Player Transfer & Data Policy

Last updated: 2026-09-04 · Draft version 2026-09-04

1. What this covers

Sometimes a player moves from one school, academy, or club on Vantic to another — for example, changing schools. This policy explains exactly what happens to that player's Vantic data when that happens: how a transfer is requested, who approves it, what actually moves to the new Organization, and what stays behind. It supplements our Privacy Policy and should be read alongside it, particularly section 4 (children's and health information) and section 5 (data sharing).

2. How a transfer request works

A transfer is never automatic, and it never happens because two Organizations connect to each other directly — Organizations never see each other on Vantic at all, at any point in this process.

• An authorized staff member at the player's current Organization (S&C, Head S&C, or Org Admin — a plain coach account cannot do this) requests the transfer, naming the destination school or club in plain text.
• The player is not moved yet. They stay exactly where they are, visible only to their current Organization, until a Vantic team member reviews the request.
• Vantic's platform team reviews the request, identifies the real destination Organization on the platform (if one exists), and either approves or rejects it. This is a manual, human-reviewed step — not an automated match.
• Only on approval does the player actually move. The requesting Organization is not shown the destination Organization's data at any point, and the destination Organization is not shown the requesting Organization's other players or data.

3. What actually moves — and what doesn't

On approval, the player's core record moves to the new Organization: their name, date of birth, gender, and team assignment (their old team assignment is cleared, since it belonged to the old Organization). This lets the new Organization start testing and managing that player immediately.

Historical performance data — past test results, wellness check-ins, and injury/recovery records entered before the transfer — is not automatically carried over to the new Organization. That data remains associated with the Organization that originally recorded it. The new Organization starts a fresh record for the player going forward; it does not inherit the player's prior history from their previous school or club. If your Organization needs a transferred player's prior history for continuity of care, that has to be arranged directly with the sending Organization, outside Vantic — the platform does not do this automatically today.

4. Who's responsible for what

As explained in our Privacy Policy, each Organization is its own “Responsible Party” under POPIA for the player and staff data it enters — Vantic only processes that data on the Organization's instructions, as an “Operator.” A transfer request means one Responsible Party's data (the player's core record) is, at the sending Organization's own request, moved into a different Responsible Party's control.

The sending Organization is responsible for having an appropriate basis to authorize that move — in most cases, the same enrollment/transfer process schools and clubs already use when a player leaves, which typically already involves parents/guardians. Vantic does not independently verify parental consent for a transfer; we facilitate the mechanics of the request and review it for legitimacy (a real destination Organization, requested by an authorized staff member), not the underlying consent, which remains your Organization's responsibility as it is for all data your Organization enters.

[This section describes a data flow between two separate Responsible Parties, which is a meaningfully different situation from Vantic's normal Operator role — it should be reviewed by a South African attorney before this page is published or linked publicly.]

5. Security

A transfer request, and the player record it eventually moves, is protected the same way as every other piece of data on Vantic — encrypted in transit and at rest, and access-controlled at the database level so only the two Organizations involved (and only after approval, for the new Organization) can ever see the player's record. See our Privacy Policy, section 9, for the full detail on how we protect data generally.

6. Questions

If your Organization has a question about a specific transfer request, or about how this process works, contact us at hello@vantic.co.za.