Data protection for club officers
What the app keeps about members, who sees it, how children are protected and how long it's kept. For Children's Officers and county boards.
Your club, county or province decides what it records about its members and who in it can see it. For those records it's the controller, and My Coaching App looks after them on its behalf. The full detail is in our privacy notice.
What the app keeps
- Accounts: name, email, date of birth for players, and a profile photo once the club approves it.
- Playing: availability replies, attendance, team sheets, scores and match stats, skill profiles, feedback and training plans.
- Health: injuries, rehab notes, concussion return-to-play steps and emergency contacts.
- Safeguarding: vetting and safeguarding training records and certificates, the adults present at underage sessions, and concerns reported to the Children's Officer.
- Consents: each parent's choices on photos, names on public team sheets and sharing with the county.
- Payments: the club's plan and invoices. Card details are held by Stripe, never by us.
Who can see what
- Coaches see their own squads only.
- Physios see injury details. Other coaches see only whether a player is available.
- The Children's Officer sees vetting records and concerns.
- Parents see their own children's records.
- The county sees a player only for county trials and its Talent Hub, and only where the parent, or the adult player, has allowed sharing with the county.
- The public sees only the live score links and team sheets a club chooses to share, and never an under-18 whose parent has said no.
How children are protected
- Under-16s have no login. A parent adds the child through the club, sees everything about them and makes their consent choices.
- 16 and 17 year olds get their own login once a parent approves it, and the parent can still see their account.
- Coaches can't message an under-18 one to one. Messages go to the squad, with parents included, and a parent can turn their child's messages off.
- A child's photo appears only after a parent says yes and the club checks it.
- The app warns when fewer than two adults are recorded at an underage session.
- Concerns go privately to the Children's Officer and Designated Liaison Person. See Reporting a concern.
Where it's held and who helps us
The app runs on Laravel Cloud. Resend sends its emails, Stripe takes payments, and Expo, Apple and Google deliver phone notifications. Anthropic is used only by clubs that turn on the Coach Assistant or Voice Logging, and it doesn't train on this data. Where data leaves the UK or EEA, we rely on the safeguards the law requires, such as standard contractual clauses.
How long it's kept
- An account is kept until it's deleted. The login and personal details go 30 days after the request.
- When someone leaves, the club's match results keep their shirt number only, not their name.
- Invites last 14 days, and accounts never linked to a club and unused for a year are removed.
- Billing records are kept as long as tax law requires.
Requests from members
Members can download their data or delete their account from Edit profile, and parents can do the same for a child from Consent and privacy. Send anything else to us through the contact page and we'll help you answer within the month the law allows.
Keeping it safe
Data is encrypted in transit. Passwords and confirmation codes are stored only as secure hashes. Access follows each person's role, certificates are kept in private storage, sign-in attempts are limited, and changes to plans, roles and safeguarding records are logged. If a breach puts members' data at risk, we'll tell you and the regulator as the law requires.