Coach and Team Staff Terms

Why there is a separate agreement for staff

As a coach, assistant or team staff member you can see and record information about children who are not your own: their names, their attendance, their progress, notes you write about them, and whatever custom roster fields your team uses. Their families have trusted their club with that, and their club is using our app to hold it.

These terms are in addition to the Terms of Use and the Privacy Policy, which still apply to you as an account holder.

Confirm you are entitled to the role

• ·You confirm you are over 18 and that the club or organisation you are coaching for has authorised you to coach these children.
• ·You confirm you have completed whatever screening, background checks, certification and safeguarding training your club, league or governing body requires. Reps does not check any of this and an invitation inside the app does not substitute for it.
• ·If you stop coaching a team, tell the Head Coach so your access is removed. Do not keep access you no longer need.

How to handle the information you can see

• ·Use it to coach. Do not use a family's contact details or a child's information for anything unrelated — no marketing, no recruiting for another organisation, no passing it to a third party.
• ·Do not export, photograph, copy or re-share rosters, contact details or player data outside the tools your club already uses for the purpose.
• ·Do not discuss an individual child's data with anyone who does not need it. Another parent does not need it.
• ·Keep your device locked and your Reps password to yourself. If you use a shared team phone, set the account PIN.
• ·Tell us immediately if you think a family's information has been exposed.

Notes, highlights and custom roster fields

Anything you type about a child may end up in front of that child's family — coach highlights are shown to them by design, and a custom field marked visible is shown to them too. Some fields are marked coach-only, but treat none of it as private: a family can ask us what we hold about their child, and we will show them.

Write notes you would be willing to read aloud to the parent

That is the standard. It is also good coaching practice, so it costs you nothing.

What must never go in a free-text field

• ·Medical or health information, including allergies, medication, injuries and diagnoses. Reps is not built to hold health records and does not protect them to the standard they need. Keep those where your club already keeps them.
• ·Social security numbers, identity documents or financial details.
• ·Anything about a child's family circumstances, safeguarding concerns, immigration status or legal matters. Those go through your club's safeguarding process, not an app field.
• ·Speculation about a child's ability, character or home life.

When you create a custom roster field, you choose whether families can see it and whether they can change it. Choose deliberately: a field marked coach-only still holds real information about a real child, and the label alone can be a disclosure.

Asking families for information

You can mark a custom field as one for parents to complete. Ask only for what you actually need to run the team — a jersey size, a preferred number, a shirt name. If you would not put the question on a paper form handed out at practice, do not put it in the app.

A family is entitled to decline. Do not make participation contingent on answering an optional question.

Messaging families

• ·Keep it about the team. Messaging through Reps is a coaching channel, not a personal one.
• ·Messages are retained, and we can read them for support, safety and moderation.
• ·Follow your club's rules on adult-to-family communication, including any requirement that another adult is copied in.
• ·Never message a child. Kid Mode blocks a child from messaging you; the corresponding responsibility on your side is not to try to reach one.

Practice data and XP

Closing a practice is the moment experience points reach families. Record what actually happened. Inflating a child's progress, awarding points for a practice that did not take place, or logging repetitions a child did not do makes the whole record worthless to the family reading it.

Sharing drills and templates

Marking a drill or template as shared publishes it to other coaches using Reps, who can copy and adapt it. Do not share anything containing a child's name, a family's details, or material you do not have the right to publish.

If access is removed

A Head Coach can remove you from a team and an administrator can deactivate a staff account. When that happens your access to those families' data ends immediately. Any copy you made outside the app must be destroyed.

Changes

We publish a new dated version when these terms change, and ask you to accept it if the change is substantive.