Privacy, safeguarding and data protection

Privacy

What we collect

• Children: first name, group, and the updates their coach approves
• Parents and guardians: name, email address and preferred language
• Club staff and coaches: name, email address and role
• Pilot enquiries: the details you enter on our pilot form

We don't ask for children's dates of birth, photos, medical information or home addresses. Updates contain no scores or rankings.

How it's used

Only to deliver the service your club has chosen: transcribing, approving and sending progress updates, and showing clubs which children have had an update. We never sell data or use children's information for advertising.

The pilot form

When you apply for the pilot, we store your contact details and answers so we can reply. Please don't include information about individual children. You can ask us to delete your application at any time.

Safeguarding

• Human approval: every update is reviewed and approved by a coach before it is sent. Nothing is published automatically.
• Coach review: the coach reads every transcribed update before it's sent and can change anything.
• Welfare flags: if a note looks like it describes a welfare concern, the coach is told not to send it and to follow their club's safeguarding procedure.
• Parents see only their own children: updates go only to the parents or guardians a club has linked to that child.
• Coaches see only their own groups. Club administrators can see their own club only.
• Clubs stay responsible for safeguarding: Nurtlo supports, but never replaces, a club's welfare officer and procedures.

Data protection

• Organisation-level separation: each club's data is kept separate, and database access rules check who is asking before any record is returned.
• Encryption in transit: all pages and emails use HTTPS/TLS.
• Server-side keys: service keys are stored as server-side environment variables, never in web pages.
• Deletion: when a child leaves, the club can delete the child, their parent contacts and all their updates.
• Data minimisation: first names only and no unnecessary personal details.

Before wider launch we're completing: a full privacy notice, data processing agreements with clubs, a data protection impact assessment, confirmed hosting locations and retention periods, and a review of our suppliers.

How AI is used

Nurtlo uses AI to type up (transcribe) a coach's voice note, to polish the wording when the coach asks it to, and to translate an update when a club chooses another language for a parent. It never adds anything the coach didn't say, and the coach's original is always kept. A coach always approves the result. We won't send children's information to an AI provider without an appropriate lawful basis, a supplier assessment and contractual safeguards.

Raise a concern