Privacy, the data agreement and who sees what

How RinkTracker handles children's data for your club: the processing agreement, consents, medical details, the safeguarding lead and the audit log.

For club admins

Your club is the data controller for its players' records. RinkTracker processes the data on the club's behalf. A club admin manages this under Club, then Data and privacy.

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The data processing agreement

The agreement summarises the UK GDPR Article 28 terms. A club admin ticks I am authorised to accept this agreement on behalf of the club and presses Accept the agreement. Accept it before entering real players' details or inviting families. In brief:

• RinkTracker acts only on the club's documented instructions, for coaching, reports, the schedule, sign-ups and player safety. No advertising and no selling of data.
• Data is stored in London, UK, encrypted, and separated per club. Access is by role, and every view and export of a child's record is logged.
• You are told 30 days before a new sub-processor is added, and may object.
• RinkTracker helps you answer access and erasure requests, and tells you without undue delay about any breach.
• At the end of the contract you can export everything, and it is deleted within 30 days unless the law requires otherwise.

Consents

Assessments, feedback and goals are kept under the club's legitimate interests. Photos, coaching video, club promotion, livestreams, a player's own login and sharing with the GB pathway are choices each family manages from their own account. Staff see the current choices as badges on the player's page. Coaching video is on unless the family turns it off.

Who sees what

• Coaches and team managers see only their own teams. Club admins, head coaches and the safeguarding lead see every team.
• Families see only their own children. Players with their own login see only themselves.
• Coach notes are for staff only. Nothing ranks children, and club averages are hidden where fewer than three players are scored.
• There is no chat or direct messaging. Announcements are one-way.

Medical details

Medical details are special category data, kept only with a parent's recorded agreement. They are seen only by club staff (within the team scoping above) and the player's family. When staff add them, they confirm the parent has agreed, and their name is recorded.

SEND support

Parents can share what helps a child with special educational needs or a disability, and documents such as an EHC plan. This is special category data too. Only a parent can add, change or delete it, and only with their recorded agreement. It is seen by the child's own coaches and assistant coaches, the head coaches and the welfare officer, and not by team managers or club admins who don't coach. Staff opening the full profile or a document is recorded in the audit log.

The safeguarding lead and the audit log

The safeguarding lead (welfare officer) sees every team's welfare and safeguarding records, the compliance page, the audit log and each player's All data download. They do not score players. The Audit log lists every view, export, change and consent decision, newest first, filterable by person and player. Entries cannot be edited.

Still stuck? Email hello@rinktracker.com and we'll help.