Children's Privacy & Safeguarding

Coach HQ is designed to support organised grassroots football. Children’s welfare comes first. Coaches, clubs and adults with team access remain responsible for following their own safeguarding policies, league requirements and applicable law.

Appropriate access

Team access should be limited to coaches, club administrators, parents, guardians and other people who have a legitimate role. Coaches should review team membership and remove access when it is no longer appropriate.

Children’s information

Only add information needed to run the team safely and effectively. Avoid entering unnecessary sensitive personal information in general notes, chat or AI prompts. Where health, medical or welfare information is needed, handle it carefully and in line with club policy and applicable law.

Parent and guardian participation

Coach HQ supports parent-linked access and parent-facing updates. Coaches should confirm that the right parent or guardian is linked to the right player and should use suitable channels for team communication.

Communication and publishing

Use respectful, age-appropriate language. Publish line-ups, updates, images and match content only where appropriate for the selected audience and consistent with club consent arrangements. Do not use team tools to harass, embarrass or single out a child.

Reporting concerns

Safeguarding concerns must be handled through the club’s safeguarding lead and applicable reporting routes. You can also contact us about a Coach HQ privacy or access concern at support@coachhq.co.uk.