Privacy policy

Who we are

Newport Pagnell Town FC ("the club", "we") operates the NPTFC Pathway IDP portal — an internal tool used by club staff, registered players, and the guardians of players under 18, to manage Individual Development Plans (IDPs).

What we collect

• Account details: name, email address, and role (player, coach, head coach, or guardian).
• Player profile: date of birth, position(s), dominant foot, years playing, current team, profile photo (if uploaded), and any free-text the player provides during sign-up.
• Development data: self-assessments, coach scores, development plans, observations, and review sign-offs entered by coaches and players over the season.
• Voice notes: when a coach records a voice note, the audio is sent to Lovable AI (Google Gemini) for transcription and drafting, then deleted from our storage. We retain the transcript and the derived plan/observation drafts.
• Guardian details: name, email, relationship to the player, and (optional) phone number, where the player has a guardian account linked.

How we use it

All data is used solely to run the IDP programme: tracking each player's development, sharing plans with players (and where appropriate, their guardians), and enabling coaches to give informed feedback. We do not sell, trade, or share data with third parties for marketing.

Guardian access (players under 18)

For players under 18, we offer guardian (parent) accounts that provide read-only visibility into the player's profile, development plan, scoring, training and match observations, and review timeline. Guardians cannot see internal coach observations classified as "character" or "other" by default — those contain commentary intended for the coaching team. A coach may explicitly choose to share an individual character observation with guardians.

Guardian access is added by club staff with the player's awareness. Players can ask their coach to remove a guardian's access at any time. When a player turns 18, existing guardian access is not automatically revoked — but the player can request it be removed at any time.

Retention

We retain development data for as long as the player is active in the pathway plus three further seasons, to support continuity if the player returns. After that, records are anonymised or deleted. Voice-note audio is deleted within 30 days of capture.

Your rights

You can request a copy of your data, or ask for it to be corrected or deleted, at any time. Players, guardians, and coaches can also change their email address from Settings.

Contact

For any privacy or data question, email the club's data lead at matt@nptfcladiespathway.co.uk.