Privacy Policy

KickarooFC is software that helps youth sports clubs and leagues run their day-to-day operations: registrations, schedules, team rosters, communications with families, and billing. This Privacy Policy describes what personal data we collect, how we use it, who we share it with, and the choices you have. By usingKickarooFC, you agree to this policy.

Operator of the service: Artisan Software Consulting. Questions or requests can be sent to privacy@kickaroofc.com.

We collect three categories of information:

• Account data: the email address, name, and password (stored as a salted hash) of the person signing up. For platform admins and club / league owners, we also store the role grants that give you access to specific clubs or leagues.
• Household and player data: the names, dates of birth, contact details, emergency contacts, and any medical / consent notes a family chooses to record for the minors they manage on the platform. We treat this as the most sensitive data we hold (see "Children" below).
• Operational data: registrations, RSVPs, attendance, lineups, schedule changes, payment records, and messages sent through the broadcast and chat features. We also keep audit logs of administrative actions for operator accountability.

We use the data to provide the service you signed up for — showing you schedules and rosters, sending you reminders, letting admins run their clubs, processing payments, and so on. We use aggregated, non-identifying data to understand how the product is used and to debug issues.

We do not sell personal data, and we do not display third-party advertising inside KickarooFC.

KickarooFC stores information about minors because youth sports require it (player rosters, ages for age-band placement, emergency contacts). We act as a service provider to the club or league that has a direct relationship with the family. The parent or guardian who registers a child is responsible for providing consent for that child's information to be stored in KickarooFC for the purpose of running the club's activities.

Children do not have their own KickarooFC accounts. A parent or guardian holds the household account and manages all information about the minors in their care. We do not knowingly accept account signups from anyone under 13.

Parents and guardians can request deletion of a minor's information at any time by contacting the club admin or, if the club is unresponsive, by emailing privacy@kickaroofc.com. A request is carried out within 30 days whether or not anyone at the club acts on it. Records that are part of completed financial transactions are kept as required for accounting and tax purposes, with the child's name and date of birth removed — see Retention below for exactly what survives and in what form.

Exactly what we hold about a child, and for how long

• Name and preferred name — to identify the child on a roster, a team sheet and an attendance list. Held while the child is registered, then anonymised 24 months after their last season ends.
• Date of birth — to place the child in the right age group and to enforce the age rules in this policy. Same retention as the name; removed from financial records that must be kept for tax.
• Allergies and medical notes — so a coach can keep a child safe during an activity. Deleted 90 days after the last game of the season they were given for, because after that there is no activity to keep them safe at.
• Emergency contacts — so the club can reach a responsible adult during an activity. Held for the season, then anonymised with the rest of the record.
• Jersey number, attendance and games played — to run the team. Attendance and results survive anonymisation with the child's name removed, because removing a child from a past game would rewrite the record for the other families who played in it.
• Milestones and coach notes — to tell a parent how their child is getting on. Deleted with the child's record.
• Photographs — only where a parent has turned on a specific photo permission, and only for the audience that permission names. Turning it off stops future use.

We do not use any of it to advertise to a child, we do not sell it, and we do not let a child hold an account, sign in, or send a message.

Who else can see a child's information

The child's own club, and the service providers listed below. Of those, Resend can carry a child's name in an email to their parent, and Twilio can carry it in a text message. Stripe receives the paying adult's details, not the child's. Background-check providers receive adult data only — never a child's.

What a parent can do about it

You can review everything we hold, correct it, delete it, or refuse any further collection — the last by withdrawing consent, which stops the optional uses, or by deleting the child's record, which ends the rest. Reviewing and deleting are self-service: your household settings exports a file containing everything we hold about your family and files a deletion request. A deletion is carried out within 30 days whether or not anyone at the club acts on it. If anything there does not work, email privacy@kickaroofc.com.

We use a small number of third-party services that necessarily see some of the data you give us:

• Stripe processes payments. Card details are collected by Stripe directly; KickarooFC never sees card numbers. Stripe holds customer records to power subscriptions and refunds.
• Twilio sends SMS reminders and notifications when a household opts in to text messages. Phone numbers and the text of the messages pass through Twilio.
• Resend delivers transactional email (registration confirmations, broadcasts, invitations). Recipient addresses and the body of each email pass through Resend.
• Hosting and infrastructure providers store data on our behalf. We require providers under contract to handle data only as needed to operate the service.

We don't share personal data with anyone else except where required by law (subpoena, court order, lawful government request) or to protect the rights and safety of users and the public.

We keep account and household data for as long as the account remains active.

When you ask us to delete your data, we erase everything that identifies you and your children — names, dates of birth, phone numbers, notes, and the names recorded on past team sheets — and we do it within 30 days of the request. Your sign-in stops working at the same time.

What remains is anonymous. Records of matches, attendance and payments stay in the system with every name removed, because clubs and tax rules require a financial trail, and because erasing a child from a past match would rewrite the record for the other families who played in it. Nothing left behind identifies anyone.

If an account simply goes quiet, we do the same thing on our own initiative: two years after a child's last season ends, their record is made anonymous without anyone having to ask. Medical and emergency details a club collected for a season are removed sooner — within 90 days of that season finishing — because they exist to keep a child safe at a fixture, and after the season there is no fixture.

We may retain minimal records (audit logs, financial transactions, abuse flags) for longer where required for legal, accounting, or security purposes.

Depending on where you live, you may have rights to access, correct, export, or delete your personal data, and to object to or restrict certain processing. The easiest way to exercise most of these rights is through the in-app account settings (Settings → Account). For requests we can't satisfy in-app, email privacy@kickaroofc.com and we'll respond within 30 days.

We use industry-standard practices to protect your data: passwords are stored as salted hashes, sessions are short-lived and signed, two-factor authentication is required for admin accounts, traffic is encrypted in transit, and access to production data is restricted to the operator. No system is perfectly secure; if we discover a breach affecting your data, we will notify affected users without undue delay.

We may update this policy from time to time. When we make material changes we'll update the "Last updated" date above and, for current users, send an email notice. Continued use of KickarooFC after a change means you accept the updated policy.

Questions or requests: email privacy@kickaroofc.com.