AI & data privacy

How Compteam protects athlete personal data — including bank details — when using the AI Companion and AI-assisted athlete import.

1. 1

   Overview

   Compteam uses AI in two places: the AI Companion chat assistant, and the optional AI-assisted athlete import.

   Both features are designed so that the AI provider sees as little personal data as possible — and never sees sensitive financial details such as bank account numbers.

   This page explains exactly what is and isn't shared with the AI in each case.

2. 2

   AI Companion — name tokenization

   When you chat with the AI Companion, it can answer questions about your athletes, memberships, and billing using your branch's data.

   Before any athlete data is sent to the AI provider, athlete names are replaced with anonymous placeholders (e.g. ATHLETE_1, ATHLETE_2). The AI reasons about your data using these placeholders, and the response is translated back to real names before it's shown to you.

   What this means:

   • The AI provider never sees real athlete names as part of the conversation
   • Other identifying details needed to answer your question (e.g. belt rank, membership status, training attendance) may still be included, since they're required for the assistant to be useful
   • The AI Companion only has access to your own branch's data — never other branches or organisations

   Bank details (IBAN) are never sent to the AI Companion.

3. 3

   Athlete import — IBAN is never sent to the AI

   The AI-assisted athlete import lets you upload a CSV, PDF, or photo of your existing roster, and the AI extracts athlete records (name, email, date of birth, address, membership plan, etc.) ready for you to review.

   Bank account details are handled differently depending on the file type:

   • CSV / spreadsheet imports: Any IBAN found in the file is automatically detected and removed (redacted) before the file content is sent to the AI. The AI never sees the real value — it only sees a placeholder. After the AI extracts the other athlete fields, the redacted IBAN is automatically re-attached to the matching athlete record (matched by email), entirely on Compteam's servers.
   • PDF / image (photo) imports: The AI is explicitly instructed to never extract IBAN, BIC, or any bank account numbers from the document at all — these fields are simply left blank in the staged record.

   In both cases, name and date of birth are shared with the AI, since they're required to identify and stage each athlete record. If you'd prefer not to use AI for an import at all, see the next section.

4. 4

   Importing without AI

   If you'd rather not send any athlete data to an AI provider, you can disable AI for an import entirely.

   In the Import athletes dialog, tick "Disable AI for this import". When this is checked:

   • CSV files are still imported, but parsed directly by Compteam using a fixed set of column headers — no AI is used at all
   • PDF and image (photo) uploads are not available — only CSV files with the expected headers can be imported this way

   When the checkbox is left unchecked (the default), AI extraction is used as described in the previous section, with the IBAN protection always applied automatically.

   Required CSV column headers, in order

   Your CSV's first row must contain exactly these headers (lowercase, comma-separated). First name, last name, and date of birth are always required; email is required for adult athletes. The rest may be left empty:

   #	Header	Required?	Notes
   1	first_name	Required
   2	last_name	Required
   3	email	Required (unless is_kid is true)	For kids, leave this blank and use guardian_email
   4	date_of_birth	Required	Format YYYY-MM-DD, must be in the past
   5	gender	Optional	male, female, or other; the deterministic importer does not infer it from the name
   6	belt	Optional	One of: white, grey, grey-white, grey-black, yellow, yellow-white, yellow-black, orange, orange-white, orange-black, green, green-white, green-black, blue, purple, brown, black, coral, red (defaults to white)
   7	stripes	Optional	Belt stripe count from 0 to 11 (defaults to 0)
   8	is_kid	Optional	true/false (or 1/yes)
   9	guardian_email	Optional	Kids only; an existing guardian is linked and notified on activation, otherwise an invitation is emailed
   10	phone	Optional	Athlete phone number
   11	member_number	Optional	Branch-specific member ID, up to 50 characters; leading zeros are preserved and it must be unique within the branch. membership_id is accepted as an alias
   12	address_line1	Optional
   13	address_line2	Optional
   14	city	Optional
   15	postal_code	Optional
   16	country	Optional
   17	account_holder_name	Optional	Name on the bank account; required when iban is provided
   18	iban	Optional	Checksum-valid SEPA IBAN; requires admin mandate verification before direct activation
   19	membership_plan	Optional	Must match an existing plan name exactly
   20	signup_fee_paid	Optional	true/false; retained until a membership plan is assigned
   21	membership_end_date	Optional	Contract end date in YYYY-MM-DD; requires membership_plan
   22	historical_membership_start_date	Optional	Display-only original membership start date in YYYY-MM-DD

   Any extra columns in your file are ignored. If one of the required headers is missing, the import is rejected with an error listing the missing column(s).

   Download example CSV template · Download as Excel (.xlsx)

   Adding bank details and signed forms afterwards

   Whichever import method you use, you can add or update an athlete's IBAN — and upload a copy of their signed SEPA mandate or paper form — from the Pending registration section. Imported bank details remain on the restricted pending record until an admin verifies the mandate and its actual authorization date; activation then moves the IBAN into the vault. This data is never sent to the AI.