Privacy Policy

Effective Date: 14/12/2025

Trac ("we", "our", "us") is a grassroots football coaching tracker designed to help coaches, players, and parents monitor training sessions, matches, and performance. We respect your privacy and are committed to protecting your personal information.

1. Information We Collect

We collect the following information when you use Trac:

• Account details: name, email address, password, role (coach, manager, parent, player)
• Team information: team name, age group, season, ground address, strip details
• Player information: name, jersey number, position, preferred foot, date of birth, training attendance, match events, performance ratings, parental consent status and history
• Staff information: coaching staff names, roles, qualifications
• Match data: fixtures, results, lineups, substitutions, goals, cards, match reports
• Training data: session details, attendance records, equipment needs, focus areas
• Availability requests: player availability responses for matches and training
• Communication data: WhatsApp message templates for availability requests
• Usage data: device information, log data, and analytics
• Optional media: profile photos or team images (if uploaded by users)

2. How We Use Your Information

We use your information to:

• Provide access to the Trac app and its features
• Track and display team and player performance statistics
• Manage user accounts, team access, and authentication
• Generate and send availability requests for matches and training
• Create match lineups and formation management
• Record training attendance and session feedback
• Generate match reports and performance analytics
• Send notifications about fixtures, results, and availability
• Improve our app through analytics and user feedback
• Comply with legal obligations

3. Data Access and Team Management

Trac operates on a team-based access model:

• Team Managers and Coaches: Can view and manage all team data, player information, match details, and training records
• Parents: Can only access their child's data and team information they are authorized to view
• Players: Can view team information and their own performance data
• Team Authorization: Access to team data requires explicit authorization from team managers
• Multi-team Access: Users may have access to multiple teams with different permission levels
• Data Isolation: Team data is completely isolated between different teams

4. Third-Party Services

We use trusted third-party services to operate Trac:

• Supabase: Database storage, user authentication, and real-time features
• Vercel: Application hosting and deployment
• WhatsApp Business API: For sending availability request messages (if enabled)
• Analytics providers: To improve app performance and user experience
• Payment processors: For subscription management (if applicable)

We do not sell your personal information to third parties.

5. Children's Data Protection and Parental Consent

• Consent Requirement: Parents or guardians must provide explicit consent for under-18 players to participate in match reports, player statistics, and public team features
• Digital Consent Process: Parents complete our digital consent form which explains exactly what data will be shared and how it will be used
• Consent Management: Parents can view, modify, or withdraw consent at any time through the app or by contacting team administrators
• Data Protection Without Consent: Players without valid parental consent are excluded from public match reports, statistics displays, and external sharing
• Audit Trail: All consent decisions are logged with timestamps, IP addresses, and change history for transparency and accountability
• Coach Responsibilities: Team coaches and administrators can view consent status and are responsible for ensuring only consented players appear in public features
• Account Creation: For users under 16, parental or guardian consent is required to create and manage an account

Important: Even with consent, we never share personal contact information or sensitive details about children. Consent only covers participation in team statistics, match reports, and the general Player Hub features.

6. Data Retention and Storage

We retain your information only as long as necessary for the purposes outlined in this policy, or as required by law. Team data, match records, and training history are typically retained for the duration of active team membership plus a reasonable period for historical reference. You may request deletion of your account and associated data at any time.

7. Your Rights Under UK GDPR

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your personal data
• Object to certain types of processing
• Request data portability (receive your data in a portable format)
• Withdraw consent where processing is based on consent
• Lodge a complaint with the ICO (Information Commissioner's Office)

To exercise these rights, please contact us using the details below.

8. Security Measures

We implement appropriate technical and organisation al security measures to protect your personal data, including encryption, secure authentication, and access controls. However, no system is completely secure, and we cannot guarantee absolute security of your data.

9. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes through the app or by email.

10. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at: