Privacy Policy

Fairtime is built around the weekly job of a grassroots football manager. Because that work involves children's names, availability, and minutes played, we keep what we collect to the minimum needed for the product to work, and we keep it inside your club: the team members you invite, and — if your team belongs to a club — your club's administrators, can see it. We don't share it outside your club.

Who we are

The data controller is Fairtime Football Ltd (company no. 17378094, registered in England and Wales; registered office 167-169 Great Portland Street, London, England, W1W 5PF). For anything in this policy, contact privacy@fairtime.football.

What we collect

• Manager account: email address, name (from your Google account if you sign in with Google).
• Squad: player names and squad numbers. Optional: position, availability status, parent link, coaching notes (development plan, position preferences, rotation intent).
• Fixtures: opposition, date, kick-off time, venue, scores, your own match notes.
• Match data: minutes played per period, goals, assists, cards, substitutions, who captained the match, and player of the match. At the end of a season a team can also record its own awards, with a short note.
• Parent-link availability: when a parent uses a per-player parent link to set availability, we record their response and the timestamp. We do not store the parent's name or email — only that the response came via the parent link.
• Club link requests: if a club wants one of its teams on Fairtime, it can give us that team manager's email address and we send that person one email on the club's behalf. We keep the address, the club that gave it to us, and whether it was answered — nothing else. We never send a reminder, and if nothing comes of it we delete the record within twelve months.
• Club billing: if your club subscribes, we keep the club's subscription record (plan band, status, renewal date) and the billing contact's email address. Card details are entered on Stripe's payment pages and never touch Fairtime's servers.
• How the app is used: we record which screens are opened and which prompts are acted on, linked to the account that did it, so we can see what works and what is broken. These records carry no names and no free text. A few of them reference a player by their internal id, and one records the short reason a manager gave for not selecting a player — the same reason already stored against that fixture. We do not advertise, and we do not sell or share any of this.

What we don't collect

• Dates of birth. The only age information Fairtime holds is a team's age group.
• Home addresses.
• Medical or safeguarding information unless you choose to put it in a notes field — and we ask you not to (see the in-product notice on Match Notes).
• Player photos.
• Public player rankings of any kind.
• Any data from anyone outside your squad without their participation, with one exception we describe under Club administration: a club can give us a manager's email address so we can pass on its request to link a team.

Where it's stored

All squad, fixture, and match data lives in a Supabase Postgres database (EU region) accessed via row-level security policies that ensure only your authenticated account (and any team members you have explicitly invited) can read or write your team's data. The parent-link route accepts a hashed bearer token instead of a Supabase session, scoped to one player.

Coaches you invite. You can invite other coaches onto your team by email, as a co-manager or as an assistant coach. Only the team's owner can invite a coach or remove one, and the role only starts when that person accepts the invite. A co-manager can do everything the owner can except invite or remove staff. An assistant coach can run match day — logging goals, substitutions and cards, and closing the match out — but cannot change the squad, the fixtures, the seasons or the plans. Both see the same squad, fixture and match data you do.

When two of you are signed in, each of you can see the other's name, profile picture, role, and which screen they are on, so you don't both edit the same thing at once. That is live only — it is not written down and it is not kept.

Our own access. Those security rules keep one team's data away from another team's — they are not a wall against us. We run an internal console that shows accounts, teams, clubs and how the app is being used, and we can read or delete a team's records when we have to: to answer a request for data, to fix something that has gone wrong, or to close an account. Every action we take there is recorded. We do not browse children's records, and we use none of this for anything but running and supporting Fairtime.

What a parent link shows

A parent link shows a parent their own child's record only — never another child's. If the team turns on the season view, that includes the child's playing time and any goals and assists, match by match; during a live match the link can also show the child's own moments (a goal or assist) as they happen. If the child captained a match that has finished, the link says so on that match. It never says how often, and it never names another child. Turning the season view on is the team's deliberate choice, it is off by default, and the link never shows rankings, comparisons, or any other child's information. Each time a parent link is used to open a child's season record, we record that it happened.

Sharing a tactics board

A coach can create a link to a tactics board and share it with anyone — there is no sign-in. Players are shown by position, and their names are hidden by default. A coach can deliberately turn names on for one board; when they do, first names appear to anyone who has the link or the video, and that setting turns itself back off ninety days later. The board's title is public too, so we ask coaches not to put children's names in it. A link can be replaced or switched off at any time. We count how often a link is opened; we do not record who opened it.

Club administration

If your team belongs to a club, the club's administrator can see the players registered across all the club's teams, and can: merge two records that are the same child (for example, a player a second coach re-added), and move a player from one team to another within the club. A club admin can see and tidy up player records but cannot run your team's matches or change your lineups. These actions stay within your club, are recorded, and a merge can be undone if it was a mistake. A club can also add children to its own list before any team exists for them — when it is setting up a new age group, for example — and group them into a team later; those records belong to the club until a manager takes the team on. Adding a child to Fairtime tells nobody: it is the club's own job to speak to families, under its own safeguarding duties.

A club cannot see a team on Fairtime by asking for it. The club names a manager by email address, or ticks a team that already named the club; we pass the request on, and the club is told a team's name only when that manager signs in and accepts. Until then the club learns nothing — not whether the address is on Fairtime, not who answered, not that it guessed wrong.

Checking a club is real. Before a club can link other people's teams to itself, we check it — usually against its County FA listing. A club can ask us to run that check from inside the app, telling us the club name it is claiming, its County FA, and any evidence it wants to give. We keep a record of the check — who was verified, on what evidence, by whom, and when, and if we later withdraw it, why. That record is about adults only, and we keep it for as long as the club exists.

Club fair-play oversight

If your club is subscribed, its committee can see fair-playing-time records across its teams, to check every child is getting a fair go. Fairtime never ranks or grades children by ability or performance, and your child's record is never shown to other parents. The committee sees these records only while the club is subscribed, and the club owner accepts the terms that cover them when they subscribe. Oversight exists to let the committee spot a child being under-served, never to rank or grade children. Each time the committee views a child's record it is recorded. It does not give the committee any control over a team's matches or lineups.

Continuity across reorganisation (merge/split)

Sometimes teams in a club are reorganised — for example two age-group teams merge, or one team splits. When a child moves into the new team, that team's manager can see the minutes and appearances the child played for their previous team(s) in the same club, and which team and season those came from — so a child who moves teams keeps the fair playing-time history they've built up, rather than starting from scratch. This is limited to minutes and appearances. It deliberately does not expose the child's coaching or development information (rotation intent, development notes, or playing-load settings). It is read-only context to help the manager share playing time fairly across the changed squad — it is not used for any automated decision about the child, and it does not change how the new season's fair playing-time totals are worked out. Only coaches of the new team can see it, and only within a single club. Our basis for this is our legitimate interest in keeping a child's fair playing-time record connected as they move between teams in the same club, balanced against their interests as a child; it surfaces no new category of data — the same sporting record the child already had.

How long we keep it

We keep your team's data for as long as you use Fairtime. If you delete your account we wait thirty days before erasing it — signing back in during those thirty days cancels the deletion — and after that it is gone.

When a player leaves a team, or a team is disbanded, our policy is to keep that child's record for no more than three years, and then to remove the details that identify them while keeping the playing-time totals, which no longer name anyone. We keep support and security records for up to two years, and an email address someone gave us that never led anywhere for up to twelve months.

Third-party processors

• Supabase — database, authentication, storage. EU region.
• Vercel — hosting. The app runs on Vercel's servers, and their technical logs record requests to it.
• Google — only if you sign in with Google. Google receives your sign-in event; we receive your email and basic profile.
• Resend — sends our email: sign-in and password messages, invites, club requests, and match-day digests. Names can appear in an email we send you.
• Cloudflare — our domain name, and the routing of mail sent to our fairtime.football addresses, including the privacy and safeguarding ones.
• FA Full-Time — only if you choose to import your league fixtures. We fetch the public Full-Time pages on your behalf; no Fairtime data is sent back.
• Sentry — error monitoring, so we find out when something breaks. Reports are scrubbed of personal data before they are sent.
• Stripe — payment processing for club subscriptions only. Stripe holds the adult billing contact's payment identifiers; no player or child data is ever sent to Stripe.

Your rights

You can:

• Export your data — ask us for a copy of everything Fairtime holds about you and your teams, including anything you have written to us. Email the address below.
• Delete your account — the "Delete Account" button on your profile page removes your team and every player, fixture, and match record under it. This action cannot be undone.
• Edit or remove individual records — players can be marked "out for season" from the squad page. Fixtures can be deleted from the fixture detail page.
• Complain — if you think we have handled your data badly, please tell us first at the address below. You can also complain to the Information Commissioner's Office at ico.org.uk. We are registered with the ICO as Fairtime Football Ltd, number ZC224450.

Contact

For data questions, exports, or anything else: privacy@fairtime.football

This is a plain-English statement of how Fairtime handles data. Before formal public launch this policy will be reviewed by a data-protection lawyer; if you spot anything that doesn't match the actual product behaviour, please flag it via the contact above.

Fairtime Football Ltd · Company No. 17378094 · Registered in England and Wales · Registered office: 167-169 Great Portland Street, London, England, W1W 5PF. fairtime is a registered trade mark (UK00004383049).