Your data

Whole Team holds information about you and, if you are a parent or guardian, about your children. You can see it, correct it, take a copy of it, and ask us to remove it. This page says how, in the order most people need it.

Seeing what we hold

Everything about your family is on your own screens:

Your children, their date of birth, the note for a coach and the emergency contact: Your children on the family page.
What you owe and what you have paid: the same page, under Payments.
Photos: each child's board, and the consent answer beside their name.
Your devices and sign-ins: your initial at the foot of the rail, then Sign-in and devices.
Your digest: Your digest, which also sets the time it arrives.

Coaches and club officers see less than you do, and only about the people they are responsible for. Safety sets out who sees what.

Correcting something

Change it where it is shown: names, dates of birth, notes and contacts are all yours to edit. If a club has your child's name wrong on a team sheet, the club's admin can change it from the roster.

Taking a copy

A club admin can download everything the club owns from Settings: people, teams, events, availability, selections, attendance, minutes, results, payments and the playbook, as CSV and JSON.
The treasurer can download the payments for any date range from the treasurer's page, one row per payment.
Anyone can ask for a copy of what we hold about them and their children by emailing privacy@wholeteam.co.uk. We answer within one month.

Asking us to remove a child's record

A guardian can ask us to remove a child. Here is what happens:

We wait 30 days, in case the child rejoins.
Every other guardian and the club's safeguarding officer is told, and any of them can object. If someone objects, the request pauses and the club decides.
If nobody objects, the record is anonymised on day 31: the name, date of birth, contacts, notes and consents go, and the team's history stays without a name.

Nothing is destroyed that the club needs for its own records to add up, and payments are kept for six years because tax law says so. The full schedule is in the retention policy.

Asking us to remove your own account

Email privacy@wholeteam.co.uk. An adult's account is anonymised within one month, with the same two exceptions: payment records kept under tax law, and anything needed for a safeguarding matter that is still open.

If you are not happy

Write to privacy@wholeteam.co.uk first; we would rather fix it. You can also complain to the Information Commissioner's Office at ico.org.uk, which is the UK's data protection regulator.