Privacy notice
This notice explains how The Team Sheet handles personal information for coaches, clubs, parents and young players in the UK.
Who we are
The Team Sheet provides team-management pages for grassroots coaches and clubs. Contact us at hello@theteamsheet.co.uk.
Who is responsible
The coach's club or the coach decides what team information is added and is responsible for it as the data controller. The Team Sheet stores and processes that information on their behalf to run the service, as data processor, under the data processing agreement in our terms. For coach account data, The Team Sheet is the controller.
What we collect
For players, we hold a first name, surname initial, shirt number, availability replies and match records such as line-ups, minutes, goals and awards. We do not hold children's photos, dates of birth, addresses or contact details. For coaches, we hold account and team membership details. A parent's device holds a team access token and, only if they opt in, we store a notification address.
Why we use it
We use this information to provide team sheets, availability, substitutions, fixtures and match reports, keep accounts secure, provide support and operate the service.
Lawful basis
The coach or club chooses its lawful basis for team and player information as controller. For coach account data, The Team Sheet's lawful basis is performance of our contract with the coach.
Team codes
New team pages are private. Parents open them with a six-character team code from the coach, entered once per device. We store a random access key on that device for up to 12 months so parents don't need to re-enter it. When a coach makes a new code, every existing device key stops working. We keep a short log of code attempts, for up to two days, to stop people guessing codes.
Children's privacy
We never show photos of children. Players appear by first name, surname initial and shirt number only.
Security and where it is stored
Information is hosted in the UK or European Union. We use access controls, private team codes, encrypted connections and managed backups, and require our hosting and database providers to protect the information they process for us.
How long we keep it
Team information is deleted 12 months after that team's subscription ends, unless we must keep limited records for legal, security or accounting reasons.
Parents' and players' rights
Parents may ask what information we hold about their child, request a correction, object to its use, or ask for it to be removed. Contact the team's coach first for the quickest response, or email hello@theteamsheet.co.uk. We may need enough information to identify the correct team and player.
Last updated 28 September 2026