SquadManager Pro is made by B.Worthy Intelligence Pty Ltd, based in Northcote, Victoria, Australia. This policy explains what information the app and website collect, why, who else sees it, how long we keep it, and what you can do about it. We have written it to follow the Australian Privacy Principles in the Privacy Act 1988, and we hold ourselves to it whether or not the Act strictly applies to a business of our size.
If anything here is unclear, email us at [email protected].
The short version
- Coaches use the app to run a team: players, sessions, matches, notes and ratings. Most players are children. The coach enters the players' details, not the players or their families.
- We use the information only to run the app for you. We do not sell it, share it for advertising, or show ads.
- Our servers are hosted by Supabase in Singapore, and a nightly backup copy is kept for 30 days on GitHub in the United States.
- Some features use an AI model provided by Anthropic in the United States. Player names are replaced with made-up names before anything is sent, and put back afterwards, so no real player name reaches Anthropic. Anthropic does not train on this data and deletes it after 30 days.
- You can see and change your own details in the app and delete your account at any time. A parent can ask their coach, or us, to see, correct or delete what is held about their child.
Who this policy covers
Coaches and club admins who sign up to run squads and clubs. Supporters, usually parents and carers, who sign up to follow a squad. Players, the members of a squad, who are usually under 18 and are added by their coach. People who are invited by email to join a squad or club.
What we collect
About you, if you are a coach, club admin or supporter
- Your name and email address, from your sign-up.
- Your role and which squads and clubs you belong to.
- If you hold a club admin seat, or a club coach seat for a junior squad: the state, number and expiry of your Working with Children Check, if you or your club admin record it, and the date your club admin verified it. Only your club's admins, you and our system administrators can see it. We never store card images.
- If you are a coach: your coaching qualifications (the level held, and the dates awarded and expiring, if you or your club admin record them). They belong to you and are visible to you, our system administrators, and the admins of any club where you hold a seat. We never store certificate images.
- A device token so we can send you notifications, if you allow them, and your notification preferences.
- Your subscription status (which plan, until when). We never see your card details; payments go through Apple or Google.
- Anything you write in the app: notes, comments, reactions, feedback, and reports of content you think is inappropriate.
- How you use the app: which screens you open and which features you use, with counts and timings. This is stored by us, not by an advertising or analytics company, and it never includes what you typed or any player's name.
About players
The coach adds these. We hold no date of birth; a player's age is only known through the squad's age group.
- First and last name. The app does not take photos of players.
- Shirt number, preferred positions, and whether the player is active or archived.
- Attendance at training and matches, and match statistics such as minutes played, position, goals, assists, substitutions and cards.
- The coach's ratings of the player: skill ratings, a rating for each match, and general ratings of attitude and aptitude. These are the coach's opinion.
- The coach's notes about the player, and squad notes that mention the player.
- Text written by the AI features about the player, such as a match report or an end-of-season paragraph, if the coach chooses to save it.
About players' health or family circumstances. Notes fields are free text, and a coach could write something about a player's health or home life. We ask coaches not to, except where it is needed for the player's safety, and the app reminds them. If such information is recorded, we treat it as sensitive information: it is visible only to the squad's coaches and the club's admins, it is never used for anything but running the squad, and we delete it on request.
About clubs
Club names, training plans, coaching methodology and similar material. This is not personal information, except where a plan or note names someone.
Children
Most players are children, and their information is entered by an adult who coaches them. This is how we handle that:
- The coach and the club are responsible for making sure a player's parent or guardian knows the player is recorded in the app, and for having their agreement. Our terms require this, and the easiest way to do it is to invite the parent as a supporter, which also lets them see what is recorded.
- Ratings are private by default. For new squads, skill ratings and performance analytics are visible to coaches only unless the coach changes the setting. Players and supporters never see a ranking of children.
- A supporter can hide ratings from their own view of a player at any time.
- A parent or guardian can ask to see, correct or delete what is held about their child, either through the coach or by emailing us. We will act on a request from a parent or guardian without needing the coach's agreement.
- We do not knowingly let anyone under 18 create an account. Players do not have accounts; they are records in their coach's squad.
How we use the information
To run the app: showing squads, sessions, matches and stats to the people entitled to see them; sending invitations, reminders and notifications you have chosen; generating AI coaching content on the coach's request; managing subscriptions and club licences; keeping the app working and secure; answering your messages; and improving the app based on how it is used. Nothing else.
AI features
The session planner, session focus, match talk, match report and analysis, and season review send information about a squad to an AI model run by Anthropic in the United States. What is sent: the squad's name, age group and gender; the opponent, score and match events; ratings; and the coach's notes. Before anything is sent, every player's real name is replaced by a made-up name, consistently, and the real names are put back in the result. No real player name reaches Anthropic.
Anthropic processes this under its commercial terms, which prohibit it from training on customer content, and deletes it after 30 days. The coach sees the AI's output and decides whether to keep it; the app does not save AI text about a player without the coach saving it. AI output is a starting point for the coach's judgement, not a record of fact.
Who else sees the information
We use a small number of service providers to run the app. Each gets only what it needs for its job, under contract terms that restrict it to that job. Some are outside Australia; where they are, we say so.
| Provider | Where | What they hold | Why |
|---|
| Supabase | Singapore | Everything in the app: the database, files and sign-in | Hosting |
| GitHub | United States | A nightly backup copy of the database, kept 30 days | Backups |
| Anthropic | United States | Squad information for AI features, with player names replaced | AI features |
| Resend | United States | Email addresses and the content of emails we send you | Sending email |
| Expo | United States | Notification device tokens and the text of notifications | Push notifications and app updates |
| Apple and Google | Various | Your purchase and subscription | Payments and the app stores |
| RevenueCat | United States | An anonymous account identifier and subscription status | Subscription management |
We also receive, at [email protected], a notification when someone signs up, submits feedback or reports content, so we can respond. We do not sell personal information, share it with advertisers, or use third-party advertising or analytics tools. We would disclose information if the law required it.
Where it is kept and how it is protected
The database and files are held by Supabase in Singapore. Access is controlled row by row: coaches see their squads, supporters see the squad they have been approved into, club admins see the squads confirmed into their club. Photos are served through expiring private links, not public web addresses. The app itself holds no privileged credentials. We monitor the service and are alerted to failures automatically.
How long we keep it
- Your account: until you delete it. When you delete your account, your profile, memberships, invitations and device tokens are removed. Squads, matches, sessions and notes you created stay with the squad, because they belong to the team and its other coaches, with your name removed as author.
- Working with Children Check records: until the club removes your seat or you delete your account.
- Coaching qualifications: until you delete your account.
- Players: until the coach deletes the player or the squad. A deleted squad is hidden immediately and permanently removed 12 months later.
- Usage analytics and notification logs: 12 months. Technical incident reports: 90 days.
- Backups: 30 days, then deleted automatically.
- AI processing at Anthropic: 30 days.
Your choices
- See and correct your details in the app. Coaches can correct or delete any player record in their squad.
- Export. A squad's data will be downloadable from the app as spreadsheets; until then, email us and we will provide it.
- Delete your account from the app's menu at any time.
- Notifications: turn categories off in Settings or at the device level.
- Ratings: supporters can hide a player's ratings from their own view.
- Parents and guardians: ask the coach, or email us, to see, correct or delete your child's information.
- Complaints: email [email protected] and we will respond within 30 days. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes to this policy
When the app starts holding new kinds of information or sharing it with a new provider, we update this policy first and change the date at the top. For significant changes we will tell you in the app.
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