Privacy notice
What we keep about players, parents, coaches and officers, who can see it, how long it’s kept, and your rights.
Last updated 8 November 2026
Who’s responsible
We’re My Coaching App. Contact us about privacy through our contact form.
Your club, county or province decides what records it keeps about its members and who in it can see them. For those records it’s the controller, and we look after them on its behalf. We’re the controller for your account, billing, this website, and keeping the service secure. If you have a question about what your club records, ask your club; we’ll help it answer.
Who this covers
Players, parents and guardians, coaches and squad staff, club officers, referees, county and province officers, people who use this website or contact us, and anyone who tries the demo. The demo uses made-up people and is deleted automatically.
What we keep
| What | Examples |
|---|---|
| Account | Name, email, password (stored only as a secure hash), phone if you add it, date of birth for players, profile photo once the club approves it |
| Club and squad | Clubs, squads, roles, join requests and invites, and the club’s official email address used to confirm it |
| Playing | Shirt number, position, availability replies, training attendance and which adults were present, team sheets, scores, match stats, GPS load if the club imports it, skill profiles, feedback, training plans, trial results |
| Health | Injuries, rehab notes, concussion return-to-play steps, medical notes and emergency contacts |
| Safeguarding | Vetting and safeguarding training records and certificates, and concerns reported to the Children’s Officer |
| Consents | A parent’s approval, and their choices on photos, names on public team sheets and sharing with the county |
| Messages | Squad chats and messages, and when they were read |
| Referees | Panel, grade, days off, appointments, match reports and expenses |
| Payments | Plan, add-ons, billing contact and invoices. Card details are held by Stripe, never by us |
| Technical | Sign-in times, IP address (for security and to stop abuse), device type, push notification token and error logs |
| Website | What you send through the contact form, and page visits through Google Analytics only if you say yes |
Children
- Under 16: no login. A parent or guardian adds the child through the club, sees everything about them, replies for them and makes their consent choices.
- 16 and 17: their own login once a parent approves it. Parents can still see their account.
- At 18 the account is the player’s own.
- Coaches can’t message an under-18 one to one in the app, and a parent can turn their child’s messages off.
- A child is only named in public, such as on a live score link or a shared team sheet, if their parent allows it.
- A child’s own stats and feedback are never sold or put behind a paywall, and we never show advertising.
Why we use it
| Purpose | Lawful basis |
|---|---|
| Running the app for you and your club: squads, schedules, availability, matches and messages | Our contract with you, or the club’s legitimate interest in running its teams |
| Injuries, concussion and medical notes, to keep players safe | The club’s legitimate interest in player welfare, with the extra conditions the law sets for health data. Only the people listed below see it |
| Safeguarding: vetting records, adults present at underage sessions, concerns | The club’s legal obligations, and its legitimate interest in protecting children |
| Billing and tax records | Contract and legal obligation |
| Service emails, such as an invite waiting or a request not yet answered | Legitimate interest in the app working as people expect |
| Security, fraud and spam prevention | Legitimate interest |
| Website analytics | Your consent, which you can withdraw at any time |
We don’t sell personal data, use it for advertising, or make decisions about people by automated means alone.
Who can see it
- In your club: what each person sees depends on their role. Coaches see their own squads. 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.
- Your county sees players for county trials and its Talent Hub, only where the parent or adult player has allowed sharing with the county. Referees see the team sheets for their games.
- Your province sees totals and trends across counties, and players picked for its development squads.
- The public sees live score links and team sheets a club shares, without under-18s whose parents have said no.
- Companies that help us run the app, who use the data only on our instructions:
| Company | What for |
|---|---|
| Laravel Cloud | Hosting the app, its database and files |
| Resend | Sending email |
| Stripe | Taking payments |
| Expo, Apple and Google | Delivering notifications to phones |
| Anthropic | The Coach Assistant and Voice Logging, only for clubs that turn them on |
| Google Analytics | Website visits, only after you say yes |
| YouTube (Google) | A video guide you play on this website, only once you press play |
Some of these companies handle data in the United States. Where data leaves the EEA or the UK, we rely on the safeguards the law requires, such as the European Commission’s standard contractual clauses or the EU–US Data Privacy Framework.
The Coach Assistant and Voice Logging
If a club turns it on, a coach’s request and the squad details it needs, such as first names, shirt numbers and match stats, are sent to Anthropic to write a draft. The coach reviews each draft before it’s shared.
With Voice Logging, what a coach says about a game and the names and shirt numbers on the team sheet are sent to Anthropic to turn into scores and stats. Nothing is saved until the coach checks it. The recording itself never reaches us or Anthropic: the phone’s or browser’s own speech service (such as Apple’s or Google’s) turns the speech into text first.
Anthropic doesn’t use this data to train its models.
How long we keep it
- Your account: until you delete it. Your login and personal details go 30 days after you ask, and signing in during those 30 days cancels it.
- After someone leaves or deletes their account, a club’s match results keep their jersey number only, not their name.
- Accounts never linked to a club, squad or child and unused for a year are deleted 30 days after we email you.
- If a parent’s request to add a child is declined or cancelled, the child’s details are removed after 30 days.
- Invites last 14 days. Club confirmation codes last 30 minutes, and confirmation links sent to a club’s official email last 7 days.
- Website enquiries: 12 months. Demo copies: deleted automatically within hours.
- Billing records: as long as tax law requires.
Your rights
You can ask to see, correct, download, delete or restrict your data, object to how we use it, or withdraw a consent you gave. Download your data or delete your account from Edit profile in the app; parents can do the same for a child from Consent and privacy. For anything else, contact us through our contact form. We reply within one month.
You can complain to the Data Protection Commission in Ireland (dataprotection.ie) or, in the UK, the Information Commissioner’s Office (ico.org.uk).
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 your data at risk, we’ll tell you and the regulator as the law requires.
Changes
We’ll update this notice when what we do changes, and email you about anything important. See also our cookies page and how the app keeps children safe.