Agreement

Between your club and the operator of Mini Rugby Semplice

Version 1.9 · 13 October 2026

1. What this covers

The club uses Mini Rugby Semplice to record how its junior squads are developing, and to plan training. This agreement sets out who is responsible for what.

2. Who is responsible for the children’s information

The club decides what is recorded about children and who may see it. In data protection terms the club is the controller.

The operator stores it on the club’s instructions and does nothing else with it. In data protection terms the operator is the processor.

3. What is recorded about a child

First name, up to three letters of the surname — never the surname itself — the squad, and a rating of strength, solid, weakness or haven’t seen enough against each rugby skill live at that squad’s age band, with the date.

Three letters rather than one because two children in a squad can share a first name and a first letter, and a judgement recorded against the wrong child is a worse failure than a slightly longer name. It is never the surname.

The same four answers are also recorded against each child on two safety checks — contact made below the chest and above the knees, and the head behind or to one side of the ball carrier — at every age band from Under 6 upward; at Under 4 nothing is coached into contact and neither is asked. These two are never averaged, never shown as a percentage and never counted toward any target. A child recorded as a weakness on either is named to their coach that week. They pass to the next age band’s coach with the rest, and they are kept out of the anonymous season record in clause 4 entirely.

Nothing else. There is no field in the system for anything else, and the operator will not add one without the club being told first.

4. What the operator will do

• Keep the information only on the club’s behalf and use it for nothing else — no marketing, no sale, no sharing, no training of any other system.
• Keep each club’s information separate from every other club’s, enforced by the database rather than by application code.
• Never store, host or embed any photograph or video of a child.
• Never create an account for a child. Every user confirms they are 18 or over.
• Delete a child’s record, and every rating attached to it, within 30 days of the club asking.
• Delete a squad’s information automatically twelve months after the end of its season.
• Keep, indefinitely, an anonymous record of how each squad stood at the end of each season — age band, season, and the proportion of the squad at each rating on each skill. It contains no child, no name and no identifier of one, and it is used only so the club can see how its coaching changes over the years.
• Take a copy of the whole database every day so that nothing is lost if something breaks, keep those copies for up to a month and then overwrite them, and read none of them for anything but putting the platform back.
• Hold about each coach and administrator only what the coaches’ privacy notice lists, and give that notice to the club.
• Tell the club without undue delay if the information is ever exposed, and help the club meet any obligation that follows.
• Return or delete everything if this agreement ends.

What a deletion reaches, and what it does not. Deleting a record under this clause takes it off the live platform at once. Copies of the database made before it still hold that record: they are kept for up to a month and are then overwritten,. So “deleted” means gone from the platform now, and gone from the copies beside it within a month.

5. What the club will do

• Give parents the privacy notice before recording anything about their child.
• Record only what clause 3 allows, and tell coaches the same.
• Make sure only its own coaches and administrators have accounts.
• Give each coach and administrator the coaches’ privacy notice before creating their account.
• Tell the operator promptly if a parent asks for information to be corrected or deleted.
• Handle any complaint from a parent, as the party responsible.

6. Sub-processors

The operator uses a hosting provider to run the software. It will tell the club who that is and will not add another without telling the club first.

7. Cost

Nil at present. If that changes the club will be told in advance and may decline and have its information returned or deleted.

8. Ending it

Either side may end this with 30 days’ notice. On ending, the club chooses whether its information is returned or deleted, and the operator does that within 30 days.

9. Law

This is governed by the law of the club’s own country.

Signatures

A starting point, written to be conservative. Have a solicitor look at it before the platform is used beyond the pilot club. It is not legal advice.