Looking after your information
Last updated: [DATE]
Who holds this information
[YOUR COACHING BUSINESS / CLUB NAME] is responsible for the information in this portal. You can contact us at [EMAIL].
What we hold
Your name and email address, and for each player on your account — which may be you, or a child in your care: their name, date of birth, school year, coaching group, attendance, coaching notes, development goals, and, where consent has been given, photographs and short video clips.
Who can see it
You can see only the player records linked to your account — your own, or your child’s. Coaching staff can see the players they coach. This information is not shared with other players or families, and it is not sold or used for advertising.
Photographs and video
We only show photographs or video where consent has been recorded. You can withdraw that consent at any time by telling your coach, and the images stop appearing in the portal. Clips are shared with you in confidence — please do not repost them publicly.
How long we keep it
[RETENTION PERIOD — e.g. for as long as the player is on the programme, and for [N] years afterwards.]
Your rights
You can ask to see the information we hold, ask us to correct it, or ask us to delete it. Contact [EMAIL]. If you are not happy with our response you can complain to the Information Commissioner’s Office at ico.org.uk.
Signing in
This portal has no passwords. We email you a link that signs you in and expires after an hour. Please do not forward that email — anyone who opens the link first would reach your records.