What we hold, and who can see it

What we hold about your child

What	Why we hold it
Name and date of birth	To build the profile and work out their age group each season. The date of birth itself is never shown to a club, only the age group
County, club and teams	So a coach can see where they play. We never hold your home address or postcode
Role, batting and bowling detail	The cricket information a coach actually needs
Height history	To show growth over time, and to show a scout where a child is in their development rather than just how tall they are today
Match and appearance records	Their playing history, which a coach can verify
Video clips you upload	The evidence a coach wants. Kept in private storage and shown only through short-lived authorised links. We do not provide a download control, but no web service can promise that viewable media can never be copied
Your details as the account holder	To run the account, take payment and contact you about requests. Never shown to a club
Contact enquiry details	Your name, email, organisation and message, used only to route and answer the enquiry. Contact enquiries are not added to a player profile
A log of everyone who views the profile	So we can show you exactly who looked, and so we can spot anyone looking who should not be

What we deliberately do not hold

Weight and body composition for under-18s. Home address or postcode. School name for anyone under 16. We do not run facial recognition or automatic tagging on video, and we have no plans to. We hold no health or injury records.

Our legal basis

Different things need different justifications in law, so we do not lump them together.

• Running the account (your details, billing, the profile itself): performance of our contract with you.
• Answering a contact enquiry: our legitimate interest in replying and keeping a clear record of what was asked and answered.
• Video, images and anything shared beyond the household: your explicit consent, given separately at sign-up and changeable at any time. We do not rely on "legitimate interests" to share a child's footage or friend-group activity, because we do not think that would be right or lawful.
• Safety and safeguarding (view logs, message retention, report handling): our legitimate interests in keeping children safe, and our legal obligations.

Where a child is under 13, the consent is yours to give as the holder of parental responsibility. Before a guardian can enable discovery or disclosure, we require the guardianship to be verified rather than relying on a tick box.

Who can see your child

Nothing about a child is public. No public profile, no shareable link, no browsing without an account, and nothing is indexed by search engines.

Who	What they see
You	Everything
Your child	There is no child login at launch. We provide a young-player version of this notice so children can understand the record and exercise their own rights
Accepted friends in a private group	First name and surname initial, weekly Vault points and the label of the record update that earned them. No profile, video, contact details or county activity. For an under-18 player, the parent approves every invitation and can remove access at any time
Verified county staff searching the index	Age group, club, county, role, height and stats. No name. No video. This applies only when the scouting feature is released and you have switched discovery on
A county coach you have specifically approved	The full profile including name and video, for that named coach, for a limited time. You approve each request individually
Our safeguarding lead	Whatever is needed to investigate a report, and nothing else
Anyone else	Nothing

We never sell data, we never pass your contact details to a county coach or friend, and we run no third-party advertising or analytics tracking on any page showing a child.

Who helps us run the service

We use a small number of service providers under contract and give each only what it needs for its job:

• Supabase: database, authentication and private file storage.
• Cloudflare: website hosting, DNS, content delivery, security and automated-enquiry prevention on public forms.
• Mailgun: delivery of contact and service email.
• OpenAI: only when the protected scouting assistant is released. It receives a limited, privacy-filtered set of cricket cards, not unrestricted player records.

County organisations see data as described in the table above, not as our service providers. If we add a new provider or materially change what a provider receives, we will update this notice before the change applies to your data.

Cookies and device storage

We do not currently use advertising or analytics cookies. Signed-in services use device storage that is necessary to keep a requested session secure. If we introduce non-essential analytics, pixels or similar technology, it will stay off until you make an informed positive choice, and refusing will be as easy as accepting.

How we govern privacy and security

We treat privacy and security as launch conditions, not badges. Before we accept real player data, our child-specific data protection impact assessment must be consulted on, approved and reflected in the service. Every material change to the data, purpose, access, age assurance, profiling, suppliers, international transfers, retention or threat model must be screened against that assessment.

• ICO DPIA and Children's Code: we use the ICO's seven-stage DPIA process and assess the Children's Code standards, including best interests, high privacy by default, data minimisation, age-appropriate transparency, parental controls, profiling, sharing and children's rights. Any high risk that cannot be reduced requires consultation with the ICO before that processing starts.
• ISO/IEC 27001:2022: our information-security programme is aligned to its risk-management and continual-improvement principles. This covers ownership, access, suppliers, secure development, incident response, recovery, review and evidence. We are not currently ISO/IEC 27001 certified. Certification would require a complete operating management system and an independent audit by an accredited certification body.
• UK Software Security Code of Practice: we use its 14 principles as a software-security baseline, covering secure design, third-party components, testing, protected builds, controlled deployment, vulnerability management, updates and customer communication.
• UK Cyber Governance Code of Practice: we use its risk, strategy, people, incident and assurance themes to make security a senior governance responsibility rather than only a technical task.

These frameworks do not remove our legal duties and do not guarantee that a service can never have a vulnerability. We maintain evidence, keep incomplete controls as launch blockers and publish a responsible security-reporting route. We do not claim ICO approval, blanket legal compliance or certification that we do not hold.

Scouting recommendations

When released, the scouting assistant will help a verified adult compare privacy-filtered cricket evidence. It does not make a final selection decision and must not be used as the sole basis for a decision with a legal or similarly significant effect. A human scout remains responsible for reviewing the evidence and recommendation.

How long we keep it

• The profile: for as long as the account is open, and for 12 months after you cancel so you can come back to it.
• Video: drops out of search after 24 months unless refreshed, and is deleted when you delete it or close the account.
• View logs and message records: 12 months, kept for safety reasons.
• Contact enquiries: up to 24 months after the last reply, unless a legal or safeguarding reason requires a longer record.
• Permissions: we ask you to confirm them every year. If you do not, they lapse rather than roll on.

Your rights, and your child's

You can ask for access, correction, restriction, portability or erasure, and you can withdraw consent at any time. The exact right depends on why we use the information.

You also have a right to object. You may object to processing based on our legitimate interests. We will stop unless we can show compelling legitimate grounds that override the interests, rights and freedoms of the person concerned, or the processing is needed for legal claims.

Your child has rights too, and they grow. A child who can understand the request may exercise their own rights, and we will handle that sensitively. At 18 we will verify the player and transfer control of the junior record to them. Guardian access ends unless the adult player chooses to grant it.

If you gave consent when your child was young and they later want it all removed, that right survives into adulthood. We will not argue about it.

Where the data lives, and complaints

Our core database and private storage are configured in the European Economic Area. Some providers or their authorised support teams may process information outside the UK. Where UK transfer rules apply, we require an approved transfer mechanism and appropriate contractual and security safeguards. You can ask us for details.

This notice describes our planned UK service. Security standards can travel, but legal compliance does not automatically travel with them. Before we actively offer the service in another country, we assess that country's privacy, children's, online-safety, consent-age, representative, transfer and regulator requirements and update the service and notice where needed.

If you are unhappy with how we have handled your information, tell us first and we will try to fix it. You can also complain to the Information Commissioner's Office, and you do not have to come to us first.