Privacy Policy

1. Overview

REFYN separates two kinds of information. Private content is created by an official for the official's own development. Professional information is created or shared so that development can happen with other people, such as a mentor or an organization. REFYN treats these differently by design, and this policy describes both.

2. Information you provide

REFYN collects what you enter. You are not required to complete every optional field to use the product.

• Account information: your email address, your name, your password credential handled by the authentication system, and your language preference.
• Professional profile information: sport or sports, roles, level, governing body or ruleset context, experience, country and region, optional profile photo, and the way you work in officiating.
• Assignment information: assignments you add, preparation notes, checklists and post assignment records.
• Private REFYN content: Ask REFYN conversations, Reset sessions, Handle It sessions and rehearsals, reflections and personal notes.
• Development information: development focuses, program responses and progress in REFYN programs.
• Relationship information: organization memberships, mentoring relationships, and invitations you send or accept.

3. Private REFYN content

The following content is private to the official who created it. It is not shown to organizations, leaders, administrators, evaluators, assignors or mentors, and it is not used to build any organizational profile or rating of the official.

• Ask REFYN conversations and the messages inside them
• Reset sessions, including what prompted them and what you wrote
• Handle It sessions, rehearsals and situation records
• Private reflections and journal style personal notes
• Game Day preparation content you write for yourself

4. The visibility model

Shareable items in REFYN carry one of three visibility levels, and the default is private.

Sharing is item by item. Choosing to share a professional development item or a professional takeaway does not expose the private conversation, session or reflection that led to it.

• Private: visible only to you.
• Share with mentor: visible through an accepted mentoring relationship.
• Share with organization: visible to authorized users of an organization you belong to.

5. Organization relationships

Belonging to an organization does not give that organization access to all of your REFYN activity. Organization roles are scoped to a single organization and are never global.

Authorized organization users may access professional profile information, development focuses the organization assigned to you, program status for organization programs, and professional development information you intentionally shared with the organization. Organizations may also see membership and invitation records, and administrative activity within their own organization.

Private content described in section 3 remains private and is not made available to organizations.

6. Mentor relationships

Mentoring in REFYN is intentional. A relationship is created by invitation and exists only after it is accepted by both people. Either person can end it.

A mentor may access only what the authorized relationship permits and what the official intentionally shares as professional development information. A mentoring relationship does not grant access to the official's private REFYN space.

7. AI supported processing

Being finalized

Ask REFYN generates guidance using an AI model. To produce a response, the text of your question, the relevant conversation, and limited profile context such as your sport, role and level are sent to the AI infrastructure that REFYN uses to run the model. Responses are returned to your private conversation.

REFYN also records non content usage counters, such as the number of AI requests associated with an account, in order to operate the service and apply usage limits. Those counters do not contain the text of your conversations.

REFYN does not sell your content, and does not share your private content with organizations, mentors or other users. Specific data handling commitments of the AI infrastructure provider, including any model training commitments, are being documented and will be described here rather than assumed.

8. Service providers

Being finalized

REFYN runs on hosting, database, authentication and email delivery infrastructure operated by third parties in order to store your account and content, sign you in, and send transactional messages such as verification and invitation emails.

A complete provider list with the specific data each provider processes is being prepared for publication here. REFYN will not describe a provider commitment that has not been verified.

9. Notifications and email

REFYN sends transactional email for account verification, password reset, organization invitations and mentor invitations. Inside the product, REFYN creates notifications about your own activity and relationships, and you can manage notification preferences in the product.

REFYN does not currently run a marketing email program and does not add you to one when you create an account.

10. Analytics

REFYN does not currently run third party advertising or behavioral analytics trackers in the application. Operational records such as usage counters and error logs are kept so the service can run reliably. If product analytics are added later, this section will be updated before they are enabled.

11. Security

Access controls are built into the way REFYN stores and retrieves protected information, not simply hidden from view in the interface. Records are associated with their owner, and access rules are enforced at the database layer for both private content and shared professional information.

No online service can promise perfect security, and REFYN does not claim to be unbreakable. REFYN holds no security certification at this time, and does not claim SOC 2, ISO, HIPAA or any other certification or regulatory compliance status.

12. Data retention

Being finalized

REFYN keeps your account and your content while your account exists, so that your development history stays available to you across assignments and seasons. Records that support relationships, such as invitations and membership history, are kept while those relationships exist.

A published retention schedule with specific time periods is being finalized. REFYN will state actual retention periods here rather than estimate them.

13. Your controls

You can edit your profile information, change the visibility of shareable items, end a mentoring relationship, and leave or decline an organization relationship inside the product.

14. Account deletion

Being finalized

Self service account deletion is not built into REFYN yet, and this policy will not describe a deletion behavior the product does not have. Until it is available, deletion requests are handled through the contact path in section 18, and the specific deletion process, including what is removed and how quickly, will be published here when the feature ships.

15. Data export

Being finalized

REFYN does not currently offer a self service data export. No export feature is claimed. When export is implemented, this section will describe what it includes.

16. Children and young officials

Being finalized

Officiating includes young people, and REFYN takes that seriously rather than solving it with a single checkbox. REFYN does not currently collect date of birth or age, does not operate separate minor accounts, and does not have a parental or guardian consent mechanism.

Because of this, REFYN accounts are intended for adults, and for young officials only where an appropriate consent and supervision arrangement exists outside the product. An age and consent model for young officials is an open launch decision under review, and this section will be replaced when that model is in place.

17. International users

Being finalized

REFYN is built for officials in many countries, and information you provide may be stored and processed in a country other than the one you live in.

REFYN does not claim compliance with the privacy regime of every country. Country specific rights, transfer mechanisms and any additional disclosures required in your region are under legal review before broad international deployment. If your local law grants you rights over your information, you can raise a request through the contact path in section 18.

18. Changes to this policy

When this policy changes, the last updated date and the document version at the top of this page change with it. Material changes will be communicated inside the product.