Terms & privacy

Scott Phipps, U11's age group lead, is the point of contact for anything on this page — seeing what is held about you or your child, correcting it, having it deleted, or withdrawing consent for photographs.

Email scott@dkrfc.co.uk, or speak to any coach and they will pass it on.

This is an age-group volunteers' site rather than a company, so there is no separate data protection officer — requests come here and are dealt with directly.

It is invitation-only. There is no public sign-up. Accounts are created from a one-time link sent to you by a coach. That link is the key to an account — please don't forward it, and tell a coach if you think someone else has it.

What you see depends on who you are. Parents and guardians see fixtures, news, and their own child's details. Volunteers additionally see the squad, injury records and match-day tools. Nobody sees another family's contact details beyond what is needed to run the team.

What is on here stays here. Photographs, contact details and team information are for people inside the age group. Please don't repost them publicly or share them outside the group — several of the children have no photography consent recorded, and some families have reasons for that which are none of our business.

It is run by volunteers. We keep it accurate and available as best we can, but it is a parents' site, not a service. Anything that matters — a kick-off time, a medical decision — check with a coach.

About children

• Name and date of birth.
• Which team they play for, who they played against, tries, and who was on the pitch.
• Injuries, where one has been recorded: what happened, when, what was done about it, and when they were declared fit to play again.
• Photographs, where these have been uploaded by a coach.
• Consents recorded against them — for storing their details, for photography, and an acknowledgement that injuries are recorded.

About adults

• Name, email address, and phone number where you have given one.
• Postal address, where you have given one.
• Which child or children you are the parent or guardian of.
• For volunteers: what you do for the team, the courses you have completed, their expiry dates, and any certificates you upload.
• Your password, stored only as a one-way hash. Nobody — including whoever runs this site — can read it.

• To run the age group. Picking teams, arranging fixtures, knowing who is coming. The lawful basis is legitimate interests — you cannot run a junior rugby team without knowing who is in it.
• To keep children safe. Injury and concussion records exist because RFU age-grade regulations require a player who has had a head injury to be managed through a return-to-play pathway. The lawful basis is legal obligation and the vital interests of the child.
• To show that volunteers are qualified. Safeguarding and concussion-awareness training are mandatory for anyone working with age-grade players. The lawful basis is legal obligation.
• Photographs. These are on consent, and only consent. Consent can be withdrawn at any time by telling a coach, and a withdrawal is recorded with the date it happened.

Nobody outside the age group's volunteers, except:

• The RFU and the club's safeguarding officers, where a safeguarding or injury matter has to be reported.
• The hosting company that runs the server this site sits on, and which therefore holds the database and the uploaded files. They process it on our behalf and do nothing else with it.

Nothing here is sold, and nothing is shared for advertising. There are no analytics, no tracking pixels and no third-party scripts on this site. The typefaces are served from this server rather than from Google's, precisely so that loading a page about somebody's child does not tell a third party anything.

• Every page except this one, the home page and the login page requires you to be signed in.
• Passwords are hashed, never stored as text, and cannot be recovered — only reset.
• Photographs of children and uploaded certificates are stored outside the public web folder and are only ever delivered through a signed-in request. There is no URL that serves one to a stranger who guesses it.
• The site asks search engines not to index it, so it does not turn up in results.
• Invitation links expire after 14 days and work once.

Squad, fixture and match information is kept while the age group is running, because the point of it is a record of their seasons.

Injury and concussion records are kept in line with RFU guidance, which expects age-grade injury records to be retained until the player reaches adulthood, since a head-injury history matters years later.

If a child leaves the age group, tell a coach and their record will be removed or anonymised, other than anything that has to be kept for the safeguarding reasons above.

Under UK GDPR you can ask to:

• see what is held about you or your child;
• have something inaccurate corrected;
• have it deleted, where we are not required to keep it;
• object to what we are doing with it;
• withdraw consent — for photographs in particular — at any time, without having to give a reason.

Ask Scott Phipps — scott@dkrfc.co.uk — or any coach, in person or by message, and it will be dealt with. There is no charge and you do not have to give a reason.

If you are not happy with how it is handled you can complain to the Information Commissioner's Office at ico.org.uk.

One, and only while you are signed in: a session cookie that remembers it is you between pages. It is deleted when you log out or when the session ends. There is nothing to consent to because there is nothing else — no advertising cookies, no analytics, nothing shared with anyone.