WhistleView Privacy Policy
Effective date: 25 October 2026
Last updated: 25 October 2026
WhistleView is operated by Conversion Sports (Pty) Ltd (registration number 2014/170935/07), trading as WhistleView ("WhistleView", "we", "us", "our"). This policy explains what personal information the WhistleView platform processes, why, who else handles it, and the rights you have. It applies to the WhistleView web application and the WhistleView apps for iOS and Android (together, the "Service").
We comply with the Protection of Personal Information Act 4 of 2013 ("POPIA") and, where it applies, the EU and UK General Data Protection Regulation ("GDPR").
1. Who is responsible for your information
WhistleView is used by sports organisations such as unions, associations, leagues, universities and clubs (each a "Customer"). Each Customer sets up one or more workspaces and decides which referees, coaches, evaluators and administrators to add.
- The Customer is the responsible party (data controller). It decides why and how information about its members is collected and used.
- WhistleView is the operator (data processor). We process that information only to provide the Service to the Customer and on the Customer's written instructions.
If you use WhistleView as a member of an organisation, that organisation is your first point of contact for questions about your records. You can also contact us directly (see section 13) and we will pass your request to the right organisation.
For a small amount of information, such as your login details and our own business contact records, WhistleView acts as the responsible party.
2. Information we process
Depending on how your organisation uses the Service, we process:
- Identity and contact details: full name, email address, phone number, date of birth, gender, profile photo and the union or region you belong to.
- Official identifiers: identity number or passport number, where your organisation requires it.
- Ethnicity: only where your organisation must report on it for sports transformation or equity purposes (see section 4).
- Qualifications and accreditation: referee grade and sub-grade or panel, accreditation history, education level, law examination results and certificates issued.
- Kit sizes: jersey, shorts and sock sizes for match-day kit.
- Performance and fitness records: fitness test results (for example Bronco and Yo-Yo tests), match appointments, match reports, evaluator marks, coaching reviews, self-reflections and notes.
- Video, images and audio: match and training video clips, timestamps and incident tags, photos attached to reports, and audio notes you record.
- Account and technical information: your role and permissions, sign-in times, and a device token used to send you push notifications.
We do not use advertising or analytics trackers, and we do not track you across other companies' apps or websites.
3. Why we process it
We use personal information only to:
- create and secure your account and control access to your organisation's workspaces;
- appoint officials to fixtures, tournaments and squads;
- record and report on fitness, law examinations, quizzes, courses and match reviews;
- issue certificates and prepare match and coaching material;
- send service emails and push notifications, such as appointments, invitations, reminders and invoices;
- provide AI-assisted drafting and data entry (see section 6);
- provide anonymised, aggregated benchmarking to the provincial and national bodies your organisation reports to;
- keep the Service secure, fix faults and meet our legal obligations.
The lawful basis is the Customer's contract with us, the Customer's legitimate interest in administering officiating, and, where the law requires it, consent. We never sell or rent personal information, and we never share it with advertisers.
4. Special personal information
Ethnicity is special personal information under POPIA, and identity numbers are sensitive. We process them only when your organisation records them to meet a legal or regulatory obligation, such as statutory sports equity reporting, or with your consent. Access is limited to authorised administrators of your organisation, and the information is not used for any other purpose.
5. Who else handles your information
We use the following service providers (sub-processors) to run the Service. Each one may process personal information only to provide its service to us.
| Provider | What they do | Location |
|---|---|---|
| Google Cloud and Firebase (Google LLC) | Hosting, database, file storage, sign-in, push notifications | United States (us-central1) |
| Google Gemini API (Google LLC) | AI-assisted drafting and reading of report text, photos and handwritten notes | United States |
| Cloudflare, Inc. | Video storage, streaming and video meetings | Global network |
| Resend, Inc. | Sending service emails | United States |
| Apple and Google | Delivering push notifications to your device | Global |
Within the Service, your information is visible to authorised users in your organisation according to their role, for example administrators, coaches and evaluators. Where workspaces are linked in a parent and child structure (for example a provincial union and its regions), administrators of the parent workspace can see records of the linked workspaces.
We may also disclose information when the law requires it, or to protect the rights and safety of users and the Service.
6. AI features
Some features, such as drafting match reports, turning incident notes into reports, and reading photos of handwritten notes, send the relevant text or image to the Google Gemini API to produce a suggestion. We use Gemini on a paid Google Cloud account, under which Google does not use this content to train its models. AI suggestions are drafts. A person in your organisation reviews and edits them before they become part of a record. We do not use AI to make decisions that have legal or similarly significant effects on you.
7. International transfers
Our main database and files are stored in the United States, and some providers operate globally. When personal information leaves South Africa, we rely on POPIA section 72: our providers are bound by agreements and data protection laws that give a level of protection substantially similar to POPIA, and the transfer is necessary to perform the contract with the Customer.
8. Security
- Information is encrypted in transit (TLS 1.2 or higher) and at rest (AES-256).
- Security rules separate each organisation's workspaces, and access within a workspace depends on each user's role.
- Sign-in requires a verified email address, and API keys and secrets are kept on our servers, never in the apps.
No system is completely secure. If we become aware of a breach that affects your personal information, we will notify the Customer and the Information Regulator as POPIA requires.
9. How long we keep information
- We keep Customer data for as long as the Customer's subscription is active.
- When a subscription ends, the Customer has 60 days to export its data. After that, we delete or anonymise identifiable records from our production systems. Backups are overwritten on their normal cycle.
- We may keep information for longer where the law requires it.
10. Deleting your account
You can delete your account at any time in the app: Settings → Delete Account.
When you delete your account, we remove:
- your login;
- your user profile and settings;
- your workspace memberships;
- your personal contact and identity details on referee records, such as phone number, ID number and date of birth;
- files you uploaded to your profile.
Your organisation keeps its officiating records about you, such as your name, grade, appointments, match reports and exam or fitness results, because they form part of its official records. To have those removed or anonymised as well, contact your organisation or us (see section 13).
11. Your rights
Under POPIA and, where it applies, the GDPR, you have the right to:
- access the personal information held about you and receive a copy in a machine-readable format;
- correct inaccurate information, either in your profile or through your organisation's administrator;
- delete your information, or have it anonymised, subject to records your organisation must keep by law;
- object to processing, or withdraw consent where processing is based on consent;
- complain to the Information Regulator (South Africa): inforeg.org.za, complaints.IR@inforegulator.org.za.
To exercise these rights, contact your organisation or us. We respond within a reasonable time and in any event within 30 days.
12. Age
WhistleView is intended for users aged 18 and over. We do not knowingly collect personal information from anyone under 18. If you believe a minor has an account, contact us and we will work with the organisation to remove it.
13. Contact us
Information Officer: Paul Treu
Company: Conversion Sports (Pty) Ltd t/a WhistleView (2014/170935/07)
Email: paultreu7@gmail.com
14. Changes to this policy
We may update this policy from time to time. If we make a material change, we will let users know in the app or by email before it takes effect. The "Last updated" date at the top shows when it last changed.