Can other parents see my child's details?

No. They see your child's first name and initial on team sheets. Contacts, notes and stand-downs are limited to guardians, the team's coaches and the safeguarding officer.

Can a coach message my child privately?

No. There are no direct messages in Whole Team, for anyone.

Does my 15-year-old get a login?

Only if you allow it. A 13 to 15 login is a player view: their fixtures, availability and team sheet. They can read the team chat but not post until 18.

In the app, only the ones needed to keep you signed in. On our website there is one Google advertising tag, which loads only if you accept it. That is what the card at the bottom of the page asks. Say no and nothing is sent.

How do I get my child's data erased?

Ask from your family page. We wait 30 days in case they rejoin, and every other guardian and the club's safeguarding officer are told and can object; if one does, the request stops and the club decides. After that the name and details go, and the team's history stays without a name.

Built for children's sport, safely

Whole Team holds information about children, so it was built to the ICO's Age Appropriate Design Code from the start. This page says what that means in practice.

No ads, no data salesWe never sell advertising, and we never sell or share anyone's data. There are no third-party trackers in the app at all. Our website has one Google advertising tag, which loads only if you accept it.
Under-13s never hold accountsA parent or guardian answers for a child. From 13 a player login is possible only with a guardian's permission, and it is never suggested.
Parents see everythingA parent or guardian sees every event, message and record about their child. Other parents see a child's first name and initial, nothing else.
No direct messagesThere are no private messages between people, of any kind. Talk happens in the team chat and event threads, where the team's adults can see it.
Only adults postPlayers under 18 can read their team's chat but cannot post. Posts can be edited or removed by their author and hidden by a coach; the text is kept for the safeguarding officer.
Photo consent for every childA child appears in team photos only if every one of their guardians has said yes, and any guardian can change that at any time. Children are shown by initials, never a profile photo.
Medical details stay short, and closeOne short note for the coach and an emergency contact, seen by the team's coaches on the day of an event and by the club's safeguarding officer, and by nobody else.
ErasureA guardian can ask for their child's record to be erased, from the family page or by email. After 30 days the name, date of birth and contacts are removed, leaving only what the club needs for its records to add up. The retention schedule says how long everything else is kept.

Privacy notice

The full privacy notice says what we hold, why, for how long and what you can ask for. If you are 13 to 17, there is a version written for you. The retention schedule and who processes data for us are its appendices, and cookies and tracking has its own page.

Terms

The terms of service cover everyone, then clubs and organisers, then payments.

Safeguarding statement, and a guide for club safeguarding officers

Draft v0.1, 15 September 2026.

Part 1 - Whole Team's safeguarding statement (published)

Whole Team is built for clubs where children play. The product makes these choices so that safeguarding is the default, not a setting:

Children under 13 never hold accounts. Parents and guardians act for them and see everything.
From 13 a login is available with a guardian's permission, never suggested by the app, and limited to

the young person's own fixtures and availability. They can read team chat and cannot post until 18.

There are no direct messages of any kind. All messages are visible to every adult on the team.
Children appear to others as first name and initial, never with a photo, except in Moments with each

guardian's consent, in-app only, with no download or sharing.

Guardian contact details are visible only to the coaches and officers of the child's own team and to

the club's safeguarding officer.

Sponsors are never shown to under-18s.
A stand-down (fit to play) recorded by a coach or guardian stops a child being selected until the date

given, including at tournaments run by other organisations.

Coaches' check references and qualification expiry dates are held in a club register the safeguarding

officer can see; Whole Team does not verify checks and holds no certificate content.

Any message can be reported. Reports go to the club's safeguarding officer and to Whole Team.
We never organise volunteers into duties around children; only checked coaches and managers appear on

the coach rota. Concerns about a child's safety should go to the club's safeguarding officer, the sport's governing body, or the police. Whole Team's own safeguarding contact is safeguarding@wholeteam.co.uk.

Part 2 - The officer's guide (for club download)

Separated families and guardian links

The rule Whole Team follows is the one schools follow: a parent with parental responsibility is a parent unless a court order says otherwise, and the club stays neutral.

Any guardian can be linked to a child by another guardian, or by you on the club's own evidence. Only you

or a club admin can end a link, and the app records the reason category and who did it. Guardians cannot remove each other.

Guardians do not see each other's contact details, payments or devices; they see a display name and, if

one has answered availability, "Jo answered".

Photo consent and the 13+ login are on only if every linked guardian agrees; any one can withdraw.
An erasure request by one guardian is paused if another objects within 30 days; the decision is the

club's, on membership, and the data follows it.

Fixtures, venues and times are known to every linked guardian because the child will be there. Where

that is itself a risk (for example a non-molestation order), the answer is not to link the second guardian, and to say so to the first guardian. Whole Team has no special mode for this and does not adjudicate.

Medical notes and stand-downs

The note is written by a guardian and readable by your club's coaches and other team staff on any day,

and by you always (ruled 7 Oct: it used to be readable only on a day the child's team had an event). Do not copy it into any other system or into chat.

A stand-down blocks selection until its date. If a guardian disputes one, it can be ended by you with a

reason; the record stays.

Messages

Retracted messages disappear for everyone but remain in the database. You can request the content of a

retracted or hidden message from Whole Team (safeguarding@wholeteam.co.uk) when a safeguarding matter requires it; we will ask for the reason and log the request.

Report buttons route to you and to Whole Team. We do not moderate your club's chat for you; we act on

reports of illegal content and on our own terms.

The coach register

Reference numbers and dates only. Set the club's renewal requirements from your governing body's list;

the digest warns you at 60 and 30 days before an expiry.

A person without a valid check must not hold Coach, Manager or Safeguarding officer roles. Whole Team

does not enforce this automatically; you do, and the register makes it visible.

Contact safeguarding@wholeteam.co.uk with the request reference. We respond within one working day and log the disclosure.

Online safety statement (Online Safety Act 2023)

Draft v0.1, 15 September 2026.

Whole Team includes user-to-user features (team chat, event threads, announcements, Moments). We treat the service as in scope of the Online Safety Act and keep the following on file: an illegal-content risk assessment, a children's access assessment, and a children's risk assessment, prepared against Ofcom's guidance of June 2026 and reviewed whenever the service changes materially or Ofcom revises its risk profiles.

What the design does:

Only adults can post. Under-18s cannot post in any thread. There are no direct messages.
Every message can be reported in one tap; reports reach the club's safeguarding officer and Whole

Team. Reports of illegal content are actioned by Whole Team within one working day; illegal content is removed and, where required, referred.

Coaches and club officers can hide messages; authors can retract their own. Hidden and retracted

messages remain available for safeguarding review.

Moments show only to members of the child's team, with per-child guardian consent, no download and no

sharing links.

No algorithmic feed, no recommendations, no strangers: every person in a thread is a member of the same

club team, placed there by the club.

No advertising to children. Sponsor logos are shown to adult members only, with no links.
Age assurance follows the club's knowledge of its members and the guardian model; the account holder

for any child is an adult guardian. We will apply Ofcom's age-assurance guidance for over-16 checks when the under-16 regulations are made.

Complaints about content or about how we handled a report: safety@wholeteam.co.uk. We reply within one working day and keep a record.

Questions about safety

Can other parents see my child's details?: No. They see your child's first name and initial on team sheets. Contacts, notes and stand-downs are limited to guardians, the team's coaches and the safeguarding officer.
Can a coach message my child privately?: No. There are no direct messages in Whole Team, for anyone.
Does my 15-year-old get a login?: Only if you allow it. A 13 to 15 login is a player view: their fixtures, availability and team sheet. They can read the team chat but not post until 18.
Are there cookies?: In the app, only the ones needed to keep you signed in. On our website there is one Google advertising tag, which loads only if you accept it. That is what the card at the bottom of the page asks. Say no and nothing is sent.
How do I get my child's data erased?: Ask from your family page. We wait 30 days in case they rejoin, and every other guardian and the club's safeguarding officer are told and can object; if one does, the request stops and the club decides. After that the name and details go, and the team's history stays without a name.

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