Privacy Policy

1. Who we are (data controller)

"Virtus WIN" (the "App") is a platform for matching athletes and booking court time. The controller of personal data is:

2. What data we collect

• Identification data: first name, last name, email address, phone number
• Demographic data: gender, year of birth (also used for age verification — see section 10), sports level
• Location data: GPS coordinates and city name (with your consent; see section 9)
• Activity data: match requests, scheduled matches, game statistics, cancellation history and reliability score (see section 8)
• Technical data: device push notification token, platform (iOS/Android)
• Billing data (clubs): business details required for invoicing (name, registered address, tax/registration number). We never see or store card details — the card is processed and tokenized by a certified payment processor; the card number is never available to us, and the CVV is not stored anywhere.
• Payment-related data (clubs): the IP address from which the payment was initiated and, if the payment processor provides it, the country of the card-issuing bank. These are collected only at the moment of payment and tied to that payment — we use them solely to verify that the club's registered-address details are accurate, so that the invoice and tax treatment are correct, and to prevent abuse.
• Diagnostic error data: when the App encounters a technical error, we collect a technical description of the error (error type, the screen where it occurred, App version, device type and model). These reports contain no personal data — they are deliberately configured not to send your name, email, location or IP address.

3. Purposes of processing

We use your data to:

• Match players based on location, level and availability
• Send notifications about matches and invitations
• Display a public player profile (to the extent you have approved)
• Produce statistics and reports (anonymised or with consent)
• Charge and invoice club subscriptions
• Calculate the reliability score and prevent abuse (see section 8)
• Detect and fix technical errors, for the stability and security of the App
• Verify that the club's registered-address details are accurate, for correct invoicing and tax treatment

4. Legal basis

• Contract (providing the App's services, charging the club subscription)
• Legitimate interest (security, abuse prevention, reliability score, error resolution)
• Legal obligation (accounting and tax records of payments; foreign-exchange regulations on the currency of payment)
• Your consent (location, push notifications, promotional offers)

5. Data sharing

We do not sell your data to third parties. Data is shared exclusively with:

• Sports clubs — when the system connects you with a club (a booking request or a confirmed match), the club sees the data needed to carry out the booking: your name and sports level (to the extent the club's plan allows), the selected time slot, and, once confirmed, contact details. Clubs may use this data solely to organise the booking and are bound to confidentiality by the Terms of Service. You can block a club at any time, which stops the sharing of your requests with that club.
• Technical providers (hosting, email, error tracking, payment processor) who process data on our behalf, under a data processing agreement and exclusively on our instructions.

Clubs may act as independent controllers of the data they receive from you, in which case they are themselves obliged to comply with data protection regulations.

6. Transfers outside Serbia/EU

Some processors (e.g. the error-tracking tool, the payment processor) may process data outside Serbia/EU. In that case we ensure appropriate safeguards — transfer to a country with an adequate level of protection or standard contractual clauses.

7. Your rights

You have the right to: access your data, rectify inaccurate data, request erasure ("right to be forgotten"), restrict processing and object to processing based on legitimate interest, data portability, and withdrawal of consent at any time (without affecting processing carried out before withdrawal). To exercise your rights, contact us at support@virtus-win.com.

You may also lodge a complaint with the Commissioner for Information of Public Importance and Personal Data Protection of the Republic of Serbia, or with the competent supervisory authority in the EU.

8. Automated decision-making and profiling (reliability score)

The App automatically calculates a reliability score based on your cancellation history. The score affects your visibility in lists and your priority in matching.

If automatic account restriction for excessive late cancellations is enabled, that is an automated decision which significantly affects you. In that case you have the right to request human intervention (a person reviews the decision), to express your point of view and circumstances, and to contest the decision.

You exercise these rights within the App itself: you receive a notification stating the reason (how many late cancellations were recorded and over what period), and on the restriction screen you can describe your circumstances and lodge an objection. A person reviews the decision and replies with an explanation. You can also contact us at support@virtus-win.com; an explanation of the score calculation logic is available on request.

9. Location (including in the background)

Location is collected only with your consent. With consent, the App may periodically refresh your location while running in the background, for a more accurate display of nearby clubs and players. You can withdraw consent at any time in your device settings; all location reading then stops.

10. User age

The App is not intended for persons under 16 years of age. By registering you confirm that you are at least 16 years old; that confirmation is recorded together with your acceptance of the Terms of Service. If we learn that we have collected data of a person under 16, we delete it without delay. Juniors may participate through a club's or a parent's account.

11. Data retention

We keep your data while the account is active. After the account is closed, data is deleted within 30 days, except where the law requires longer retention (e.g. accounting records of payments). Some data has shorter retention periods — notifications and cancellation history are deleted within the periods indicated in the App.

The IP address and the card-issuer country are kept with the payment record they relate to, for as long as the payment documentation itself — because they serve as evidence that the invoice and tax treatment of that payment were correct. They are not used for any other purpose and are not linked to your activity in the App.

12. Error tracking and App stability

To detect and fix technical problems, we use an error-tracking tool that records when the App encounters an error or closes unexpectedly. That tool processes data on our behalf, as our processor, under a data processing agreement.

• What is sent: exclusively the technical context of the error (error type, the part of the App where it occurred, App version, device type and operating system).
• What is NOT sent: your name, email, phone number, location or IP address — the system is deliberately configured not to include personal data in error reports.
• Legal basis: legitimate interest (maintaining the stability and security of the service).
• Control: we can switch this feature off at any time; when it is off, no error report leaves our servers.

13. Cookies

This website uses only functional cookies/local storage necessary for its operation and does not use analytics or advertising cookies. The App likewise uses only functional cookies and local storage necessary for its operation.

14. Language of this document

This document is drawn up in the Serbian language. Translations into other languages are provided for ease of understanding; in the event of any discrepancy between a translation and the Serbian text, the Serbian text shall prevail. The authoritative Serbian version is available at politika privatnosti.

For questions about this policy: support@virtus-win.com.