What we hold, and who can see it
This platform exists to hold information about children, so this page matters more than most privacy policies. We have written it to be read. There is a version for young players too, because they are entitled to understand what is held about them.
Last updated 18 July 2026 · reviewed annually · The Player Vault is the data controllerWhat we hold about your child
| What | Why we hold it |
|---|---|
| Name and date of birth | To build the profile and work out their age group each season. The date of birth itself is never shown to a club, only the age group |
| County, club and teams | So a coach can see where they play. We never hold your home address or postcode |
| Role, batting and bowling detail | The cricket information a coach actually needs |
| Height history | To show growth over time, and to show a scout where a child is in their development rather than just how tall they are today |
| Match and appearance records | Their playing history, which a coach can verify |
| Video clips you upload | The evidence a coach wants. Held encrypted, never downloadable |
| Your details as the account holder | To run the account, take payment and contact you about requests. Never shown to a club |
| A log of everyone who views the profile | So we can show you exactly who looked, and so we can spot anyone looking who should not be |
What we deliberately do not hold
Weight and body composition for under-18s. Home address or postcode. School name for anyone under 16. We do not run facial recognition or automatic tagging on video, and we have no plans to. We hold no health or injury records.
Our legal basis
Different things need different justifications in law, so we do not lump them together.
- Running the account (your details, billing, the profile itself): performance of our contract with you.
- Video, images and anything shown to a club: your explicit consent, given separately at sign-up and changeable at any time. We do not rely on "legitimate interests" to share a child's footage, because we do not think that would be right or lawful.
- Safety and safeguarding (view logs, message retention, report handling): our legitimate interests in keeping children safe, and our legal obligations.
Where a child is under 13, the consent is yours to give as the holder of parental responsibility. We verify that you are who you say you are rather than taking it on trust, because the regulator has been clear that a tick box claiming to be an adult is not good enough.
Who can see your child
Nothing about a child is public. No public profile, no shareable link, no browsing without an account, and nothing is indexed by search engines.
| Who | What they see |
|---|---|
| You | Everything |
| Your child (13 and over, if you enable it) | Their own profile, stats and growth. No messaging, and they are told you can see everything |
| Verified clubs searching the index | Age group, club, county, role, height and stats. No name. No video. Only if you have switched the index on |
| A club you have specifically approved | The full profile including name and video, for that one club, for a limited time. You approve each request individually |
| Our safeguarding lead | Whatever is needed to investigate a report, and nothing else |
| Anyone else | Nothing |
We never sell data, we never pass your details to a club, and we run no third-party advertising or tracking on any page showing a child.
How long we keep it
- The profile: for as long as the account is open, and for 12 months after you cancel so you can come back to it.
- Video: drops out of search after 24 months unless refreshed, and is deleted when you delete it or close the account.
- View logs and message records: 12 months, kept for safety reasons.
- Permissions: we ask you to confirm them every year. If you do not, they lapse rather than roll on.
Your rights, and your child's
You can see everything we hold, correct it, download it in an open format, or delete it. Deleting means deleting, including video, not hiding a record we quietly keep.
Your child has rights too, and they grow. From around 12 a child can generally make their own request to see what we hold about them, and we will handle it sensitively. At 18 the account transfers to them automatically, with the whole junior record intact, and they decide whether you keep access. Their data becomes theirs, which is how it should be.
If you gave consent when your child was young and they later want it all removed, that right survives into adulthood. We will not argue about it.
Where the data lives, and complaints
Data is held in the UK or the European Economic Area. Video is stored encrypted, served over short-lived links and watermarked with the identity of whoever is viewing.
If you are unhappy with how we have handled your information, tell us first and we will try to fix it. You can also complain to the Information Commissioner's Office at ico.org.uk, and you do not have to come to us first.
Ask us anything about your data
Access, correction, deletion, or just a question about what any of this means in practice. A person answers, usually within a couple of days and always within a month.
privacy@theplayervault.co.ukThis is your profile, so you should know what is on it and who can see it. Here is the honest version.
Who is in charge of my profile?
Your parent or guardian is, until you turn 18. They set it up, they decide who can see it, and they can see everything on it, including anything you add. We are telling you that plainly because you have a right to know when an adult can see what you are doing.
What do you keep about me?
Your name and date of birth, your club and teams, what you bowl and how you bat, how tall you are over time, the matches you have played, and any videos your parent has uploaded. We do not keep your weight, your home address, or your school.
Can anyone just look me up?
No. You are not on the internet. There is no page anyone can find by searching your name. Coaches have to be checked and approved before they see anything, and even then they see your cricket without your name or your videos, unless your parent has specifically said yes to that club.
Can a coach message me?
No, and they cannot get your phone number or email either. If a club is interested, they have to ask your parent, and your parent decides. Nobody can contact you directly through this platform. That is not an accident, it is built that way on purpose.
Do I get to know if someone looks at me?
Your parent is shown every single time a club looks at your profile, including who they were and when. If you have your own login you can see it too.
What happens when I turn 18?
It becomes yours. The whole thing, every season since you started, moves to your own account. You choose your own password, you decide who can see it, and you choose whether your parent keeps looking. You can also delete the lot if you want to. It is your record.
What if I am not happy about something?
Tell your parent, or tell us directly. There is a report button on every page and it goes to a real person whose job is to look after this, not to a queue. You do not have to be sure something is wrong to say something. If you are ever worried about your safety, tell an adult you trust, and if it is urgent call 999.
Want to see what we hold about you?
You can ask us, and if you are old enough to understand the question, you are old enough to get an answer. Write to us and we will explain it properly.
privacy@theplayervault.co.uk