PlayCheck Data Sharing Agreement — Training Organizations

Version v1.0-2026-08 · Governed by Republic Act No. 10173 (Data Privacy Act of 2012), its Implementing Rules and Regulations, and NPC Circular No. 2020-03 on Data Sharing Agreements.

This Agreement is between PlayCheck (operated by PlayCheck, Philippines) and your organization — the training organization, club, or academy whose account you are creating or operating.

You are being asked to accept this because PlayCheck will disclose personal data about children to your organization. Both parties are separate Personal Information Controllers under the Data Privacy Act. PlayCheck does not process your members' data on your instructions, and your organization does not process it on PlayCheck's instructions. Each of us is independently accountable for what we do with it.

Do not accept this Agreement unless you are authorized to bind your organization.

1. Purpose of the sharing

PlayCheck discloses personal data to your organization for these purposes only:

• Managing your organization's roster of connected players
• Verifying that a player is who they claim to be, and is age-eligible for a program or category
• Scheduling, attendance, and check-in for your own sessions
• Collecting and reconciling fees your organization charges
• Communicating with the guardians of your connected players about your organization's activities

Any other use is outside this Agreement. In particular you may not use data obtained through PlayCheck to market to families who are not connected to your organization, to build a recruitment list of children belonging to other clubs, or to enrich or cross-reference any database outside PlayCheck.

2. What PlayCheck actually discloses to you

This section describes the system as it currently operates. It is deliberately specific, so that what you are agreeing to is verifiable rather than open-ended.

Visible for every player connected to your organization, at any membership status:

• Full legal name, and preferred name where the family has set one
• PlayCheck ID
• Profile photo, where the family has uploaded one
• PlayCheck verification status — the badge only (Unverified, Verified, Federation Verified)
• Programs and groups within your organization that the player is enrolled in
• Attendance history for your organization's own sessions only
• Payment records, amounts, and payment status for fees payable to your organization only

Visible where the player holds an active membership with your organization:

• Date of birth and exact age
• Gender

Available through the player list export (CSV):

• All of the above, plus the name, mobile number, and email address of the player's primary guardian

Date of birth and gender are included in that export for every active member. You should treat the exported file as containing children's identifying data and the contact details of their parents.

Search and filtering. Because the player list can be filtered and sorted by age, birth-year range, and gender, your organization has effective access to date of birth and gender at list level as well as on the profile.

3. What PlayCheck does NOT disclose to you

• Uploaded identity documents. Your organization can never view, download, or link to a birth certificate, school ID, passport, or any other identity document a family has uploaded. Only PlayCheck's own verification staff can open those files, and each access is logged. You receive the resulting verification badge, never the underlying document.
• Medical information and emergency contacts. Families can record medical notes and emergency contacts in PlayCheck. These are not currently exposed to organization accounts. If PlayCheck later makes them available, it will be under a separate, clearly notified consent, and the safeguards in this Agreement will apply to them.
• Payment instrument details. Card and account numbers are held by our payment provider, not by PlayCheck, and are never shown to you. Note however that proof-of-payment images uploaded by families — bank slips, e-wallet screenshots — are visible to you and frequently contain the payer's account name and reference numbers.
• Data about players who are not connected to your organization. Your access is scoped in the software to players holding a membership record with your organization, or enrolled in one of your groups. You cannot see another club's members, another club's attendance, or another club's payment history for a player you share.
• Home address and school. PlayCheck does not hold a school field, and home address is not exposed to organization accounts.

4. Your organization's obligations

By accepting, your organization undertakes to:

1. Limit purpose. Use the data only for the purposes in Section 1.
2. Limit access internally. Grant access only to staff who need it for their role, remove access promptly when someone leaves, and never share login credentials.
3. Protect exported data. Any CSV or report you download leaves PlayCheck's control permanently. You are solely responsible for it. Store it encrypted or in access-controlled storage, do not circulate it over personal messaging or public links, and delete it when the purpose is finished. PlayCheck has no technical means to recall, expire, or delete a file you have already downloaded.
4. Keep your own access records. PlayCheck does not currently log which of your staff viewed or exported player data. If you need that audit trail — and for child-protection purposes you should — you must maintain it yourself.
5. Retain no longer than necessary. Delete or securely dispose of personal data obtained through PlayCheck once your legitimate purpose ends, and in any case when a player's membership with your organization ends, unless you are independently required to keep it.
6. Honour data subject rights. Where a guardian exercises a right under the Data Privacy Act — access, correction, erasure, objection, or withdrawal of consent — in respect of data your organization holds, you must respond as the controller of that copy. Forward to PlayCheck any request that concerns data held on the platform, without delay.
7. Report breaches. Notify PlayCheck at dpo@playcheck.app within 24 hours of becoming aware of any breach, loss, unauthorized access, or accidental disclosure affecting data obtained through PlayCheck. This is separate from, and does not replace, your own obligation to notify the National Privacy Commission and affected data subjects where the law requires it.
8. Do not re-disclose. Do not transfer data obtained through PlayCheck to any third party — including a federation, sponsor, photographer, insurer, or another club — without a lawful basis and, where consent is the basis, the guardian's consent. You remain accountable for anyone you engage to process it on your behalf.
9. Protect children. Recognise that nearly all data you receive concerns minors, and apply a correspondingly higher standard of care. Do not publish a child's date of birth, contact details, or identifying information on social media or any public channel.

5. PlayCheck's obligations

PlayCheck undertakes to:

• Disclose only the categories of data described in Section 2, and enforce the scoping described there in software
• Never expose uploaded identity documents to any organization account
• Maintain reasonable and appropriate organizational, physical, and technical security measures as required by the Data Privacy Act
• Operate a retention and disposal regime for platform-held data, including legal-hold interlocks that prevent premature deletion of records subject to a dispute or investigation
• Notify you without undue delay of a breach on the platform affecting your organization's data
• Notify you of material changes to this Agreement, and require re-acceptance where the change is substantive
• Make our Data Protection Officer available to you and to the families whose data is shared

6. Lawful basis and the family's control

Guardians consent to their child's participation on PlayCheck and control what is shared. A guardian may withdraw consent, archive a player, disconnect from your organization, or request erasure at any time.

Where that happens, your access through PlayCheck ends. Your obligation in respect of any copy you have already exported does not end — you must delete it, subject to Section 4.5.

Consent withdrawal does not retroactively invalidate processing that was lawful when it occurred.

7. Term, suspension, and termination

This Agreement takes effect when you accept it and continues while your organization holds a PlayCheck account.

PlayCheck may suspend or terminate your organization's access immediately where we reasonably believe this Agreement has been breached, where there is a risk to the safety or privacy of a child, or where required by law or by the National Privacy Commission.

On termination, you must cease using and securely dispose of all personal data obtained through PlayCheck, except where retention is independently required of you by law.

Sections 4, 5, 6, and 8 survive termination.

8. Accountability and evidence

PlayCheck records your acceptance of this Agreement: the accepting user, your organization, the date and time, the originating IP address, this version number, and a cryptographic hash of this exact text. That record is append-only and is retained as evidence of the agreement reached.

If this text changes, a new version is issued and acceptance is requested again. Your earlier acceptance is preserved rather than overwritten, so it remains possible to establish precisely which terms applied at any past date.

9. Contact

PlayCheck Data Protection Officer Jamie Francis Dy — Data Protection Officer and Security Architect dpo@playcheck.app

National Privacy Commission 5th Floor, Delegation Building, PICC Complex, Vicente Sotto Street, Pasay City 1307 privacy.gov.ph

By ticking the acceptance box, you confirm that you are authorized to bind your organization, that you have read this Agreement, and that your organization accepts these obligations in respect of the personal data of children disclosed to it through PlayCheck.

Other organization agreements: Training Org · Tournament Org · Facility Services