What we hold, and who can see it.

TeamCaddy is team management software for youth sport. A club, a team or a parent enters information about children so that a coach can run a fixture. We are the custodian of that information; we are not its owner and we don't treat it as an asset.

What we collect

From adults

• Name, email address, and phone number if you give us one for text reminders.
• A password hash, or nothing at all if you sign in with a one-time code.
• Which teams and children you are linked to, and in what role.
• Messages you send, and the attendance answers you give.
• Technical logs — IP address, device type, timestamps — kept to keep the service running and to investigate abuse.

About players

• Name, and optionally a jersey number, position and date of birth.
• Emergency contacts and medical notes, if the team chooses to record them.
• Attendance history for the team's events.
• Photographs, only if an adult on the team uploads them.

We ask for the minimum a coach needs to run a session safely. Date of birth is optional and is used only for age-group eligibility. There is no field for anything we cannot justify.

Children's data

Children do not have TeamCaddy accounts. There is no child login, no child-facing chat, and no way for a child to be contacted through the product. Every account belongs to an adult.

• A player record is created by a coach or a parent, and is visible to the coaches of that one team and to the adults linked to that player. Not to the club at large, not to other teams, and not to other parents beyond the name and jersey number that appear on a squad list.
• Medical notes and emergency contacts are visible only to the coaches and managers of that team.
• Photographs are private to the team. A parent can opt their child out of the photo album, and that opt-out hides existing photographs as well as future ones.
• A parent or guardian can see everything held about their child, correct it, export it, or ask for it to be deleted. If a coach and a parent disagree, the parent wins.
• We do not build profiles of children, do not use their data to train models, and do not send them marketing of any kind.

Who can see what

• Parents and guardians see their own children, the schedule and squad lists for those children's teams, and team messages.
• Coaches and team managers see the roster of their own team, including contact details, medical notes and attendance.
• Club administrators see teams, coaches and schedules across the club, and the contact details of adults. They do not get medical notes for teams they don't run.
• We access your data only to fix a fault you've reported, to investigate abuse, or where the law requires it. Access is logged.

What we never do

• We do not sell or rent personal data. There is no version of TeamCaddy where we do.
• We do not run advertising in the product, on any plan, and we do not embed third-party advertising or profiling trackers.
• We do not share data between clubs, or with leagues you haven't joined.
• We do not use your team's content to train machine-learning models.

Who else touches it

We use a small number of suppliers to run the service — hosting and databases, email delivery, text-message delivery, push notifications, and error monitoring. They process data on our instructions only, under contract, and cannot use it for their own purposes. We'll name the current list on request; email us and we'll send it.

How long we keep it

• Team and player records: for as long as the team is active, plus one season.
• Messages and attendance history: for the life of the team, so a coach can look back.
• Technical logs: a rolling ninety days.
• Deleted accounts and players: removed from the live system immediately and from backups within thirty days.

Your rights

Depending on where you live you have rights to see, correct, export, restrict or delete the personal data we hold about you or your child. You can do most of it yourself in the app. For anything you can't, email us and we'll do it within thirty days, free of charge, and we won't ask why.

If you think we've handled something badly, tell us first — but you also have the right to complain to your local data protection authority, and we won't hold it against you.

Security

• Everything is encrypted in transit, and at rest in our database and backups.
• Access to production systems is limited to the people who need it and is reviewed regularly.
• If a breach affects your data, we'll tell you what happened, what was exposed and what we did about it — in plain language, without waiting for a lawyer to soften it.

Where your data lives

We host in the region closest to your club, and data may be processed in other countries by the suppliers listed above under appropriate safeguards. If your club has a residency requirement, ask us before you sign up rather than after.

Cookies

This marketing site sets no cookies and runs no third-party analytics. The app sets a session cookie so you stay signed in, and stores your colour-theme preference in your browser. That's the lot.

Changes

If we change this policy in a way that matters, we'll email the account holders and show a notice in the app before the change takes effect. The date at the top always reflects the current version.

Contact

Privacy questions, access requests and deletion requests all go to [email protected] and are answered by a person.

TeamCaddy is in early access. If your club committee needs a formal data processing agreement or a signed policy on headed paper, email us and we'll send one.