Privacy & security

Access follows your role

Members join through an invitation or an approved join request. Server checks limit access by role, team and linked player. Club office staff and coaches have different tools and permissions. A parent’s individual player view is limited to their linked child and coaching notes marked as shared; team schedules and team chat can be visible to the wider team.

Built around junior teams

Player team-chat access is off by default. Clubs or teams can enable reading or posting. SportHQ has no private direct-message feature. Photos and video need the appropriate permissions and consent. These controls support a club’s safeguarding practices; adults remain responsible for supervision, consent and reporting concerns.

Private information needs extra care

Guardian contacts and medical information have restricted access. Access to sensitive records and exports is logged. Working With Children check numbers and authenticator seeds are encrypted by the application. Uploaded clips are served through short-lived authorised links.

Use a device passcode, keep software current and sign out on shared devices. Coaching tools retain information locally to work offline: a lost or shared device can expose that copy. An offline device cannot receive an access change until it reconnects.

AI is optional

The AI coach uses coaching text and performance context. Generated context excludes player photos and surnames. Known guardian details and medical text are filtered before requests leave the device; platform requests also filter email addresses and phone numbers. Filters cannot guarantee removal of every identifying detail from free text. Review what you submit, use jersey-number anonymisation where available and keep sensitive information out of prompts.

Clear choices, clear information

We do not sell personal information or use advertising trackers. Our privacy policy explains collection, sharing, retention and your rights. Our cookies and device storage page explains offline copies and external services. Cloud infrastructure and providers can process information overseas; we do not promise that all information stays in Australia.

Get help or report a concern

For access, correction or deletion, start with your club or [email protected]. For a suspected security issue, use our security reporting instructions. Do not email passwords, sign-in codes, medical records or photos of children.