How SPOTR handles data
SPOTR is a scouting platform for football clubs. Clubs keep player data there, often of minors. That calls for clarity about who keeps what, where, for how long and why.
The club is responsible for the data in its file; SPOTR supplies the software and hosts it for the club, on a separate installation per club. SPOTR never uses club data for its own purposes, sells nothing on and shares nothing with other clubs.
This is a translation of the Dutch statement. In case of discrepancy, the Dutch text prevails.
1. Who is who
SPOTR is offered by Wout Ceyssens, Belgium (contact: wout@spotr.club). For the data a club enters in its file (players, reports, scout accounts), the club is the data controller and SPOTR acts as processor. Club and SPOTR conclude a data processing agreement for this. For the data of this website (landing page) and of contact requests, SPOTR itself is the controller.
2. Which data
- Scout accounts: name, e-mail address, role, encrypted password, time of login.
- Players and reports (entered by the club): name, year of birth, club, position, foot, characteristics, scores and observations, possibly a photo the club adds itself.
- Matches, tournaments and shadow teams of the club.
- Technical: server logs with IP address and timestamp, needed for security; a session cookie to keep you logged in. No advertising or tracking cookies.
3. Where and for how long
- Each club gets its own installation with its own database on a server in the European Union. Club data is not mixed.
- Data is kept for as long as the club is a customer. If the club stops, it can export everything; the installation is then erased within 30 days.
- On a scout’s device there is only an encrypted, temporary copy for when the connection drops. It disappears as soon as everything is at the club, on logout and after seven days without a connection.
- Daily snapshots of the file are kept at the club (the last twenty), so a mistake can be undone.
4. Who sees what
Roles are enforced on the server: an administrator and head scout see the club’s entire file; a scout sees the club’s player cards but only their own reports; a scout on trial sees and exports nothing from colleagues. SPOTR itself does not look into files, except at the club’s explicit request for support.
5. Rights of players and parents
Players and their parents or guardians have the right to access, rectify and erase their data, and can object to the processing. They address the club that keeps the file for this; SPOTR helps the club respond within the legal deadline. Complaints can also be lodged with the Belgian Data Protection Authority (dataprotectionauthority.be).
6. Security
Encrypted connections (HTTPS), encrypted passwords, a separate installation per club, roles enforced on the server, restricted access to the servers and daily checks. In the event of a data breach, SPOTR informs the club without delay so it can meet its obligations.
7. This website
This website sets no cookies and uses no third-party trackers.
- Demo form: anyone requesting a demo provides their name, e-mail address, phone number, club, role, number of scouts, current way of working, preference (online or at the club), preferred time slot and a message. Together with the source or campaign that brought you to the site, the page and the language, these details are sent to SPOTR Beheer, SPOTR’s management environment, to follow up the request. We keep them for as long as the follow-up requires and no longer than twelve months after the last contact.
- Visit counting: the site counts visits and clicks as daily totals per language, source and page. No IP address, user agent or other identifier is stored.
- Storage in your browser: your language choice is kept in your browser’s localStorage; campaign parameters (utm) are kept in sessionStorage until you close the tab. Both stay on your device and are not used to recognise you.
Last updated: September 2026. This document is adapted when the platform changes; the club is informed of this.