Privacy policy
This policy explains what personal information Squadvo holds, why, who can see it, and what you can do about it. It covers coaches, club officials, parents and carers, and players.
The short version
- We only collect what Squadvo needs to work. We don't sell data, show adverts or use tracking cookies.
- Team Hub posts, family links and availability replies are encrypted on your device before they're saved. We can't read them.
- Players don't need an account. On under-18 teams, the Hub shows players' first names and surname initials only.
- You can download or delete everything in your account at any time from My account.
Who we are
Squadvo is run by MJT Designs, trading as Squadvo, in the UK ("we", "us"). For the personal information described in this policy, we are the data controller, except where a coach or club is, as explained in Coaches and clubs.
To contact us about privacy, including a request about your data or a complaint, email privacy@squadvo.club or use the privacy request form. Both come straight to us. For anything else, email hello@squadvo.club.
What we collect and why
| Information | Why we use it | Legal basis |
|---|---|---|
| Your account: name, email address and password. Passwords are handled by our hosting provider, Wix. We never see them. | To give you an account and let you log in on any device. | Contract: we need it to provide Squadvo to you. |
| Your plan and payments: which plan you're on, its dates and payment records. Card details go straight to the payment provider. We never see them. | To give you the features you've paid for and keep accounts. | Contract, and legal obligation (tax records). |
| Coaching content: drills, plays, session plans, season plans, squads, teamsheets and club branding. | To save your work and let you share it. | Contract. |
| Team Hub: team details, posts, staff contacts a coach adds, the squad list (players' names and positions), family links, availability replies and notes, reminders, session plans and documents. | To run the team: tell players and families what's happening, and let families say who can make it. | For the coach or club: their legitimate interest in running the team. For us: contract with the coach. |
| Club information: the club name, the teams that join and club officials' details that the Coaching Co-ordinator adds. | To let clubs oversee their teams and show families who to contact. | Legitimate interests of the club, and contract. |
| Messages you send us: feedback, ideas, problem reports and privacy requests, with your name and email if you give them, the page you were on and your plan. | To reply, fix problems and improve Squadvo. | Legitimate interests. |
| Technical information: your IP address and basic device details, which our hosting provider processes to deliver pages and keep the service secure, and the login details stored on your device. | To run the website securely and keep you logged in. | Legitimate interests. |
We don't use your information for marketing, profiling or automated decisions. We don't ask for, and coaches are told not to post, medical information, addresses or photos of players.
Children and young people
- Players don't need an account. They read their team's Hub using the team code, and they can't post, comment or message.
- On under-18 teams, the Hub and teamsheets show players' first names and surname initials only. Full names stay in the coach's private squad list.
- Parents and carers reply about availability. Each family gets a private link for their own child.
- Children's information is never used for marketing or profiling, and never shared for anyone else's purposes.
A young person can ask about their own information, or ask for it to be removed. They can speak to their coach or a parent, or email us at privacy@squadvo.club. We'll reply in a way they can understand.
Coaches and clubs
When a coach or club adds players' and families' details to Squadvo, they decide what to add and how to use it. For that information, the coach's club (or the coach, if they aren't part of a club) is the data controller. We store and process it on their behalf, only to provide Squadvo.
If you're a parent or player with a question about a team's information, ask the coach or the club's welfare officer first. They can correct or remove it straight away. If that doesn't work, contact us and we'll help.
Coaches should only add the information the team needs, keep their team code private, and follow their club's and governing body's safeguarding and data protection policies.
Clubs that would like a data processing agreement with us can ask at privacy@squadvo.club.
Who we share it with
- Wix.com hosts Squadvo and provides our accounts, database, forms and payments. Wix processes data for us under a data processing agreement.
- Google Fonts supplies the fonts on our pages. Your browser asks Google for them, so Google receives your IP address.
- Your own apps. When a coach chooses to send a link or reminder with WhatsApp, email or another app, that message goes through the coach's own app, under that app's terms.
We don't sell personal information, and we don't share it with advertisers. We'll only share it with anyone else if the law requires us to, or to protect someone from harm.
Where it's stored
Wix stores data on servers that may be outside the UK, including in the European Union, Israel and the United States. Transfers are protected by safeguards recognised under UK law, such as adequacy regulations or the UK International Data Transfer Agreement and Addendum.
How we protect it
- Team Hub posts are encrypted on the coach's device with a key made from the team code. Only people with the code can read them, and we can't.
- Availability replies, notes and reminders are encrypted with each family's private link. Only that family and the team's coaches can read them.
- Everything else in your account, such as your squads, sessions and the squad list, is stored in records that only your account can open.
- All connections use HTTPS. Passwords are handled by Wix and never stored by Squadvo.
If a team code gets shared too widely, the coach can change it from the Team Hub, which locks out the old one.
How long we keep it
- Your account and everything in it: until you delete it. When you delete your account, your data is removed from Squadvo straight away. Copies in our hosting provider's backups are removed on its normal backup cycle.
- Accounts that aren't used: if an account hasn't been used for 2 years, we'll email you, then delete it if you don't want to keep it.
- Your contact record (your name and email in our hosting provider's address book): deleted within 30 days of you deleting your account.
- Messages you send us: up to 2 years, unless we need them longer to deal with a complaint.
- Payment records: 6 years, because the law requires us to keep tax records.
- Availability replies: while the team uses Squadvo. Once a player is removed from a squad, their replies can't be connected to them any more, except by the family who holds the link.
Your rights
You have the right to:
- get a copy of your information
- have it corrected if it's wrong
- have it deleted
- object to how we use it, or ask us to limit how we use it
- have it in a format you can take elsewhere
You can download or delete your own data at any time from My account. For anything else, email privacy@squadvo.club or send a privacy request. It's free, and we'll reply within one month. We may need to check who you are before we act on a request.
Complaints
If you're unhappy with how we've handled your information, please tell us first, at privacy@squadvo.club or with a privacy request. We'll acknowledge your complaint within 30 days, look into it, keep you updated and tell you the outcome.
You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint or 0303 123 1113.
Cookies and storage on your device
Squadvo doesn't use advertising or analytics cookies. It stores a small amount of information in your browser to keep you logged in, remember family links on your device and save unsaved drafts. These are needed for the parts of Squadvo you ask to use, so we don't ask for consent to store them. Logging out or clearing your browser's site data removes them.
Changes to this policy
If we change how we use personal information, we'll update this page and change the date below. If a change is significant, we'll tell account holders by email or on the website.
Last updated 11 November 2026 · Terms of service · Coaching safety · Safeguarding · Back to Squadvo