Privacy policy: Ambassadors of Sport

1Who we are

Ambassadors of Sport ("AoS", "we", "us") is a sports talent agency. It is a product of The Gatekeepers Club and not a separate company.

The data controller for everything in this policy is The Gatekeepers Club, registered in France with the Trade and Companies Register (RCS) under number 100 548 080.

For anything in this policy, reply to any email we have sent you, or write to us through the forms on our contact page.

We have not appointed a data protection officer.

2What this policy covers

Our website, ambassadorsofsport.com, and its forms: the athlete questionnaire, the brand questionnaire and the podcast forms.
Our onboarding forms for athletes, coaches and brands at admin.ambassadorsofsport.com.
The athlete and coach websites we publish at an address of the form name.ambassadorsofsport.com, and their enquiry forms.
Our podcast, I've Got Skin in The Game: guest applications, preparation forms, release signatures, recordings and sponsor enquiries.
Our CRM, where we keep our records of athletes, coaches, brands, schools and other contacts, and of our exchanges with them.
Pro Athlete Brand Building at ambassadorsofsport.com/brand-building: the free brand check, the blueprint you can buy, its quiz and the plan built from it.

3What we collect, why, and on what legal basis

For each source: what we collect, why, and the legal basis under article 6 of the General Data Protection Regulation (GDPR).

Athlete questionnaire

What we collect: Name, date of birth, email, nationality, residency status, countries played in, club salary bracket, sponsorship terms and value, existing sponsors, sport, level, career stage, team, what you need help with, whether you are moving, Instagram and TikTok handles, Instagram follower range, a WhatsApp number or other notes you add, how you heard of us.
Why: To assess whether we can work together, and to reply.
Legal basis: Steps taken at your request before a contract (6.1.b); our legitimate interest in answering enquiries (6.1.f).

Brand questionnaire and brand onboarding

What we collect: Company, contact name, role, email, phone, website, budget range, sports, athlete criteria, campaign type, timeline, geography, notes.
Why: To consider and prepare a partnership.
Legal basis: Steps before a contract (6.1.b); legitimate interest (6.1.f).

Athlete and coach onboarding (after signature)

What we collect: Name, date of birth, nationality, languages, location, sport, position, club, career history, biography, social handles, rate card, brand preferences, visual choices, photographs. For an athlete under 18: the guardian's name, relationship, email, phone and consent.
Why: To build and run the athlete's website and to represent them.
Legal basis: Performance of the Letter of Engagement (6.1.b); for an athlete under 18, see section 6.

Athlete and coach websites

What we collect: What the athlete approves for publication: profile, career, statistics, photographs, rate card, and follower counts where the athlete has agreed. Enquiry forms: name, email, company, role, type of enquiry, message.
Why: To present the athlete and receive enquiries.
Legal basis: Performance of the Letter of Engagement (6.1.b); legitimate interest for enquirers (6.1.f).

Podcast guest forms

What we collect: Name, email, phone, date of birth, nationality, where you are based, sport, discipline, level, club, social handles, a short account of your story, how you heard of us, your answers to the preparation form, whether you want to join the guest community, your IP address and browser type.
Why: To select and prepare guests.
Legal basis: Legitimate interest (6.1.f); consent for the community (6.1.a).

Podcast release

What we collect: Your signed name and email, the time you signed, the version of the release you signed, your IP address and browser type.
Why: To keep proof of the release.
Legal basis: Performance of the release (6.1.b).

Podcast recordings

What we collect: Your voice and image, published as episodes and clips.
Why: To publish the episode.
Legal basis: Performance of the release (6.1.b).

Podcast sponsor enquiries

What we collect: Company, contact name, role, email, phone, website, category, budget band, timeline, message, IP address and browser type.
Why: To answer and prepare a sponsorship.
Legal basis: Steps before a contract (6.1.b); legitimate interest (6.1.f).

Emails and messages

What we collect: When you write to us or we write to you by email, WhatsApp, LinkedIn or Instagram message, the messages sit in our mailboxes and in The Gatekeepers Club's contact records. Our CRM keeps only the dates, channels and number of exchanges, never their content. For Pro and Represented athletes, the text of your emails to us and of the documents you attach is also kept with your Brand Building plan, to write your strategy letter (see "How your plan is written").
Why: To know when we last spoke and who is waiting for a reply.
Legal basis: Legitimate interest (6.1.f).

CRM

What we collect: Name, role, organisation, contact details, stage, notes and tasks; for athletes, an "Under 18" flag (section 6).
Why: To run the agency's relationships.
Legal basis: Legitimate interest (6.1.f); performance of a contract (6.1.b).

Public figures of athletes we represent

What we collect: Followers, posts, and average likes, comments and views of recent posts, read weekly from public profiles.
Why: To follow the growth of the athlete's accounts.
Legal basis: Legitimate interest (6.1.f). For an athlete under 18, only with the guardian's consent (section 6).

Invoices and contracts

What we collect: Identity, billing details, amounts.
Why: To meet our accounting and legal duties.
Legal basis: Legal obligation (6.1.c).

Pro Athlete Brand Building

What we collect: Your name, email, social media handle and main platform, your WhatsApp number if you give one, whether you are 18 or over and, if not, a parent or guardian's email; your sport and level; the figures you enter from your account (followers, posts, gaps, likes, comments, views, how you reply, what your profile shows) and the score we calculate from them. If you buy the blueprint: your quiz answers (age, club, routine, story, interests, the brands you use, audience, goals, guard rails) and the plan built from them. The time and the wording of the consent you gave, and the time you asked for email tips, if you did.
Why: To calculate your score and send it to you, to build and send your plan once you have paid, to follow up on your results, and, only if you ticked the box for it, to send you occasional athlete brand tips. The score is calculated automatically from the figures you enter. It is advice, not a decision about you: whether we talk about representing you is decided by a person at AoS.
Legal basis: Your consent, given on the form, to store your details and follow up (6.1.a); performance of the contract when you buy the blueprint (6.1.b); your separate consent for email tips (6.1.a).
How your plan is written: For Pro and Represented athletes, we use an AI service (Anthropic, below) to help draft your plan and the strategy letter that comes with it, from your answers, your numbers, what you send us by email (such as your CV), notes of our calls (Google's meeting notes) and our own notes. Phone numbers, sign-in links and quoted replies are taken out first. We read every word before you see it.

Payments for the blueprint

What we collect: The amount, currency and date of your payment, and the payment references Stripe gives us. Your card details go to Stripe and never reach us.
Why: To take the payment, open your quiz, handle a refund and keep our accounts.
Legal basis: Performance of the contract (6.1.b); legal obligation for accounting records (6.1.c).

The athlete platform: your account and your profile on the roster

What we collect: First and last name, email, date of birth, country, city, sport, level, club, whether you have a manager or an agent, your social handles and the figures you send us (with the screenshots you add as proof, for Pro), your story, goals and photographs, the date of each consent, your Pro membership and its payments, and the concierge requests you send.
Why: To run your account and your profile, to check your figures for Pro, to show your profile to brands we have approved, and to answer your requests.
Legal basis: Performance of the platform terms you accept when you join (6.1.b).
Event hosting: If you are 18 or over, on Pro or represented by us, and switch on "Available for event hosting" in your account: that choice, and the short note you may add on where and when you can work, beside the city and languages already on your account. Only AoS sees it, to offer you paid work at events. Switch it off in your account at any time.

Brand accounts and deal requests

What we collect: Company, website, contact name, role, work email, country, sectors and a note. For a deal request: the athlete it is about, the kind of partnership, the timing, a budget if you give one, and your note. The date of each sign-in, and each one-time sign-in link, kept only as a fingerprint that cannot be turned back into the link.
Why: To decide whether to open the account, so that only brands we have approved see athlete profiles, and to answer deal requests.
Legal basis: Steps before a contract (6.1.b); our legitimate interest in checking who sees athlete profiles and in answering enquiries (6.1.f).

If you are under 18 and apply to the podcast, we keep no personal data about you: the show is for guests aged 18 and over.

Estimated value. From an athlete's social figures we calculate an estimated media value per post and per month, using a formula and assumptions recorded in our CRM. It is an internal planning estimate. It is not a price or a valuation, it is never quoted outside AoS as a price, and no decision about you is made automatically from it.

4Who sees your data

People who work for AoS, bound by confidentiality. The CRM is a Google Sheet in a Google Shared Drive open to AoS administrators only.
Marketing Lioness, which helps us with brand partnerships and acts on our instructions, as our processor. Brand questionnaires are copied to it, and its founder is an AoS administrator.
Brands, only as your Letter of Engagement allows. For an athlete under 18, nothing reaches a brand before a guardian has signed the Letter.
Service providers acting on our instructions (processors), listed below.
Public authorities, where the law requires it.

Supabase

What it does for us: Our database, file storage and server functions.
Where: Data stored in the European Union (Ireland), by Supabase, Inc., a United States company.

Railway Corporation

What it does for us: Hosts our websites and applications.
Where: European Union (the Netherlands), by Railway Corporation, a United States company.

Google (Google Workspace, Google Fonts)

What it does for us: Our AoS mailbox, the CRM Sheets and shared media folders; the fonts on our website.
Where: Google's data centres in the European Union, the United States and other countries.

Resend

What it does for us: Sends our internal alert emails when a form arrives, and the Pro Athlete Brand Building emails to athletes (results, receipt, plan), from our own address.
Where: United States.

Stripe

What it does for us: Takes card payments for the Pro Athlete Brand Building blueprint, on The Gatekeepers Club's Stripe account. Your card details go to Stripe, not to us.
Where: Stripe Payments Europe, Ltd. (Ireland), part of Stripe, Inc., a United States company; some data is processed in the United States.

Unipile

What it does for us: Brings our WhatsApp, LinkedIn, Instagram and email conversations into The Gatekeepers Club's contact records.
Where: France.

Anthropic

What it does for us: Provides an AI assistant we use internally to help us work on our records: reading and summarising enquiries, emails and records, and preparing replies. Nothing is sent without a person approving it.
Where: United States.

We do not sell personal data, and we do not use it for advertising.

5Transfers outside the European Union

Our database is in the European Union (Ireland). Some of our providers are in the United States. Where personal data leaves the European Economic Area, we rely on the European Commission's standard contractual clauses in each provider's data processing terms. You can ask us for a copy of the safeguards at the address in section 1.

6Athletes under 18

AoS works with athletes from the age of 16. We never message anyone under 18 directly: we speak with the guardian.
A guardian is attached to every athlete under 18. Nothing is signed, and no photograph or video is used, before the guardian agrees in writing.
We record the social figures of an athlete under 18 only with the guardian's consent.
Our CRM holds a single "Under 18" flag. A minor's date of birth, own contact details and the guardian's details are not in the CRM: they stay in our database, closed to public access.
Where we do not know an athlete's age, we treat the athlete as under 18.
Pro Athlete Brand Building asks whether you are 18 or over. If you are not, it needs a parent or guardian's email, and every email about your check, your payment and your plan goes to the guardian only, never to you.

7Who sees an athlete profile

Athletes aged 18 and over, from any sport, can join the roster at ambassadorsofsport.com/join. Once we have reviewed a profile, it is on the roster, where what anyone can see is kept apart from what an approved brand can see.

What anyone can see: A card on the roster with your sport, level and country, your Verified or Represented mark, and the size of your audience as a band, such as 10k to 50k followers. Never your name, photographs, club, city or anything else that identifies you, and no page with your name on it is open to the public or to search engines.
What approved brands see: Brands we have reviewed and approved, once signed in, see your full profile: your name, sport, level, club and country, and your city if you choose to show it; the headline, story and season goals you write; the photographs and highlight video you add; your audience numbers per platform, self-declared or checked by AoS; and, for Pro and Represented athletes whose numbers we have checked, a Fair Value, our guide rate per post. Brands agree not to copy or share any of it, and to contact you only through AoS.
What nobody sees: Your date of birth, email, phone, WhatsApp, social handles, whether you have a manager or an agent, and payment or payout details. Not the public, and not brands. Your city stays with us too, unless you choose in your account to show it to brands; you can hide it again at any time.
Why: So that brands can find athletes and ask to work with them. A brand's request comes to AoS, never to you directly, and we introduce a brand only once you agree. The legal basis is the athlete platform terms you accept when you join (6.1.b).
How brands sign in: With a link we email to the address of an approved brand account, which works once. The brand's browser then keeps one sign-in cookie, aos_brand, for up to 30 days. It holds the brand's account number and company name, and nothing about you.
How long: While your profile is live. A profile you take down, or that we suspend, leaves the roster within a minute.
How to remove it: From your account at my.ambassadorsofsport.com, or by replying to any email we have sent you.

8How long we keep data

Questionnaires and enquiries that do not lead to an engagement: 24 months after our last exchange.
Records of athletes we represent: The engagement, then 5 years, the limitation period for civil claims (article 2224 of the Civil Code).
Social figures of athletes we represent: The engagement, then 12 months.
Invoices and accounting records: 10 years (article L123-22 of the Commercial Code).
Brand and sponsor contacts: 24 months after our last exchange, or the partnership and then 5 years.
Podcast applications not taken forward: 24 months.
Signed podcast releases and recordings: As long as the episode is published, then 5 years.
Dates and counts of our exchanges: As long as the contact record is kept.
Form answers kept on your device when sending fails: Until they are sent, then removed.
Pro Athlete Brand Building: your details, figures, score, quiz answers and plan: 24 months after your last activity (a check, a payment, a quiz step or a review), then deleted. The text of emails and documents kept for your strategy letter: 24 months from when you sent them, and deleted with your account. Sooner if you ask: reply to any email we have sent you.
Payments for the blueprint: 10 years, with our accounting records (article L123-22 of the Commercial Code).
The athlete platform: your account and your profile: While your account is open, then 12 months after you close it or after 24 months without activity, then deleted. Sooner if you ask: reply to any email we have sent you.
Payments for Pro: 10 years, with our accounting records (article L123-22 of the Commercial Code).
Brand accounts and deal requests: 24 months after the account's last activity, or the partnership and then 5 years.
Concierge requests: 24 months after the request; what is booked is kept with its invoice, 10 years.

9Your rights

You can ask us to:

give you access to the data we hold about you;
correct it;
delete it;
restrict its use;
send it to you or to another organisation in a common format (portability);
stop using it where we rely on our legitimate interest (objection);
stop using it where we rely on your consent (withdrawal), without affecting what was done before.

Under French law you can also give instructions on what happens to your data after your death.

Reply to any email we have sent you, or write to us through the forms on our contact page. We may ask you to confirm your identity. We answer within one month; if a request is complex we may take two more months, and we will tell you so within the first month. A guardian exercises these rights for an athlete under 18.

You can complain to the French data protection authority, the CNIL: 3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France, www.cnil.fr.

No decision with legal or similarly significant effect on you is made by automated means.

10Security

Our database tables holding personal data are closed to public access. The public athlete websites read only the information approved for display.
The admin area is behind a sign-in for named people.
The CRM is open to AoS administrators only, and it removes contact details from the record of any athlete under 18 or of unknown age.

11Cookies and similar technologies

ambassadorsofsport.com sets no analytics, advertising or tracking cookies. One cookie is set only for people who edit the site's text. If a form cannot be sent, your answers are kept in your browser's storage on your device and sent later, then removed.
Fonts. The pages of ambassadorsofsport.com, and some of our other pages, load their fonts from Google's servers (Google Fonts), which receive your IP address when they do.
admin.ambassadorsofsport.com uses sign-in cookies for AoS staff.
The Pro Athlete Brand Building pages count visits and steps without cookies and without personal data: an event name and a time, nothing that identifies you or your device. They keep two notes in your browser tab only, never sent anywhere and gone when you close it: whether you said you are under 18, so the result page speaks of your guardian, and a score we could not save.
Brand accounts. When a brand we have approved signs in, ambassadorsofsport.com sets one cookie, aos_brand: the account's reference and its company name, signed so it cannot be altered. It lasts 30 days, or until you sign out, and is used only to show the full roster to that brand.
my.ambassadorsofsport.com uses sign-in cookies for athletes' accounts.
Referral links. When you arrive through an athlete's referral link (an address ending in ?ref= and a code), ambassadorsofsport.com keeps that code and the date in your browser's storage on your device for 30 days, so that if you join, the athlete who shared the link is credited. Nothing is sent anywhere unless you join. You can remove it by clearing this site's data in your browser.
Our hosting provider keeps technical request logs.

Because we use only what is strictly necessary for the site to work, we do not show a cookie banner.

12Changes to this policy

When we change this policy, we update the date at the top.

13Contact

The Gatekeepers Club, for Ambassadors of Sport.
ambassadorsofsport.com/contact
France.