Privacy notice for coaches
For the coaches and administrators of your club
Version 1.9 · 13 October 2026
The short version
This one is about you, not about the children. The platform holds your email address, the name you choose to show, and your password scrambled so that nobody can read it — not your club, not the operator. It keeps your name against the work you do on it: the ratings you record, the plan you save, the invitations you send.
Who holds it
your club decides who has an account and who is on which squad. Mini Rugby Semplice is the software the club uses; it stores this on the club’s behalf and does nothing else with it.
Questions: your club administrator
Exactly what is held
| Held | Never held |
|---|---|
| Your email address | Your password itself |
| The name you choose to show | Your home address or phone number |
| Your password, scrambled | Your date of birth |
| The language you chose, and — if you belong to more than one club — which club you were last working in | A photograph of you |
| That you confirmed you are 18 or over, and the date | Your qualifications or your job |
| The date your account was made, and whether it is closed | Any written comment about you as a person |
| Your club, and your role: coach, athletic preparation coach, club administrator, or the operator who runs the platform | Anything about your family |
| The squads you are on, and whether you are a squad’s head coach | Whether a child at the club is yours |
| Your name and the date against every rating, plan, invitation and season you record | Anything you have not typed in yourself |
| The session slots you are named to run, and the notes and answers you write on a session sheet, with your name and the date — only at clubs where the session sheet is switched on | Anything about a child in those notes: the platform refuses a note that names one |
| If you are the athletic trainer named to a squad: that you hold its athletic pen, who named you and when — only at clubs where the athletic side is switched on | Anything more than that: the physical skills you rate are held exactly as a coach's ratings are, and nothing else |
| That the platform emailed you an invitation or a link to set a new password: the address it went to, the language it was written in, the date, and whether it was delivered to the email provider | The link itself, or the text of the email: neither is kept, and no email ever says anything about a child |
| If you created your club yourself from the sign-up page: the sign-up you made — your name, your email address, the club’s name, country and language, the moment you ticked that you had read the club agreement and this notice, and the address the request came from — and that the platform emailed you a link to confirm your address. A sign-up that is never finished is deleted 30 days after its link expires; a finished one stays with the club as the record of how it was made | The link itself, or your password: the link is sent and forgotten, and the password is chosen only on the screen the link opens |
| On the try-it version of the platform only, if you made a test club there: which screens you opened and when, how far your test club got through the four steps, the two answers you typed over your first squad picture (a sentence about the squad, and whether you would put your own club on the platform), and whether you clicked to create a real club. The test club, this record and — if it was your only club — your account are wiped thirty days after the club was made. If you then create your real club from that link, the real platform records only that your sign-up came from the try-it version | Anything about a child in the try-it version: the children there are invented, and a sentence naming a real one is refused |
| Your sign-ins: when each began and when it runs out | What you do on any other website |
| Any link your club administrator has made so that you could set a new password: who made it, when, and whether it was used | Any password you have used before |
Your password is scrambled by a method that cannot be reversed. Nobody can read it or tell you what it is — not your club administrator, and not the operator.
Your club administrator cannot read your password, but they can make you a one-use link to set a new one. The platform sends no email, so they hand you the link themselves. It lasts an hour, works once, and using it signs you out on every device. Each link is kept as a record of who made it and when, and you can see that on your club screen — so nobody can change your password without your being told.
Your name is attached to what you record, on purpose. A squad has one head coach so that one judgement stands behind its picture, and the next coach can see whose it was. The other coaches on your squad can see your name; they cannot see your email address.
The company that runs the servers keeps its own technical records of requests to the site, as every hosting company does: the internet address you connected from, the page you asked for, and which browser you used. They are kept for 30 days and then go. They are not part of the platform, nobody at the club sees them, and they are used only to keep the site running. No child's name is in them.
Why the club holds it
So that the club can run its junior section. You have an account because a club administrator invited your address — there is no open sign-up, and nobody can create an account without one.
Your address is used to sign you in and for nothing else. There is no marketing of any kind, and at present the platform sends no email at all: your invitation was a link handed to you.
Who can see it
- The other coaches on your squads see your name, and nothing else about you. So does your club’s athletic preparation coach, if it has one, because they work with every squad in the club.
- Your club administrator sees your name, your email address and your role.
- The operator sees it, because somebody has to run the platform and repair it.
Nobody at any other club can see any of it. That separation is enforced by the database itself, not by a rule someone has to remember.
How long it is kept
While you have an account. Your club administrator can end your role in the club, which takes you off every squad at that club and stops you seeing anything of it. Your account itself stays until you ask for it to go: ask your club administrator, and the operator closes it by hand so that you can no longer sign in, and removes your email address as well if you ask for that.
The ratings you recorded stay with the club. They are the club’s record of its squads and of the children in them, not yours. They are deleted on the children’s clock — twelve months after a child stops playing — and not on yours.
Copies of the database. A copy of everything is taken every day, so that nothing is lost if something breaks. Closing your account takes it off the platform at once, but copies made before that still hold it. Those copies are kept for up to a month and are then overwritten. Nobody reads any of them: they exist only to put the platform back if it fails.
Your rights
You can ask at any time to:
- See everything held about you
- Have your name corrected
- Change the language you read the platform in, which you can do yourself at any time
- Have your account closed, and your email address removed with it
Ask your club administrator. The club will respond within one month.
If you are not satisfied you can complain to your country’s data protection authority. In Italy that is the Garante per la protezione dei dati personali — www.garanteprivacy.it
One thing worth knowing
The children’s information is the club’s, not yours. You can read your own squads while you coach them — every squad in the club, if you are its athletic preparation coach — and you cannot take a copy away with you. If you stop working at the club, ask your club administrator to take you off your squads, or to end your role in the club, and ask the operator to close your account.
Your club is responsible for this notice and should have someone check it against the law in your country before you use it. It is written to be conservative, and it is not legal advice.