Privacy Policy

Last updated: 24-10-2026

In short: coaches put their players' details and test results into SquadBase. That data belongs to the coach (or their club), it is stored in Ireland, only the coach and the helpers they choose can see it, we never sell it or use it for advertising, and it can be exported or deleted at any time.

1. Who we are

SquadBase is run by Tim Casey, trading as Tim Casey Performance, County Cork, Ireland ("we", "us"). Contact: [email protected].

We have two roles under the GDPR:

For coach and helper accounts (your email, login and subscription) we are the data controller.
For player data that a coach enters (names, squads, year of birth, test results) the coach, or their club, is the controller and we are their processor. We only handle that data to run the service for them, as set out in our Data Processing Terms.

2. What we collect

Whose data	What	Why	Lawful basis
Coaches	Your name, and if you give them, your club, main sport and how you heard about SquadBase. The website that sent you to the sign-up page. Email, password (stored encrypted, we can't see it), trial and subscription dates, club crests you upload	To give you an account, keep you signed in, and manage your trial and subscription. Your name lets us greet you and reply properly. Your sport sets up your first squad. We use your club to see when several coaches from one club sign up, so we can offer them the club plan. Where you heard about us tells us which posts and links work	Contract (Art. 6(1)(b)) / legitimate interest (Art. 6(1)(f)) for the club plan
Coaches who tick the email box	That you ticked it (or unticked it), when, where (sign-up, Home or Your details) and the words you saw	If you tick the box, we'll send coaching tips and SquadBase news, about once a month. Untick it in Your details or use the link in any email. Emails about your account (your trial, payments, changes to the app) still come	Consent (Art. 6(1)(a)), which you can withdraw at any time
Helpers (18 or over)	Email and which coach they help. The coach sends them a sign-up link themselves (for example by WhatsApp or text); we don't contact them	So a helper can enter results for the squads a coach shares	Contract / legitimate interest of the coach
Players	Name, squad, sex, year of birth if the coach gives it (never a full date of birth), test results, attendance, conditioning, running, speed and strength programme data, GPS summaries (distance, high-speed running, top speed) if the coach uploads them	So the coach can test, track and programme their players	Decided by the coach or club as controller (usually legitimate interest, or consent through club registration)
Coaches and helpers who send feedback	Your message, your email, any screenshot you add, which app and screen you were on, and your browser and screen size	To answer you and fix problems. Deleted with your account, or sooner on request	Legitimate interest (Art. 6(1)(f))
Coaches	Which parts of SquadBase you use and on which days (for example "opened a session card" or "started the Testing Station"), counted per day. No player data	To improve SquadBase and to help coaches who get stuck setting up	Legitimate interest (Art. 6(1)(f))
Anyone using the site	IP address and basic technical data in server logs	Security and keeping the service running	Legitimate interest (Art. 6(1)(f))

We do not collect medical records, injury notes, addresses, phone numbers or payment card details through the apps. Please don't type health information into free-text fields.

3. Children's data

Squads can include players under 18. The coach or club entering their data is responsible for having a lawful basis to do so, for example consent from a parent or guardian collected at club registration. We collect the minimum needed: the year of birth only, and only if the coach gives it, never a full date of birth, and no contact details for players. Players do not have accounts and never sign in.

Extra protections for under-16s. Every squad has an age group (U12–U14, U15–U16, Minor 16–17, Adult). On U12–U14 and U15–U16 squads: there are no free-text notes boxes (so no health or injury notes); there are no return-to-play blocks; the test list and running sessions suit the age group; and anything the coach exports or shares (PDFs, charts, player reports) shows player codes and leaves out rankings and comparisons with team-mates, unless the coach deliberately ticks to include them and confirms they are sharing in line with their club's safeguarding and data protection policy. Player reports for under-16s say "For the player and their parent or guardian only."

Player links. A coach can send a player (or, for under-16s, a parent or guardian) a private link to their training programme. The link opens a page showing only that player's programme: their exercises, sets, reps and weights. For under-16s it shows their first name only. Anyone who has the link can open it, so it should only be sent to the player or their parent or guardian. The link can't be guessed, isn't listed anywhere, and the coach can stop it at any time. If the player marks a session done, or notes the weights they used, how hard it felt and how long it took (for the gym programme, or for other training or a match they log), that is saved to the coach's account like any other result, and the coach sees each player's weekly training load worked out from it. Players still don't have accounts and never sign in.

4. Where the data is stored and who processes it

Provider	What they do	Location
Supabase Inc.	Database and logins. Holds all account and player data.	Servers in Ireland (EU)
Cloudflare Inc.	Hosts the app pages and some code libraries. Does not store squad or player data. Sees IP addresses as part of delivering pages.	Global network, EU data processing agreement
Resend	Sends account emails (confirming your email, resetting your password) and, if you ticked the box, coaching tips and SquadBase news. Receives coach and helper email addresses only, never player data.	EU (Ireland)

Where a provider is based outside the EU, transfers are covered by the EU–US Data Privacy Framework and/or the European Commission's Standard Contractual Clauses. We do not sell or share data with anyone else, and we do not use it for advertising or to train AI models.

5. How data is protected

All traffic is encrypted (HTTPS), and the database is encrypted at rest.
Every table uses row-level security: each coach can only reach their own data, and helpers only reach the squads a coach shares with them.
Helpers see player names and the results they enter, not birth dates or rankings.
To run the service we see counts for each account (for example how many players and results it has), not the players or results themselves.
Data saved for offline use stays on that device until it syncs. Sign out on shared devices.

6. How long we keep data

While your account is active: for as long as you use it. You can delete any result, player or squad at any time.
If your trial ends or subscription lapses: your account becomes read-only: your data is kept safe for 12 months so you can pick up where you left off, and you can still look at it and download it. After that, the next bullet applies.
Players with nothing recorded for two years (no result, attendance or session) are deleted automatically, unless the coach has ticked Keep. The coach sees them on the home screen 30 days before.
Accounts not signed into for 12 months (trial over, nothing paid) get an email; if nobody signs in within 30 days, the account and its players and results are deleted.
If you delete your account: everything is removed from the live database immediately. Copies in routine backups are overwritten within 30 days.
Server logs are kept for a short period by our providers for security.

7. Your rights

Under the GDPR you have the right to access, correct, delete, restrict or object to the use of your data, and to receive it in a portable format. Coaches can do most of this themselves: Export all my data and Delete my account are on the SquadBase home page.

If you are a player or a parent/guardian: your data is controlled by your coach or club, so please contact them first. If you can't reach them, contact us and we will pass your request on and help them deal with it.

You also have the right to complain to the Data Protection Commission, dataprotection.ie.

8. Cookies and local storage

We don't use advertising or tracking cookies. The apps store your login and settings in your browser's local storage so you stay signed in and the apps work offline. Clearing your browser data or signing out removes them.

The squadbase.ie website counts page visits anonymously: for each page view we record only the time, the page, and the site the visitor came from (for example "Instagram" or "Google"). No cookies, no IP address and nothing that could identify a person are stored, and these counts are only used to see how people find SquadBase. The SquadBase owner also sees account-level usage counts (numbers of players, results and helpers per account, when the account was last used and in which app, and the kind of device: Android or iPhone, phone or tablet) to run the service; never player names, results or birth dates. When a page breaks, the app sends the error, the app and screen it happened on and the kind of device, with any quoted text, emails and numbers removed first, so we can fix it.

9. Data breaches

If a breach affects personal data we will tell affected coaches without undue delay, and notify the Data Protection Commission within 72 hours where required.

10. Changes

If we change this policy in a way that matters, we will tell you in the app or by email before the change takes effect.

11. Contact

Questions about privacy: [email protected].