and support SubStats. This may include using information to:

• create and manage user accounts;
• provide the platform and its features;
• organise competition records and athlete histories;
• generate dashboards, summaries, and performance trends;
• enable or support automatic result logging where authorised;
• manage subscriptions and billing;
• communicate with users about accounts, service updates, and support matters;
• monitor platform performance, security, and stability;
• investigate misuse or unauthorised activity; and
• improve the service over time.

SubStats does not sell personal data. We use data only to operate, maintain, secure, and improve the platform and related services.

4. Use of Public Competition Data

A core feature of SubStats is the organisation of competition data from publicly available sources. SubStats may collect and incorporate publicly available competition results from sources such as public tournament websites, public competition brackets, other publicly accessible result pages, and information observed or recorded by SubStats while physically or virtually present at live events, provided the results are publicly available.

SubStats only collects and organises competition results that are publicly available.

In addition, gyms must provide explicit permission for SubStats to collect results relating to athletes from their gym. When signing up or enabling automatic result logging, the gym authorises SubStats to collect and organise publicly available competition results relating to athletes from that gym in order to provide performance tracking and analytics within the platform.

5. How We Handle Information

SubStats is based in South Africa and aims to handle information responsibly and in a manner consistent with applicable South African privacy expectations, including reasonable standards of fairness, security, and purpose limitation.

Where relevant, we process information because it is necessary to provide the service requested by users, administer subscriptions and accounts, pursue legitimate interests in operating, securing, and improving the platform, and make use of publicly available competition information in the manner described in this Policy.

6. Data Accuracy and Corrections

Because some competition information may originate from publicly available third-party sources or live event observation, it may sometimes contain errors, omissions, or inconsistencies.

If you believe data associated with your gym is inaccurate, incomplete, or should be corrected, you may contact us at hello@substats.co.za. We will review the request and take reasonable steps to correct or update the information where appropriate.

Gyms may also request removal of data associated with their gym, subject to our legitimate operational, legal, and record-keeping needs.

7. Data Sharing

We do not sell personal data. We may share information only in limited circumstances, such as:

• with service providers that help us operate the platform, such as hosting, infrastructure, analytics, authentication, billing, or support providers;
• where disclosure is required by law, court order, or lawful governmental request;
• where reasonably necessary to protect our rights, users, systems, or the security of the platform; or
• as part of a business transfer, restructure, sale, or similar transaction, subject to appropriate handling of data.

Where third-party service providers are used, we take reasonable steps to work with providers that are appropriate for supporting a SaaS platform.

8. Data Storage and Security

We take reasonable technical and organisational steps to protect information stored through SubStats against unauthorised access, misuse, loss, alteration, or disclosure. These steps may include access controls, password protection and authentication measures, secure hosting practices, restricted internal access to data where appropriate, and monitoring and maintenance aimed at preserving service integrity.

No online system can be guaranteed to be completely secure. While we take reasonable steps to protect data, we cannot guarantee absolute security.

9. Retention of Data

We retain information for as long as reasonably necessary to provide the platform and related services, maintain account history and athlete records, support analytics and service improvement, comply with legal, tax, accounting, or record-keeping obligations, and resolve disputes and enforce our agreements.

Retention periods may vary depending on the type of data and the purpose for which it was collected. If an account is closed, we may delete or de-identify certain information within a reasonable period, while retaining information that is reasonably necessary for legitimate business, legal, security, or backup purposes.

10. User Rights

Subject to applicable law, users may have the right to request:

• access to certain information associated with their account or gym;
• correction of inaccurate or incomplete information;
• deletion or removal of certain data associated with their gym;
• clarification on how information is being used; and
• cancellation of their account or subscription.

To make a request, contact hello@substats.co.za. We may ask for reasonable verification before acting on a request and may decline requests where we are legally entitled or required to retain certain information.

11. Children and Minor Athletes

SubStats is a business tool intended for use by gyms, coaches, and authorised adult account holders. It is not intended for direct use by children.

Where competition records relate to younger athletes, such information is limited to publicly available competition results and gym-related performance tracking as authorised by the gym using the platform.

If you believe information relating to a minor has been handled improperly, please contact us and we will review the matter.

12. International or Third-Party Services

SubStats may use third-party providers to support hosting, analytics, communications, authentication, or billing. Some of these providers may process information in jurisdictions outside South Africa. Where this occurs, we will take reasonable steps to ensure that such processing remains appropriately connected to the operation of the service and subject to suitable safeguards where reasonably available.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we may notify users through the platform, on our website, or by email. The updated version will become effective when posted, unless stated otherwise.

Your continued use of SubStats after the updated Policy takes effect indicates acceptance of the revised Policy.

14. Contact Information

If you have any questions about this Privacy Policy, or if you would like to request a correction or removal of data associated with your gym, please contact:

SubStats
Website: substats.co.za
Email: hello@substats.co.za