Legal
Privacy Policy
Last updated: 29 September 2026
Play.it is used by adults on behalf of children. Children do not have their own accounts. Coaches and parents hold the accounts, and a child exists in Play.it only as a record created by their coach and linked to their parent or guardian.
Who we are
Play.it is a team management app for grassroots and youth sports clubs. This policy explains what we collect, why, and what you can do about it.
For data protection purposes the data controller is [COMPANY NAME] Ltd, registered in England and Wales, company number [NUMBER], registered office [ADDRESS].
If you have any question about this policy or your data, contact us at info@playit.team.
What we collect
If you hold an account (coach or parent)
- Your name and email address
- Your phone number, if you sign in by phone
- Whether you sign in with a password, Google or Apple. We never see your password or your Google or Apple credentials.
- Your role — coach, parent, or both — and which teams you are connected to
About a child in a squad
A coach creates a player record. Depending on what they choose to enter, it can include:
- Name and date of birth
- A photograph
- Squad number, playing positions and preferred foot
- Coaching notes on strengths and things to work on
- Medical notes — any conditions, medication or health information the coach needs to know
- Parent or guardian name and contact details
- An emergency contact name, phone number and relationship
- Attendance, minutes played, goals, assists, cards, ratings and match reports
Medical notes are health data. Health information about an identified person is given special protection in law. We only hold it because a coach needs it to keep a child safe during sport, we ask for explicit consent before it is recorded, and only the child's own coaches and their linked parent or guardian can see it. If you would rather it were not stored, tell your coach and leave the field empty — the app works perfectly well without it.
How the app is used
- Events, fixtures, training sessions and RSVPs
- Messages sent in team chats, including polls and reactions
- Training sessions and drill ratings, including sessions a parent runs at home
- Listings posted to the Market, such as a request for a friendly or an offer to coach
- Ground and venue addresses that a coach chooses to save
If you sign up on this website
The waitlist form collects only your email address, and which page it came from. Nothing else.
Why we hold it, and on what basis
| What | Why | Lawful basis |
|---|---|---|
| Account details | To create your account and let you sign in | Performance of a contract |
| Player records, fixtures, attendance, stats | So a coach can run the team and a parent can follow their own child | Legitimate interests — running a youth sports team |
| Photographs of children | To identify players in a squad list | Consent — given by the parent or guardian, and withdrawable |
| Medical notes | To keep a child safe during sport | Explicit consent |
| Emergency contacts | To reach someone quickly if a child is hurt | Vital interests, and legitimate interests |
| Waitlist email address | To tell you when Play.it opens up | Consent — withdrawable at any time |
Who can see a child's information
This is the part most parents want to know, so it is set out plainly.
- Coaches of that child's team can see the full player record, including medical notes and emergency contacts.
- The parent or guardian linked to that child can see their own child's record, stats and events. They cannot see other families' contact details, medical notes or private information.
- Other parents at the club cannot browse squad lists. To link to a child, a parent uses an invite link from the coach or searches for their own child by full name — they are never shown a list of other people's children. Every link request must be approved by the coach.
- Anyone watching a live match via a shared spectator link sees the score and match events only. They do not see contact details, medical notes or personal information.
- We do not sell your data, and we do not use it for advertising.
Who we share it with
We use a small number of suppliers to run the service. They process data on our instructions and may not use it for their own purposes.
- Supabase — hosting, database and authentication
- Cloudflare — hosting this website
- Google Maps — showing ground locations and Market listings on a map
- Apple and Google — only if you choose to sign in with them
- An AI service that generates training drills. Drill requests are sent to it; player records, contact details and medical notes are not.
We may also disclose information if the law requires it, or where there is a genuine safeguarding concern about a child's welfare.
How long we keep it
- Account details — while your account is open, and for up to 12 months after you close it
- Player records — while the child is in a squad. A coach can remove a player at any time, and a parent can unlink themselves from a child.
- Match and season history — kept so clubs retain their records, unless you ask us to delete it
- Chat messages — while the team exists
- Waitlist email addresses — until we launch, or until you ask to be removed
Your rights
Under UK data protection law you can ask us to:
- Tell you what we hold about you or your child, and give you a copy
- Correct anything that is wrong
- Delete it, where we have no continuing reason to keep it
- Stop or limit how we use it
- Withdraw a consent you gave — for example for a photograph or for medical notes
A parent or guardian can exercise these rights on behalf of their child. Email info@playit.team and we will respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk.
Keeping it secure
Data is encrypted in transit and at rest. Access is controlled at the database level, so the app can only return records a person is actually entitled to see. We review these controls when we change how the app works.
No system is perfect. If we ever have a breach that puts anyone at risk, we will tell the people affected and the Information Commissioner's Office as the law requires.
Where your data is held
Data is stored on servers in the United Kingdom and the European Union. Where a supplier transfers data outside the UK, that transfer is covered by the safeguards required under UK data protection law.
Changes to this policy
If we change anything significant we will say so in the app and update the date at the top of this page.
Play.it · info@playit.team · playit.team