Privacy Policy

Overview

This privacy policy covers the PolyField product ecosystem:

• PolyField App: the Android app athletics officials use to measure and record field event results.
• PolyField Server: the competition server that runs the field events on the venue's network and links with competition management systems.
• PolyField & Track Displays: the local results display for photo finish results.
• PolyField Results (test feature): an optional online service at results.polyfield.co.uk that shows results heat maps from meets whose organisers choose to publish them.
• This website, polyfield.co.uk.

Data collection summary

Payment processing

Lemon Squeezy handles our ordering and payments as our Merchant of Record. When you buy a licence, you give your personal data (name, email address and payment details) directly to them. They share your name and email address with us so we can issue your licence key and provide technical support, and we receive only the data needed for that. See the Lemon Squeezy privacy policy.

PolyField App

Information the app processes

Competition data:

• Athlete information (bib numbers, names, clubs, age groups)
• Performance results (distances, heights, attempt validity, wind readings)
• Measurement coordinates (X/Y positions for heat maps)
• Calibration data (EDM station positions, circle types)

Device settings (stored locally):

• EDM configuration and connection settings
• Scoreboard IP addresses and ports
• Wind gauge server addresses
• Competition settings (rounds, cut-offs, event types)

Where the data comes from:

• Your PolyField Server on your local network
• Manual entry by competition officials
• Demo mode, for training

App network connections

The app connects only to servers and devices you set up:

• Your PolyField Server
• Daktronics scoreboards on your network
• Wind gauge servers on your network

The app does not connect to analytics or tracking services, advertising networks, cloud storage, the developer's servers, or any third-party APIs.

App permissions

Not needed: location, camera, microphone, contacts, phone data, storage outside the app's own folders, background location or device identifiers.

App data storage

All app data is stored locally on your Android device:

• Settings stay until you clear the app's data or uninstall it
• Competition results are sent to your server and then cleared from the local cache
• The app itself sends nothing to PolyField

Demo mode

In demo mode, all measurements are simulated, no real EDM is contacted, and no data is sent to external servers. It's for training and demonstrations only.

PolyField Server

Information the server processes

Athlete data: name, club or team, age group or category, bib number, performance results (marks, heights, attempts, wind readings) and heat map coordinates for throw landings.

The server doesn't collect athlete data directly. Athlete information comes from competition management platforms, where athletes have accepted those services' terms and conditions, or is entered by the organiser.

Wind gauge data: wind speed, direction and timestamps, stored in daily log files with no personal information.

Machine identifier (licensing only): generated on your computer to check your licence. It contains no personal information.

Server data storage

• During a competition, data is stored on the organiser's computer, with wind readings in daily log files.
• Loading a new competition replaces the previous one. No database of athletes is kept across competitions.
• Organisers can export reports, graphics and backups to folders they choose, or to their own Google Drive. PolyField doesn't store these.

Competition management systems

When the organiser links a competition, the server uses the internet to exchange data with:

• OpenTrack (data.opentrack.run): start lists downloaded and results uploaded
• Athletics App: start lists downloaded and results uploaded
• Roster Athletics (rosterathletics.com): start lists downloaded only

Your login authenticates with that platform. These platforms' own privacy policies cover how they process data. Without an internet connection the server runs the meet locally and exchanges nothing with them.

Graphics and display outputs

Display boards, standings tables and heat map graphics show athlete names, clubs and results. They are created for legitimate competition purposes, displayed in line with standard athletics practice, and covered by the consent athletes gave when registering through their competition management platform.

Diagnostic reports

If something goes wrong, the organiser can create a diagnostic report and choose to email it to support@polyfield.co.uk. The report contains the current competition (including athlete names, clubs and results), logs and that day's wind data. We use it only to provide support and to test fixes against, and delete it within 6 months.

PolyField Results (test feature)

PolyField Results at results.polyfield.co.uk is a test feature. It is off unless the competition organiser turns it on in PolyField Server settings. Two things can be published, each switched on separately:

Pages on PolyField Results are public, so anyone can search them. Athletes, or parents and guardians of young athletes, can remove their results sooner using the Request deletion link on their page, or by contacting us.

PolyField Results uses no analytics or tracking. Its pages load fonts from Google Fonts, so your browser shares its IP address with Google when you visit. Organisers who turn the feature on should let athletes know that results may be published online.

Data controller and processor

The competition management provider (such as OpenTrack, Athletics App or Roster Athletics) is the data controller for athlete personal data. PolyField is a data processor: we only process that data to produce the competition's results, including on PolyField Results and in diagnostic reports.

When you buy a licence or contact support, we use your name and email address only to issue your licence and help you (see Payment processing above).

Data security

• PolyField App and Displays: all communication stays on your local or private network. No passwords or credentials are stored.
• PolyField Server: logins for competition management systems are encrypted when stored locally. The server runs on the organiser's computer, and its local API is designed for a private venue network only.
• PolyField Results: only reduced athlete information is published, and athlete pages are deleted after 90 days.
• Diagnostic reports: used only for support and testing fixes, and deleted within 6 months.

Your rights

You have rights over your personal data, including to access, correct or delete it. For data held by a competition management platform, use the platform you registered with. For PolyField Results, use the Request deletion link or contact us. For anything else, contact the organiser of your competition.

Officials using the app can view and change all stored settings at any time, and delete all data by clearing the app's data in Android settings. Competition organisers using PolyField are responsible for complying with data protection law for the competitions they run.

Children's privacy

PolyField is a professional tool for athletics officials. It processes athlete data regardless of age, as provided by competition management platforms. For under-age athletes, parental consent is obtained through the registration process run by the competition organiser and their chosen platform. Parents and guardians can ask us to remove a child's results from PolyField Results at any time.

This website

This website uses no cookies, analytics or tracking. Tutorial videos load from YouTube (in privacy-enhanced mode) only when you choose to play them. If you use the contact form, your message is delivered to our support inbox through Google Workspace, our email provider. We use your details only to reply to your query and don't keep them longer than needed to respond.

Changes to this policy

We'll update this page when anything changes, and revise the "Last updated" date.

Contact

For questions about this policy or how data is handled, contact PolyField support or email support@polyfield.co.uk.

Summary