1. Who we are

Skillora Sports Ltd (Skillora, we, us) runs the Skillora app and website. We are the data controller for personal data processed through the Platform. Company number 16588747, registered office Collingwood Buildings, 38 Collingwood Street, Newcastle upon Tyne, NE1 1JF.

Skillora is used by players, parents and guardians, coaches and club staff at sports clubs that use Skillora (Partner Clubs). Your club may also hold data about you under its own privacy notice.

Our promises to children and families|

• We collect only what we need to run the Platform.

• A parent or guardian creates every account for a child under 18 and controls its deletion.

• We ask for a date of birth only to confirm age and apply the right protections. We never show it publicly.

• We never show advertising to children and never sell anyone's data.

• We don't track precise location and don't use facial recognition.

• Our analytics use a fixed list of named events only: no automatic tracking and no session recording.

• Identifiable personal data is never used to train AI models.
  
  

2. What we collect

• Account: Email, username, first and last name, date of birth, encrypted password, account type (adult or child), avatar and banner image, which version of our terms you accepted and when, with the IP address and device details recorded at the time

• Sign-in and security: Sign-in and password-reset tokens, email verification, whether you are online on each device

• Family: Links between parents or guardians and their children's accounts

• Teams: Team memberships and roles (coach, player, guardian), player profiles, team announcements and replies

• Activities: Training and match schedules, attendance responses and reasons, invitations, coach updates, match line-ups, match reports with player feedback, players' match reflections

• Coaching: Coaching plans, settings used to generate session plans, coaches' private notes about players, coaching moments (coaches' messages to a player and the mood the player picks), coaching access requests (name, email, team and role)

• Chat: Messages and shared images within teams

• Progress: Quests, missions, XP and levels, journal entries (including mood check-ins), tournament entries and gaming usernames

• Notifications: In-app notifications, push notification tokens for your devices, notification preferences

• Safety: Content reports: who reported, what was reported, who reviewed it and the outcome

• Technical: Error reports with recent app activity, usage events, server logs, IP address and device and browser information
  
  

We do not collect medical records, clinical diagnoses, biometric data or precise location. People can upload images (avatars, team badges, chat images); our Terms of Use (section 3.2) don't allow uploading photos or videos of other children.

Our website. If you contact us or apply to join the pilot through skillorasports.com, we collect your name, email address, club or organisation, role, approximate number of players and your message. We use this to reply, manage pilot applications and, only if you opt in, send occasional product updates. We rely on legitimate interests to reply and manage applications, and on your consent for product updates. You can unsubscribe at any time.

3. How we use it

• Create and manage accounts, and link children to their parent and team: Contract (adults); legitimate interests and parental consent (children)

• Run team schedules, attendance, chat, quests, progress and coach feedback: Legitimate interests in providing the service the club and family signed up for

• Journal and mood check-ins, and moods shared with a coach in coaching moments: Explicit consent (Article 9(2)(a)), given by the parent for under-13s

• AI-generated coaching session plans for coaches: Legitimate interests; coaches are told before using the feature

• Moderation, reporting and blocking: Legitimate interests in keeping users safe

• Sharing safeguarding concerns with the club's safeguarding lead: Legitimate interests; substantial public interest (safeguarding of children) where special category data is involved

• Product analytics on a fixed list of events: Legitimate interests in improving the Platform

• Security, fraud prevention and fixing errors: Legitimate interests

• Complying with the law: Legal obligation
  
  

We don't use children's data for profiling that has legal or similarly significant effects, and we don't send marketing to children. Push notifications for children under 13 are off by default.

4. AI features

Coaches can generate training session plans using AI models run by our cloud provider, Microsoft Azure, within our own secure environment. We send only what the plan needs: the coach's session settings, the team's age group and any notes the coach types in. We don't send players' names or profiles, and we ask coaches not to type them into notes. This data is not used to train the AI models, and our provider may keep it for up to 30 days for abuse monitoring. If we change AI provider, we will update this policy first. AI may also be used to automatically check players' match reflections for inappropriate content. We may use anonymised, aggregated data to improve our own systems.

5. Wellbeing check-ins

Check-in answers may reveal information about a child's mental or physical health, which the law treats as special category data. We only collect them with explicit consent from a parent or guardian. Journal entries and moods are private to the child: a coach only sees the mood a child picks when the child opens a coaching moment. We never use them for advertising or sell them. Check-ins are not monitored in real time.

6. Who we share data with

• Your club: coaches and staff see data about players in the teams they manage.

• Parents and guardians: see data about their own child only.

• Service providers that run parts of the Platform for us, under contracts that protect your data to the standard of this policy:

  • Microsoft Azure: hosting for all our servers and databases, and the AI models used for coaching session plans (EU)

  • Cloudflare: network security, traffic routing and image storage (Western Europe; global network)

  • Mailtrap: sending account emails such as verification, password reset and invites

  • PostHog: product analytics (EU)

  • Google: push notifications to Android devices (Firebase), web fonts (global)

  • Apple: push notifications to iPhones (global)

  • iubenda: cookie consent on our website (EU)

• Apple and Google also handle app downloads under their own privacy policies.

• Authorities, where the law requires it or a child is at risk.
  
  

Error reporting, notification delivery and system monitoring run on our own servers, so no other company receives that data.

7. International transfers

Our main data is stored in the EU (Sweden), which the UK recognises as giving adequate protection. Where a provider processes data outside the UK and EU, we use approved safeguards such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum.

8. Cookies

Our website uses cookies and similar technology for sign-in, security, analytics and loading fonts. You can choose which non-essential cookies to allow through the cookie banner. The mobile app does not use advertising or tracking cookies.

9. How long we keep data

We keep data while an account is active. When you delete an account, it happens straight away: we delete your personal details, journal entries and mood check-ins, notes, chat messages, uploaded images, quests and progress, coaching plans, notifications and device tokens, and remove your name, email, password and date of birth from your account record. Analytics data is linked only to an ID, not your name, and is deleted within 12 months. Error reports that mention you expire within 30 days. A parent deleting a child's account removes the child's data in the same way. Team and match records (such as results and line-ups) are kept only in anonymised form so team history still makes sense. Error reports and server logs are kept for 30 days, analytics data for 12 months, and backups are overwritten within 30 days. If an account isn't used for 24 months, we email the account holder (the parent, for a child's account) and then remove the most sensitive information, such as journal entries, mood check-ins, chat messages and coach notes. We keep the player's record (stats, badges and achievements) so they can come back to it later, and remind the account holder every 2 years that it still exists. The record can be downloaded or deleted at any time. Content reports are kept for 12 months after they are closed. If a report is passed to a club's safeguarding lead, we keep a record of the report and who we passed it to until the child involved turns 25, even if an account is deleted. The club keeps its own safeguarding records. We keep records longer if the police or another authority asks us to. Only a small number of authorised staff can see these records.

When a player turns 18, we'll contact them about taking control of their own account and deciding what happens to their records.

10. Your rights

You (or a parent for their child) can ask to access, correct, download, restrict or delete personal data, object to how we use it, and withdraw consent at any time. Adults can download their own data and their child's data from their account on the Skillora website, and can delete their own account or their child's account. A parent needs to delete their children's accounts before deleting their own. A coach who is the only coach of a team should contact support first, so the team can be handed to another coach. For anything else, or if you can't use the app, email support@skillorasports.com or visit www.skillorasports.com/support.

11. Security

Data is encrypted in transit and at rest, access is limited by role, and staff with access are trained in data protection and safeguarding. If a breach affects you, we will tell you and the ICO where the law requires.

12. Changes to this policy

We'll tell you in the app before making significant changes to this policy.

13. Contact and complaints

Email support@skillorasports.com or write to Skillora Sports Ltd, Collingwood Buildings, 38 Collingwood Street, Newcastle upon Tyne, NE1 1JF.

If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.