1. Who is responsible
Well Run (Kostiantyn Moseichenko), Laagland 13, 2930 Brasschaat, Belgium, BE1012851234 ("Well Run", "we") is the controller of the personal data described here. Contact for privacy: score@well.run. Well Run does not need a data protection officer; score@well.run reaches the person responsible for privacy.
When a club, league or other organisation puts personal data about other people into WR Score (for example players in a roster), that organisation is the controller of it and Well Run processes it on its behalf (see section 7 and our Data Processing Agreement).
2. Never sent to us
Some things stay on your device and are never sent to Well Run:
- What your cameras see and your microphones hear. Score reading runs on your device. The one exception is what you choose to add to an error report yourself: a clip of the scoreboard, a screenshot or a recording. Your streams go straight from your device to the destinations you choose (for example YouTube); recordings are saved on your device.
- Your stream keys. They stay on your device. WR Score leaves them out of every export and cloud backup, so you enter them again after a restore.
- Your device's secret key and the place it keeps your sign-in.
- Your local settings, zones and camera setup (unless you turn on a cloud backup, section 3).
3. What we process, why, and on what basis
| What | Why | Legal basis |
|---|---|---|
| Account: name, e-mail, password (stored only as a secure hash), passkeys and second factors, language, time zone | To give you an account and keep it safe | Contract |
| Sign-in and security records: time, IP address, browser or app, device, new-sign-in alerts, audit of staff access | To protect accounts, detect abuse, investigate incidents | Legitimate interest (security) |
| Organisation: its name, members and their roles, invitations | To run the organisation's account | Contract |
| Devices: device name, kind and platform, its public key, approvals; a one-way hashed device identifier and a normalised hash of e-mail addresses that started a trial | To approve devices, count plan limits, and allow one trial per device and per e-mail | Contract; legitimate interest (preventing trial abuse) |
| Plan and billing: plan, licence, the offer your organisation holds and the day it joined, invoices and invoice details (company name, VAT number, address); payment through Stripe (we never see your full card number), or by bank transfer (the payer's name and account, as the bank shows them) | To sell and manage plans, invoice, meet accounting duties | Contract; legal obligation (accounting and tax) |
| Content you store or share in our cloud: competitions, teams, rosters, games and results, venues, graphics, media, designs, backups (sealed), live scores passing through live links, TV codes | To provide the cloud features you use | Contract (for organisations' own data); for others' personal data, see section 7 |
| Social networks you connect (only if you do): the network's access key for your organisation, and the posts you choose to publish through WR Score | To publish your posts on the networks you connected; you can disconnect at any time | Contract |
| The update check: about every 6 hours, the app sends updates.well.run its licence id, its version and its update channel | To offer you new versions | Contract |
| Widgets: a widget you put on a website loads from our server and shows your score, table, schedule and roster, with people's names only if your organisation ticked its consent. We count its views by day, place and logo. | To run the widget and show you its views | Contract; legitimate interest |
| Sponsor counts (proof of play): how often each sponsor item played, by place and competition. These are counts, not people. A competition's organiser can read them across its clubs. | To show sponsors' items were played | Contract |
| Support: your messages (in the app, by e-mail or on WhatsApp), files you attach, and what our staff see while helping (only inside a ticket you opened) | To help you | Contract; legitimate interest |
| Diagnostics (optional): crash reports and usage counts from your devices, only if you allow "Help improve WR Score" in Privacy; they carry no passwords, keys or tokens | To find and fix faults and improve WR Score | Consent (you can turn it off at any time) |
| Web analytics (only if you accept): pages visited, where you came from, browser and device type, approximate location, through Google Analytics cookies, in our property "WR Score", on the public pages of score.well.run only (never in your account, on a hall screen or in the app). If you refuse, or do nothing, no Google script loads and no cookie is set. | To see which pages help people, and improve them | Consent (cookie banner; you can withdraw at any time with Cookie choice at the foot of every page) |
| The early-access list: your e-mail, and if you give them, your sport, your country and what you run (club or team, academy, school, league or federation, production company, streamer or channel), the page you asked from, and the version of the consent line you saw | To write to you when WR Score opens, and to learn which sports and countries to build for first | Consent (you send the form after reading the line under it; you can withdraw at any time) |
| The welcome mail after the site's form: a one-way hash of the e-mail address, kept for 12 months, so one address gets one mail | To send one welcome mail, and no second | Consent |
| E-mails we send: service mails (sign-in, security, invoices, important changes) | To run the service | Contract; legal obligation |
We do not sell personal data. We do not use it for advertising profiles. We send e-mails about WR Score's opening only to people who asked for them on the early-access list.
4. Providers who process data for us (processors)
These providers process data only on our instructions:
- Hosting: Hostinger International Ltd., 61 Lordou Vironos Street, Larnaca 6023, Cyprus (VAT CY10301365E), data centre in France (Paris), for score.well.run and its services.
- Backup copy: Google Drive (Google Ireland Ltd); the backup is encrypted before it leaves our server and Google never holds the key.
- Web analytics: Google Analytics (Google Ireland Ltd), only if you accept analytics cookies.
- Payments: Stripe Payments Europe, Ltd (Ireland) — payment details and invoices.
- E-mail delivery and the early-access list: Brevo SAS (France). Brevo keeps the early-access list ("WR Score early access") and sends its e-mails.
4a. Others who receive data
These companies and organisations are not our processors. They act under their own terms.
- WhatsApp (WhatsApp Ireland Ltd): only if you write to us on WhatsApp. We use your message only to answer you.
- Social networks you connect (for example Facebook, Instagram or TikTok) receive the posts you publish there.
- Apple: only for people who test the iPhone app's beta through TestFlight. Apple then gives us what a tester shares with it: the name or e-mail, the device and system, install dates, crash reports and any feedback sent. Apple's own privacy policy covers what it keeps.
- Organisations you share with (a followed game, a shared competition, an invite) receive what you share.
- The organiser of a competition your organisation plays in sees what your organisation sends to that competition, and its sponsor counts there.
We may disclose data when the law requires it.
5. Transfers outside the EU
- Google Ireland Ltd, Stripe and WhatsApp may transfer data to the United States. They rely on the EU–US Data Privacy Framework and the EU's standard contractual clauses.
- Brevo keeps data in the European Union.
- Hostinger: our server is in France (Paris).
6. How long we keep data
- While your account exists, we keep what is needed to run it (section 3).
- When you delete your account, it goes out of use at once, and we keep a sealed copy in an archive. We erase it within 12 months, backups included. Until then no one uses the copy, so a mistake can be undone and disputes or security incidents can be looked into. This includes security records, support tickets, crash reports, cloud content and, once 12 months have passed since the trial began, the hashed trial marks.
- If you ask us to erase your data, we erase it from our live systems at once, unless the law requires us to keep it. We do not edit backups: a copy in a backup goes when that backup expires, within those same 12 months. If we ever restore a backup, we remove the erased data again. One exception: the hashed marks that allow one trial per device and per e-mail (they cannot be read back as an address) are kept until 12 months after that trial began, and can stay in a backup for up to two months more, to prevent repeated trials (our legitimate interest, section 3).
- A deleted organisation: to restore it in its first 30 days, its owner writes to score@well.run. After that, WR Score support can restore it for up to 10 months after it was deleted. It is erased within 12 months after it was deleted, backups included. A competition it shared can be taken over by another organisation during the first 6 months. We keep a random identifier of an erased organisation, so that restoring a backup can't bring it back.
- A game sent live through our cloud: after the game we keep its names, times and teams, its last values and each period's last score. After 30 days the values and the scores go. The rest stays, so the game stays listed, until the organisation is erased.
- Moments your venue sends: we keep the values and a still picture for 30 days. Then the picture goes, and the values stay in the organisation's archive for 12 months.
- Exception required by law: invoices and accounting records are kept for the period Belgian accounting and tax law requires: 10 years. What stays is the invoice itself: its number, date and amount, the organisation's name, VAT number and address, and the payer's name and account for a bank transfer. Nothing else about the organisation stays because of it.
- Analytics data is kept by Google Analytics for 14 months.
- The early-access list is kept until 12 months after WR Score opens, then deleted. To come off the list sooner, press the unsubscribe link in any of our e-mails, or write to score@well.run; we then delete your entry.
7. Personal data of others that organisations put in WR Score
Clubs and leagues may enter data about players, coaches, officials and staff, including photos and short videos of players — sometimes children. For that data the organisation is the controller: it decides what to enter, must have a lawful basis (often a parent's consent for minors), and must inform the people concerned. Well Run processes it only to run WR Score for that organisation, under our Data Processing Agreement. People who want to use their rights over that data should contact the organisation; we help it answer.
8. Children
WR Score accounts are for adults, from 18 years old. We do not knowingly create accounts for children. See section 7 for data about children entered by organisations.
9. Security
Passwords are hashed; staff sign in with passkeys only; staff pages are reachable only from a private network; data travels encrypted to our servers; every staff look at an organisation is recorded in that organisation's audit. No system is perfectly secure; we tell you and the authority without undue delay if a breach puts your data at risk, as the law requires.
10. Your rights
You may ask to access, correct, delete or receive a copy of your personal data, ask us to limit its use or object to it, and withdraw consent at any time (for example turn off diagnostics). Most of this you can do yourself in your account; otherwise write to score@well.run. We answer within one month.
You may also complain to the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35 / Rue de la Presse 35, 1000 Brussels, www.dataprotectionauthority.be — or to the authority where you live.
11. Cookies and the web pages
- Strictly needed cookies keep you signed in and secure. They are set without asking, because the service cannot work without them.
- Analytics cookies (Google Analytics) are set only after you accept them in the cookie banner. You can change your choice at any time with Cookie choice at the foot of every page. We do not use advertising cookies. We have turned off sharing your data with Google for its own advertising.
12. Changes
We may update this policy. Important changes are announced in WR Score or by e-mail before they apply. The version and date are at the top.