Privacy Policy

Our Policies

Last Updated: February 2026

Overview

This privacy policy covers the PolyField product ecosystem:

PolyField App — The Android application used by athletics officials to measure and record field event results
PolyField Control Server — The local competition management server that coordinates events and synchronises results

Together, these tools provide a complete solution for athletics field event officiating.

Data Collection Summary

Component	Data Transmitted Externally
PolyField App	None — only communicates with your local Control Server
PolyField Control Server	Results uploaded to competition management platforms (OpenTrack, Roster Athletics, Athletics App) where athletes have already consented

Key Principle: Athlete data originates from competition management platforms where athletes provide consent during registration. PolyField processes this data for competition purposes and returns results to the same platforms. No data is transmitted to the PolyField developer.

PolyField App

Information the App Processes

Competition Data:

Athlete information (bib numbers, names, clubs, age groups)
Performance results (distances, heights, attempt validity, wind readings)
Measurement coordinates (X/Y positions for heatmap visualisation)
Calibration data (EDM station positions, circle types)

Device Settings (stored locally):

EDM device configuration and connection settings
Scoreboard IP addresses and ports
Wind gauge server addresses
Competition settings (rounds, cutoffs, event types)

Source of Data:

Received from your PolyField Control Server on your local network
Entered manually by competition officials
Generated in demo mode for training purposes

App Network Communications

The app connects ONLY to servers and devices you explicitly configure:

PolyField Control Server — Your local competition management server
Daktronics Scoreboards — Stadium display systems on your network
Wind Gauge Servers — Wind measurement devices on your network

The app does NOT connect to:

Analytics or tracking services
Advertising networks
Cloud storage services
The app developer's servers
Any third-party APIs

App Permissions

Permission	Purpose
INTERNET	Connect to your local PolyField server, scoreboards, and wind gauges
USB Host	Connect to EDM total stations and USB-serial devices

NOT required: Location services, camera, microphone, contacts, phone data, storage access beyond app directories, background location, or device identifiers.

App Data Storage

All app data is stored locally on your Android device:

Settings persist until you clear app data or uninstall
Competition results are submitted to your server and cleared from local cache
No data is retained by the app developer

Demo Mode

When demo mode is enabled:

All measurements are simulated
No real EDM device communication occurs
No data is sent to external servers
Used for training and demonstration purposes only

PolyField Control Server

Information the Server Processes

Athlete Data (Pass-Through):

Name, club/team affiliation, age group/category
Bib number
Performance results (marks, heights, attempts, wind readings)
Heatmap coordinates for throw landing positions

Important: The Control Server does not collect athlete data directly. All athlete personal information is sourced from competition management platforms where athletes have already accepted the terms and conditions of those services.

Wind Gauge Data:

Wind speed, direction, and timestamps
Stored in daily log files (contains no personal information)

Machine Identification (Licensing Only):

A unique machine identifier is generated locally for license validation
Never transmitted externally
Contains no personal information

Server Data Storage

During Competition:

Competition data stored locally in JSON format
Wind readings stored in daily log files

No Persistent Athlete Data:

Athlete data is not retained beyond the competition session
When a new competition is loaded, previous data is replaced
No database of athletes is maintained across competitions

Third-Party Integrations

The Control Server integrates with competition management platforms:

OpenTrack (data.opentrack.run)
Roster Athletics (rosterathletics.com)
Athletics App

When connected to these services:

Your credentials authenticate with the respective platform
Athlete data is downloaded (where athletes have already consented)
Competition results are uploaded back to these platforms

Data processing by these third parties is governed by their respective privacy policies. Athletes provide consent when registering for competitions through these platforms.

Graphics and Display Outputs

Display boards, standings tables, and heatmap graphics contain athlete names, clubs, and results. These outputs are:

Generated for legitimate competition purposes
Displayed in accordance with standard athletics competition practices
Subject to the consent athletes provided when registering through their competition management platform

From the PolyField App

The app only transmits data to servers and devices YOU configure on your local network. No data goes to external services.

From the Control Server

To competition management platforms — Results synchronised with the system from which athlete data was loaded (OpenTrack, Roster Athletics, Athletics App)
To competition displays — Names, clubs, and results shown on live display boards and graphics

No Developer Access

No data is transmitted to the PolyField developer or used for any purpose other than competition officiating.

Data Controller and Processor

The data controller for athlete personal data is the competition organiser using the PolyField software.

PolyField acts as a data processor, handling data on behalf of competition organisers who have obtained athlete consent through their competition management platforms.

Data Security

PolyField App:

All communication occurs on your local/private network
No sensitive data transmitted over the internet
No passwords or authentication credentials stored

Control Server:

Credentials for third-party services encrypted when stored locally
Application runs locally on competition hardware under organiser control
No athlete data transmitted to PolyField servers

Your Rights

As athlete data is sourced from and returned to competition management platforms, data subject rights (access, correction, deletion) should be exercised through the relevant platform where you registered.

For app users (officials):

View all stored settings within the app
Modify any configuration at any time
Delete all data by clearing app data through Android settings

Competition organisers using PolyField are responsible for ensuring compliance with applicable data protection regulations.

Children's Privacy

PolyField is a professional tool for athletics officials. Athlete data is processed regardless of age, as provided by competition management platforms. Parental consent for minor athletes is obtained through the competition registration process managed by the competition organiser and their chosen platform.

Changes to This Policy

Changes to this privacy policy will be reflected in software updates. The "Last Updated" date will be revised accordingly.

Contact

For questions about this privacy policy or data handling practices, please contact the competition organiser responsible for your event, or reach out to PolyField support.

Summary

Category	PolyField App	Control Server
Data collected by developer	None	None
Analytics/Tracking	None	None
Advertising	None	None
External connections	None (local only)	Competition platforms only
Cloud storage	None	None
Location tracking	None	None
Data sold	Never	Never

PolyField respects your privacy. The app communicates only with your local server. The server synchronises results with competition management platforms where athletes have already consented to data processing as part of standard athletics event operations.