Privacy information for athletes
Ludi’s role
Your sport psychologist uses Ludi to support their professional work. Ludi provides software for activities such as questionnaires, session planning, record keeping and bookings. Your practitioner remains responsible for their professional decisions and the support they provide.
This page explains how Ludi is used to process athlete information. Your practitioner or the organisation responsible for their practice must also explain how your information is used in your particular setting, including who is responsible and the legal basis for processing it.
Information processed through Ludi
Depending on the services and questionnaires your practitioner uses, records may include:
- Your name, date of birth, sport, position, squad and language preference.
- Contact details and optional information you provide, such as gender, hobbies or interests.
- Questionnaire responses, how long you took from your first answer to your last, assessment results and information about teammates where a questionnaire includes them.
- Your practitioner’s observations, session notes and plans.
- Session bookings, booking notes and related communications.
- Records of consent and any optional research preferences.
Some of this information may concern your mental or physical health and requires additional protection under data protection law.
Responsibility for your information
The practitioner or organisation determining the purposes of your records is responsible for their use. They must provide their identity and contact details and explain the applicable legal basis, including the basis for processing health information where relevant.
Ludi processes these records on their behalf. Questions about your assessments, professional support or the use of your records should be directed to your practitioner.
Access to your records
Your practitioner can access the individual records made available to them through Ludi. Coaches and teammates do not receive access to your individual questionnaire responses or scores through the platform.
Where team-level findings are shared, your practitioner is responsible for ensuring that the disclosure is appropriate and respects confidentiality. Any questionnaire described as anonymous must explain what information is collected and what results are available before you respond.
Authorised service providers process information as necessary to operate the platform. Details are provided in the Ludi privacy notice.
Confidentiality and safeguarding
Your practitioner is responsible for explaining the limits of professional confidentiality, including circumstances in which information may need to be shared to meet a legal or safeguarding obligation.
Your practitioner may review questionnaire responses for concerns about your wellbeing and decide whether further assessment or action is appropriate. Ludi does not replace that professional assessment and is not an emergency or continuously monitored support service. Do not rely on a questionnaire submission to obtain urgent help.
Questions about teammates
Some questionnaires ask about your experience of working with other team members. Your practitioner may be able to see the people you identify. Your coach and teammates do not receive access to your individual responses through Ludi.
The questionnaire should explain the purpose of these questions, who can see the responses and how long identifiable information is retained before you answer.
Session bookings
If your practitioner uses Ludi for bookings, your booking details and any note you submit are used to manage your sessions. If you provide an email address, it may be used for confirmations, changes and reminders.
Keep personal booking and session-management links private. Someone with access to a link may be able to manage bookings in your name. If a link has been shared unintentionally, contact your practitioner to request a replacement.
Participation and consent
Your practitioner should explain which information is needed for their services and which information is optional.
Where processing relies on your consent, you may withdraw it at any time. Withdrawal does not affect earlier lawful processing and does not automatically require deletion of records that must be retained on another lawful basis. Your practitioner can explain any effect on the services they can provide.
For children and young people, your practitioner must assess any requirements for parental or guardian involvement under the applicable law and professional rules.
Retention
Your practitioner or the responsible organisation determines how long professional records need to be retained, taking account of their purpose and applicable requirements. They must explain the relevant periods or criteria to you.
Ludi deletes the names you give in questions about teammates six weeks after the end of your squad’s season, and in any case after twelve months.
Research
Research is optional and separate from your work with your practitioner. If you say yes, Ludi GbR, Burnitzstraße 7, 60596 Frankfurt am Main, Germany, uses the data listed below for research in sport psychology: how the things questionnaires measure relate to each other and to personality, how athletes change over time, whether support makes a difference, and whether the questionnaires measure well. Ludi GbR is responsible for this research (the controller), not your practitioner. The legal basis is your explicit consent (Art. 6(1)(a) and Art. 9(2)(a) GDPR). You can say yes at any age, whether or not your record has a date of birth.
Ludi uses only this data about you, never with your name:
- your answers and scores from questionnaires and check-ins, including team questionnaires: which questionnaire it was, in which version and which parts of it you answered, for an injury check-in the injury phase it was set up for, and for team questionnaires which team and which round the answers belong to and, where the questions rated a leader, the kind of leader rated;
- your practitioner’s assessments of you: the score for each area, which signs they ticked in an observation, which areas they marked as reviewed, whether the assessment came from an observation, a draft made with AI help, a questionnaire or another source, and its status;
- your injuries: the day each injury period started and ended, and at each questionnaire and assessment whether you were injured and in which phase (before diagnosis, after diagnosis or return to sport);
- your support plans: which areas they cover, which support tools from Ludi’s list were planned for you, and the status of the plan and of each tool (planned, introduced, practising or embedded);
- your completed sessions: the type of session, how long it lasted in minutes, which areas it focused on, which support tools were used and which plan it belonged to;
- your sport (only if it is one of the sports listed in Ludi), type of sport and gender, and at each questionnaire and assessment your age in whole years and the level of the squads you belonged to.
Your answers come from you. The assessments, injury periods, plans and sessions are records your practitioner makes about you in Ludi, and Ludi takes them from there.
Ludi passes on no date from your record. Each entry carries only a day number: how many days after your first entry it was. The only date in the data is the study’s cut-off date: no entry dated after it is used, and the data is taken out only once that day is over. The status of a plan, a support tool or an assessment, the details of a current injury, and which squads you belong to are taken as they stand on the day the data is taken out.
Ludi never uses your name, contact details or date of birth (it only works out your age from it), anything written as free text, such as your practitioner’s notes, session notes or goals, support tools your practitioner made up themselves, a sport typed in by hand instead of chosen from the list, the names you give in questions about teammates, mental health screens, or team questionnaires that promised your answers would count only in the team’s total.
If you said yes to an earlier version of this notice (before version 2026-09-29.2), Ludi uses only your questionnaire answers and scores from the first point above, without any injury phase, with your sport, type of sport, gender and age, until you choose again. An injury check-in is one of these questionnaires, so the fact that you answered one still shows that you were injured.
A research ID stands in for your name, and it stays the same, so your data can be followed over time. The key that links the ID to you is kept separately. This is pseudonymisation: the data is protected, but it is still about you. Your practitioner, your coach and your club never see your research data. It is kept in a part of the database the website cannot reach, and researchers get no login to it. Each study is recorded with its purpose, who approved it, its cut-off date and its end date, and gets its own codes, so your code in one study is not your code in another. Each time data is taken out for a study, Ludi records who took it, which kind of records, how many and when. Ludi never tries to find out who is behind a code, and publishes only results about groups, never one person’s data.
Ludi may run a study with a university or another research institution. They receive only that study’s coded data, never the key, and only under a written agreement with Ludi that binds them to the same rules.
Your data is used for research as long as your latest choice is yes and your record exists. A study’s data is deleted or made anonymous when the study ends. When your record is erased, your research ID is deleted with it.
You can withdraw at any time with the Withdraw from research button on your booking page, or by writing to nelson@ludisp.com. From then on no more of your data is given to research. Data already given to a study stays in that study until it ends, and the researchers cannot link it to you. Withdrawing does not affect use before that point, and it does not affect your support.
Questions about research go to Ludi GbR, not to your practitioner: nelson@ludisp.com. You can ask Ludi what research data it holds about you. Ludi has not yet appointed a data protection officer. Once it has, their name and contact details will be given here. You can also complain to a data protection supervisory authority.
Service providers and AI-assisted features
Ludi uses service providers for hosting, storage, authentication and session-related emails. If your practitioner uses an AI-assisted assessment feature, the text they submit is processed by the relevant AI provider to support categorisation. Your practitioner remains responsible for reviewing and interpreting the output.
The Ludi privacy notice explains the providers involved and any processing outside the European Economic Area.
Your rights and contact details
Subject to the applicable legal conditions, you may request access to your information, correction, deletion, restriction of processing and data portability. Where processing relies on legitimate interests, you may object on grounds relating to your particular situation. Where it relies on consent, you may withdraw that consent.
Contact your practitioner or the responsible organisation to exercise these rights. If you contact Ludi about records processed on their behalf, we will assist the responsible organisation in handling your request as required. Ludi GbR can be reached at nelson@ludisp.com.
You may also complain to a data protection supervisory authority, including the authority where you live or work.