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). The first four are required for every athlete; 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)	Kids without an email get a temporary address automatically
   4	date_of_birth	Required	Format YYYY-MM-DD, must be in the past
   5	gender	Optional	male, female, or other
   6	belt	Optional	One of: white, grey, yellow, orange, green, blue, purple, brown, black, coral, red (defaults to white)
   7	is_kid	Optional	true/false (or 1/yes)
   8	guardian_email	Optional	Used when is_kid is true
   9	address_line1	Optional
   10	address_line2	Optional
   11	city	Optional
   12	postal_code	Optional
   13	country	Optional
   14	account_holder_name	Optional	Name on the bank account
   15	iban	Optional
   16	membership_plan	Optional	Must match an existing plan name exactly

   Any extra columns in your file are ignored. If one of the four 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 always add or update an athlete's IBAN — and upload a copy of their signed SEPA mandate or paper form — from the Pending registration section of the Athletes page, using the bank details panel on each pending athlete's row. This data is stored securely and is never sent to the AI.