Ivybridge Town Football Club crestIVYBRIDGE TOWN U16 · SAFEGUARDING & PRIVACY Team website
PILOT PAUSED · COMMITTEE REVIEW

The boys
come first.

The public team website can remain visible. Private player rollout and new invitations are paused until Ivybridge Town Football Club approves the pilot.

IMPORTANT STATUS

This is a proposal, not club, FA or ICO approval.

The controls below reduce risk, but they do not replace a formal club decision. Before rollout, the committee should appoint responsibility, involve the Welfare Officer, confirm the lawful basis, complete a safeguarding risk assessment and DPIA, issue clear parent or carer and player privacy information, record any required consent, review suppliers and insurance, and approve a deletion process.

Role-based accounts

Players and coaches use separate sign-in routes and permissions. New player and staff onboarding is paused while the club reviews the pilot.

Minimum football data

The proposed record is limited to account email, player name, team and position, development content, activity type, total time and optional total distance.

No player messaging

There is no coach-to-player inbox or private messaging. Spond remains the official route, with parents or carers included in under-18 communication.

Restricted access

A player sees their own account. Only approved U16 staff see the limited squad information needed for their role, with Welfare Officer oversight agreed by the club.

Retention and deletion

The proposed schedule is immediate deactivation when a player leaves or consent is withdrawn, followed by deletion within 30 days unless the club documents a lawful need to retain a record.

Controlled match media

Only authorised coaches can upload match photographs or short clips. Each upload requires confirmation that current signed permission exists, and it stays private unless deliberately approved for publication.

EXACT DATA SCOPE

What is proposed.
And what is not.

  • Account email, player name, team and football position.
  • Coach-approved training focus and development content.
  • Optional activity type, total duration and total distance.
  • Club-approved match photographs and short clips, controlled by authorised coaches.
  • No address, school, live location, GPS route or start and finish points.
  • No medical profile, readiness score, free-text activity notes or player activity-proof photographs.
  • No private player messaging or duplicated Spond availability.
REPORTING A CONCERN

The hub is not a safeguarding reporting channel.

Speak directly to a parent or carer, the Club Welfare Officer or another trusted adult. Follow the club’s existing safeguarding procedure. If somebody is in immediate danger, contact the emergency services.

CLUB ACTIONS BEFORE ROLLOUT

Approval checklist.

  1. 01Full committee approval and a named club owner for the system.
  2. 02Welfare Officer approval of communication, access and media controls.
  3. 03Documented purpose, lawful basis, parent or carer information and any required consent.
  4. 04Completed safeguarding risk assessment and data protection impact assessment.
  5. 05Approved supplier list, hosting region, security, incident response, retention and deletion details.
  6. 06Insurance review, controlled account testing and a recorded go-live decision.
STORAGE AND PROCESSING

Answers the committee can verify.

The current pilot uses protected account authentication and a managed database. Before rollout, the club will be given the named suppliers, their role, hosting region, access controls, security arrangements and deletion lifecycle for approval. Public visitors cannot see private player records. Existing records will not be expanded or repurposed while review is under way.

SMARTWATCH PRIVACY

Time and distance only. Never the route.

Tracker connections remain switched off. If the club later approves them, the integration must request only activity duration and total distance. It must not request, import, display or store GPS routes, live location, start points, end points or health metrics.