Draft v0.1, 15 September 2026. Last updated 7 October 2026.
Whole Team is the app your club uses for training, matches, team sheets and messages. Here is what we do with information about you, in plain words. The full notice is at wholeteam.co.uk/privacy; this is the short, honest version.
What we know about you. Your name, your date of birth (so you play in the right age group), your team, whether you said you're in or out, whether you were picked, how many minutes you played, and whether you turned up. If your parent or guardian added a note like "has an inhaler", your coaches and the other adults who run teams at your club can see it, so they know before training or a match as well as on the day. Your club's safeguarding officer can see it too.
Your registration number. If your sport needs one, we keep your registration number with your sport's governing body - like a SCRUMS number - so your club and your coaches can check you're registered and report injuries properly. It's deleted if your record is deleted.
Who sees what. Your coach and your club's safeguarding officer see your team stuff. Other parents on your team see your first name and initial on the team sheet, nothing else. Your parent or guardian sees everything, even after you get your own login. That doesn't change until you're 18.
Your login. You only get one if your parent or guardian turns it on, and you don't have to have one. With it you can see your fixtures and say if you're in. You can read the team chat but you can't post in it until you're 18 - that's a safety rule, not a punishment.
Where you are. If you say yes, the app can use your phone's location to show where you are on a map. It stays on your phone: we never see it and we never keep it. You can turn it off in your phone's settings whenever you like.
Things we don't do. We don't show you adverts. We don't follow you around or keep where you've been. We don't sell anything about you. Nobody can message you privately through Whole Team. Nobody can put your photo in the app unless your parent or guardian has said yes for you, and they can say no at any time.
Your rights. You can ask to see what we hold about you, ask us to fix it, or ask us to delete it. You can ask yourself if you understand what you're asking, or your parent or guardian can ask for you. Email privacy@wholeteam.co.uk or use You > Your data in the app. If you're not happy with our answer you can complain to the Information Commissioner at ico.org.uk.
If something feels wrong - a message, a photo, anything - tell your parent, your coach, or your club's safeguarding officer. You can also tap Report on any message.