Pilot Privacy Notice
This notice explains how personal data is used in the REF MONITOR PRO pilot for selected adult match officials.
Information collected
- Participant name or assigned Pilot ID, email, role and federation.
- Wellbeing and health information, including sleep, fatigue, soreness, stress, mood, pain, injury status and availability.
- Body measurements, training, heart-rate, workload, match and recovery information entered by the participant.
- Official performance-test result documents voluntarily uploaded by the participant, the human-confirmed values taken from them, and their three-month progression.
- Where qualified staff records a medical follow-up: clinical status, diagnosis supplied by the qualified professional, restrictions, recovery protocol, review date and validating professional.
- If the participant voluntarily connects Polar Flow: exercise date and time, sport, device, duration, distance, calories, heart-rate average and maximum, heart-rate zones and available training-load values. REF MONITOR PRO does not receive the participant’s Polar password.
- Selected watch or GPS provider and manually entered GPS-derived performance metrics, such as speed, sprint, high-intensity distance, acceleration and deceleration.
- Travel context and response, including transport mode, journey timing and duration, time zones, overnight travel, match proximity, sleep, hydration, mobility, discomfort and fatigue.
- Access, consent, connection, synchronisation, submission, revocation and export timestamps, plus minimal security logs. Personal-link tokens, Polar access tokens and questionnaire values are not written to audit logs.
Purposes
Individual monitoring, preparation and recovery follow-up, qualified human review, evaluation of the pilot workflow and security, and preparation of an aggregate pilot report.
Legal basis and consent
Participation relies on consent under Article 6(1)(a) GDPR. Explicit consent under Article 9(2)(a) GDPR is requested for wellbeing and health information. Travel, GPS-derived information and any optional Polar Flow exercise data are included only after this notice is accepted. Refusing or withdrawing consent will not affect selection, appointments or professional treatment.
Recipients
Access is limited to the controller, authorised performance staff assigned to the pilot, and technical hosting providers strictly necessary to operate the service. Individual records are not public and will not be included in a public demonstration.
Automated decisions and AI
No exclusively automated decision is permitted. A document may be prepared for extraction, but its values enter graphs only after authorised staff compare them with the original and confirm them. Diagnosis, medical protocol and return-to-activity decisions remain under qualified human control. Submitted information is not used to train an artificial-intelligence model.
Retention
Access closes on 30 November 2026. Identifiable pilot data will be deleted no later than 30 December 2026 unless earlier deletion is requested or retention is legally required. Fully anonymised aggregate results may be retained.
Your rights and withdrawal
You may withdraw consent at any time without disadvantage and request access, correction, restriction, export or deletion by emailing kad.touati@gmail.com. Withdrawal does not affect processing already carried out before withdrawal. You may also lodge a complaint with the competent data-protection authority.
Security and international hosting
Access uses personal, time-limited links and restricted staff permissions. Polar access tokens are encrypted before storage and are never displayed to staff. A participant may disconnect Polar Flow from Training at any time; future synchronisation then stops. Technical providers may process service data outside the participant’s country under the safeguards applicable to their hosting services.
Incident reporting
Stop entering data and contact the Pilot Lead immediately if a link was shared, an incorrect profile appears, a submission is missing, or another person’s information becomes visible.