Privacy notice
For parents and guardians of children at your club
Version 2.4 · 22 October 2026
The short version
Your club records your child’s first name and up to three letters of their surname — never the surname itself — and nothing else about them. Their coach records whether each rugby skill is a strength, is solid, or is something to work on, and the same for two safety checks: how high they tackle, and where they put their head. That is all.
There are no dates of birth, no surnames, no addresses, no phone numbers, no email addresses, no photographs and no video. Your child has no account and cannot log in. The platform never sends an email to a family: it holds no address to send one to.
Who holds this information
your club is responsible for your child’s information. The club decides what is recorded and who at the club can see it.
Mini Rugby Semplice is the software the club uses. It stores the information on the club’s behalf and does nothing else with it.
Questions: your club administrator
Exactly what is recorded
| Recorded | Never recorded |
|---|---|
| First name | Surname |
| Up to three letters of the surname | Date of birth |
| Which squad they are in | Address, phone, email |
| That squad’s age band | Photographs or video |
| A rating on each rugby skill: strength, solid, weakness, or haven’t seen enough | Any written comment about your child |
| The same rating on two safety checks: tackle height, and head position | Medical, school or family information |
| The date each rating was given | Your child’s location, or anything about your family |
| If you ask for the ratings to be paused, the date they were paused | Why you asked for anything — no reason is ever recorded |
Why three letters of the surname and not one. Two children in the same squad can have the same first name and the same first letter. Three letters let their coach tell them apart, so a judgement is never written down against the wrong child. It is still not a surname, and on its own it is not enough to identify anyone outside the squad.
Your child’s age is taken from their squad’s age band — Under 6, Under 8, Under 10 or Under 12. Their exact age is never recorded.
Two of the ratings are about safety, not skill. Whether your child makes contact below the chest and above the knees, and whether their head goes behind or to one side of the ball carrier rather than in front. Their coach answers these from the age at which your union starts tackling — Under 6 in Italy — in the same four words as everything else. Below that age nothing is coached into contact, so neither is asked.
The two safety ratings are treated differently from every other rating, on purpose. They are never turned into a percentage and never counted toward the squad’s target, because there is no share of a squad for which this is good enough. If your child is rated a weakness on either, their coach is told their name that week, so that it is put right rather than reported. Like every other rating, the two travel with your child to next season’s coach.
There is nowhere in the system to type anything else about a child. Not as a matter of policy — the fields do not exist.
Why the club holds it
So that coaches can see what the squad collectively is good at and what it needs to work on, and plan training accordingly. The ratings build a picture of the squad, not a ranking of children.
The club’s basis in law is its legitimate interest in running its junior section properly. It is a minimal record kept for a sporting purpose.
Who can see it
- Your child’s own coach, and only for their own squad.
- The club administrator, for squads at your club only.
Nobody at any other club can see it. That separation is enforced by the software itself, not by a rule someone has to remember.
Ratings are never published, never shown to other parents, and never shown to children. Nothing is shared with any other club, any governing body, or anyone else.
If your child moves to a different club, their record does not go with them. They start fresh there.
How long it is kept
While a child plays at the club, the platform holds their first name, up to three letters of their surname, the squad they are in, and each rating with its date. When a child moves up to the next age band inside the club, their most recent rating on each skill travels with them to the next coach — the same record, carried forward, never a second copy.
Twelve months after a child stops playing at the club, everything about them is deleted automatically, without anyone having to remember — the name, every rating and the carried-forward record — and a squad’s own pages go twelve months after its season ends. If you would rather it went sooner, ask, and it will be deleted.
Pausing the ratings does not pause that clock. You can ask the club to stop recording ratings while your child carries on playing, and it will. If your child then stops playing, everything about them is deleted twelve months later exactly as it would have been otherwise. A pause stops new ratings being recorded; it is not a way of keeping the record longer, and it is not a way of getting rid of it sooner either — for that, ask for it to be deleted.
Copies of the database. A copy of everything is taken every day, so that nothing is lost if something breaks. Deleting your child’s record takes it off the platform at once, but copies made before that still hold it. Those copies are kept for up to a month and are then overwritten. Nobody reads any of them: they exist only to put the platform back if it fails.
One thing the club keeps for longer, and it has nobody in it. What the club keeps for good is one record per squad per season of how the squad collectively stood on each skill — how many were rated, how many were solid or better — labelled with the age band and the season, never the name the club typed for the squad. It names nobody and holds nothing that could point to a child, so there is nothing in it to delete. For example: “Under 8, 2025/26, 24 children, 71% were solid or better at catching”. The club keeps these so that in a few years’ time it can see whether its coaching is improving. Deleting your child’s record does not change it, because your child was never in it.
Your rights
You can ask the club at any time to:
- See everything held about your child
- Correct anything that is wrong
- Delete your child’s record entirely
- Stop the ratings being recorded, while your child carries on playing
Deleting your child’s record removes their ratings permanently. It cannot be undone.
Ask your club administrator. The club will respond within one month.
If you are not satisfied you can complain to your country’s data protection authority. In Italy that is the Garante per la protezione dei dati personali — www.garanteprivacy.it
Two things the club promises
No video or photographs of children. The platform cannot store them, host them or embed them. Not “does not” — cannot.
No child accounts. Every person who signs in confirms they are 18 or over.
Your club is responsible for this notice and should have someone check it against the law in your country before you use it. It is written to be conservative, and it is not legal advice.