Reminders and payments
How TeamPilot processes deadline and payment data on behalf of sports clubs.
Last updated: 21 September 2026
This page expands on one part of the Privacy Policy: deadline reminders, payment reports and the messages your club’s office can prepare for you. For the general picture — what we collect on the site, how we protect platform data, which providers we use — start there.
Who does what
TeamPilot is management software used by sports clubs. For the data of members and families the controller is the sports club: the club decides why and how the data is used. TeamPilot processes it on the club’s behalf as a processor (Article 28 of Regulation (EU) 2016/679, the “GDPR”), under an agreement signed with each club.
To exercise your rights, contact your club. If you do not know how to reach it, write to us through the contact form: we will forward your request.
Deadline reminders
If your club uses this feature, TeamPilot reminds you when a deadline that concerns you is approaching or has passed: a document (a medical certificate, for example), a membership fee or other payment, or a package due for renewal (a subscription, a fixed-term course).
Who receives them.
- If you are an adult, you do. If the club has no contact details for you, your registered parents or guardians do.
- If you are a minor, your parents or guardians do. Clubs may choose to notify young people directly from a certain age (14 and above), or to do so for one person in particular; reminders about fees, payments and packages never reach a minor, at any age.
- Reminders never reach other members or other families. When the club has no contact details at all for a document deadline, the reminder stays with the club’s office, which is who has to sort it out.
How they arrive. In the platform’s notification bell, as a push notification on your phone if you have enabled it, and by email as a single daily summary.
What they contain. The name of the person concerned, what is expiring — the type of document (“medical certificate”), the description of the fee (“membership fee”) or the name of the package (“monthly subscription”) — and the date; inside the platform and the email, for a payment, also the amount still outstanding. For a package no amount appears anywhere: the price of a renewal nobody has decided yet is not money you owe. Push notifications and email subject lines never show amounts, because they are read on a locked screen or in a mail preview.
Why. To let the club manage registrations and membership fees, and meet its obligations on the documents required for sporting activity.
These are service messages, not marketing. A reminder stops on its own once the deadline is settled: a renewed document, a paid fee or a renewed package produces no further reminders, with nothing for you to unsubscribe from.
Payment reports
The club can see which payments have been made, which are missing and for how long. This data is visible only to the people in the club who handle its accounts: administration, the president, the office and the treasurer. Coaches and other families cannot see it.
WhatsApp messages
Your club’s office can open a pre-written WhatsApp message to remind you about a payment or a document.
- The message is sent from the phone of the person writing to you: TeamPilot prepares the text and opens WhatsApp, it does not send the message and does not receive replies. We recommend that clubs use the club’s own number.
- WhatsApp is a Meta service, with its own terms.
- For a minor the message goes to the parent or guardian. If it concerns a fee, a payment or a package it never reaches the young person; for a document it can reach them only if the club has chosen to notify young people of their age directly.
- If you would rather not be contacted on WhatsApp, tell your club: the button will no longer appear for you, and your number will not be suggested under a relative’s name either.
How long data is kept
- Payments are kept for the period required by accounting and tax rules, which the club determines (as a rule up to ten years, Article 2220 of the Italian Civil Code).
- The log of reminders and messages — who was sent a reminder, for which deadline and when — is kept for as long as it takes to avoid repeating the same reminder and to show the club when it last contacted you.
Where the data is and who helps us
These are the same providers listed in the Privacy Policy, limited here to the ones involved in reminders and payments.
| Provider | What it is for | Where |
|---|---|---|
| Supabase | database, authentication and file storage | London, United Kingdom |
| Netlify | hosts the platform and runs the server functions | United States, with a global delivery network |
| Resend | sending emails | United States |
| Browser notification services (Google, Apple, Mozilla) | deliver push notifications and receive only encrypted content | depends on the browser you use |
The United Kingdom benefits from a European Commission adequacy decision. For providers in the United States, transfers rely on the EU-US Data Privacy Framework, for certified providers, or on the standard contractual clauses approved by the European Commission.
Your rights
You can ask your club for access to your data, its rectification or erasure, the restriction of processing, portability, and you can object to processing (Articles 15-22 of the GDPR). If you believe your data is not being processed properly you can lodge a complaint with the Italian data protection authority, the Garante per la protezione dei dati personali (www.garanteprivacy.it).