Privacy Policy
Last Updated: June 2026
Company: GoFathom Ltd
ICO Registration: ZB631188
Contact: team@gofathom.app
Introduction
Welcome to GoFathom Ltd. We are committed to protecting your privacy and the privacy of young athletes using our platform. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our services.
By using GoFathom App, you agree to the terms outlined in this Privacy Policy.
Information We Collect
Personal Information
We may collect personal information from you when you visit our website, register for an account, or interact with our services. This information may include:
• Your name
• Email address
• Contact details
• Player information (name, date of birth, sport group memberships)
• Family relationships (parent/guardian connections to players)
• Any other information you voluntarily provide to us
Media Content
Coaches and authorised users may upload media content to player feeds, including:
• Photographs of players during training or matches
• Video recordings of player performance, technique, or training sessions
• Audio recordings of coaching feedback
• Screenshots or images of technique analysis
This media is uploaded to support player development and coaching feedback. We do not collect or permit media unrelated to sports coaching and development purposes.
Usage Information
We collect information about how you use our platform, including:
• Feedback posts and comments
• Training session data
• Coaching observations and insights
• Account activity and preferences
• Injury tracking (optional)
• Activity tracking (optional)
Technical Information
We may collect technical information such as:
• IP addresses
• Browser type and version
• Device information
• Log data and usage statistics
How We Use Your Information
Primary Purposes
We may use the information we collect from you for various purposes, including:
• Providing and improving our products and services
• Delivering coaching feedback and development tracking
• Personalising your experience on our website and mobile applications
• Communicating with you about your account and any updates or promotions
• Analysing platform usage to enhance our offerings
• Facilitating coach-family communication for player development
• Safeguarding children using our platform
• Using AI to support the drafting and analysis of coaching feedback (see "How We Use AI to Support Coaching" below)
• Complying with legal obligations and regulatory requirements
Communication
We may use your contact information to send you:
• Important account notifications
• Coaching feedback updates
• Platform updates and new features
• Educational content and resources
• Marketing communications (with your consent, which you can withdraw at any time)
How We Use AI to Support Coaching
Why we use AI
We use artificial intelligence (AI) to help coaches deliver more consistent, comprehensive feedback to players and families. AI assists with — but does not replace — the work of human coaches. A qualified coach reviews all AI-assisted content before it is published to a player's feed.
What AI is used for
We use AI to support the following coaching activities:
• Drafting player development reports — AI generates an initial draft of framework-based reports (covering areas such as technical, tactical, physical, and personal development), which the coach reviews, edits, and approves before publication.
• Transcribing and structuring coach voice notes — When a coach records voice notes about a player or session, AI is used to transcribe the audio and organise the observations into structured feedback. The coach reviews the output before it is added to a player's feed.
• Analysing media for coaching insight — Where coaches upload video, images, or audio for review, AI may be used to help identify and describe coaching points. Any resulting feedback added to a player's feed is reviewed by the coach.
We do not use AI to make decisions about a player without a human coach in the loop.
Who provides the AI service
AI processing is performed by Google's Gemini service, accessed through Google Cloud. Google Cloud acts as our data processor for these activities and is bound by Google's Cloud Data Processing Addendum, which includes:
• No training on your data — Google is contractually prohibited from using GoFathom prompts, content, or media to train its AI models.
• Encryption in transit and at rest — All data sent to and returned from Google's AI service is encrypted.
• Access controls — Google personnel access to customer data is tightly restricted and audited.
• International transfer safeguards — Where data is processed outside the UK, transfers are protected by Standard Contractual Clauses (SCCs) and the UK International Data Transfer Addendum.
Family rights regarding AI processing
All the rights described in "Your Rights and Choices" apply equally to AI-processed content, including:
• The right to access any AI-assisted feedback or reports about your child
• The right to request correction of AI-generated content you believe to be inaccurate
• The right to request deletion of AI-generated content (subject to the deletion and anonymisation timelines elsewhere in this Policy)
• The right to object to AI processing — contact us at team@gofathom.app and we will discuss alternatives
Legal basis for AI processing
We rely on legitimate interests for AI-assisted coaching, on the basis that AI support helps coaches deliver better, more consistent player development. For AI processing involving photographs, videos, or audio of children, we additionally rely on parental consent as set out in the Media Content and Child Images section.
Player Feed Ownership and Access Rights
Ownership of Player Feeds
Each player's feed belongs exclusively to the player and their parent(s)/guardian(s) (collectively referred to as "the family").
• For players under 18, the parent(s)/guardian(s) maintain primary control over the player's feed
• For players 18 and over who use the platform independently, the player maintains full ownership and control
• The family has the right to view, download, and request deletion of all content on their player feed, subject to the deletion and anonymisation timelines outlined below
Family Control
• Parents/guardians can manage which groups their player joins
• Parents/guardians can control privacy settings for individual posts
• Parents/guardians have the right to request removal from any group at any time
• All content posted to a player's feed remains accessible to the family regardless of other access permissions
Media Content and Child Images
Parental Consent for Media
By joining a group on the GoFathom platform and accepting these terms, parents/guardians provide consent for coaches to:
• Capture and upload photographs and videos of their child during coaching sessions, training, and matches
• Share this media within the player's feed according to the privacy settings selected
• Use media for legitimate coaching and development purposes only
This consent can be withdrawn at any time by contacting us or removing your child from the relevant group. Previously uploaded media will be subject to the deletion and anonymisation timelines outlined below.
Acceptable Media Guidelines
Coaches and users uploading media must ensure:
• All media is directly related to sports coaching and player development
• Media is captured in appropriate settings (training grounds, match venues, coaching facilities)
• Players are appropriately attired for sporting activity
• Media does not include changing rooms, bathrooms, or other private areas
• Media respects the dignity and wellbeing of the child
We reserve the right to remove any media that does not comply with these guidelines without notice.
Media Visibility and Sharing
Media uploaded to a player's feed follows the same visibility rules as text-based posts:
• Public posts: Media visible to all coaches with access to that player's feed (across organisations)
• Private posts: Media visible only to coaches within the same organisation
• Family access: Parents/guardians always have full access to all media of their child
Coaches should exercise particular care when deciding whether to mark media as private, especially for individual technique analysis, performance assessments, or any media that could be sensitive if shared widely.
Media Storage and Security
• All media is stored securely on servers located in the EU (London)
• Media is encrypted in transit and at rest
• Media is held in a private, access-controlled storage system — it is never publicly accessible or searchable
• Access to media is controlled through the same permission system as other feed content
• We do not use player media for marketing, advertising, or any purpose other than the coaching services provided
Family Rights Over Media
Parents/guardians have the right to:
• View all media uploaded to their child's feed at any time
• Download copies of media for personal records
• Request deletion of specific media items
• Request that future media uploads be restricted or disabled for their child
To exercise these rights, contact us at team@gofathom.app.
Media Retention
Media follows the same staged deletion and anonymisation timeline as all other player feed content — see Data Retention and Account Deletion below.
Coach Responsibilities for Media
Coaches uploading media acknowledge and agree that:
• They have appropriate authority to capture the media in their coaching capacity
• The media is appropriate for the platform and complies with our guidelines
• They will not share media outside the platform without explicit parental consent
• They understand media may be visible to coaches from other organisations unless marked private
• They will report any concerns about inappropriate media immediately
Prohibited Media
The following media is strictly prohibited and will be removed immediately:
• Any media of a sexual or inappropriate nature
• Media captured in changing rooms, bathrooms, or private areas
• Media that could be used to identify a child's home address or school (other than the coaching venue)
• Media that depicts bullying, harassment, or inappropriate behaviour
• Media unrelated to sports coaching and development
Uploading prohibited media may result in immediate account termination and reporting to relevant authorities.
Coach Access to Player Feeds
Voluntary Access Provision
By joining a group on the GoFathom platform, the family voluntarily provides access to coaches within that group to:
• View the player's feed content
• Post feedback, observations, and coaching insights
• Access player performance information relevant to development
• View comments and interactions from other authorised coaches
Scope of Coach Access
• Coach access is automatically granted when a player joins a group coached by that individual
• Access is limited to active coaching relationships only
• Coaches can only access feeds of players in groups they actively coach
• When a coach's role in a group ends, their ability to post new content ceases immediately
• Previously posted content by that coach remains visible as part of the player's historical record
Active Coaching Relationship Defined
A coach has an "active coaching relationship" when:
• They are assigned as a coach to a group
• The player is an active member of that group
• The coaching role has not ended or expired
• Neither the coach nor player has been removed from the group
Content Visibility and Privacy Controls
Public posts (default setting)
When a coach creates a post without marking it as private:
• The post is visible to the player and their family
• The post is visible to all coaches who have access to that player's feed (across different groups and organisations)
• This allows for collaborative coaching and comprehensive player development insights
Important notice to coaches: Your feedback may be viewed by coaches from other organisations unless you mark the post as private.
Private posts
When a coach marks a post as private:
• The post is visible to the player and their family
• The post is visible only to coaches from the same organisation as the posting coach
• The post is not visible to coaches from other organisations
Coach-only comments
• Coaches can add coach-only comments to any post
• These comments are never visible to players or parents
• Coach-only comments are visible to other coaches with access to the player's feed
Privacy Best Practices for Coaches
Coaches must understand and acknowledge that:
• Unless explicitly marked as private, their feedback will be shared across all authorised coaches
• They should exercise professional judgment in determining what content should be marked private
• They should avoid including sensitive or confidential information in public posts
• They should respect the collaborative nature of the platform while maintaining appropriate professional boundaries
Coach Content After Departure
When a coach stops using the GoFathom platform or their coaching role ends:
• All previously posted content by that coach remains on player feeds
• The content continues to be attributed to the coach by name
• The coach loses the ability to post new content or edit existing content
This preserves the integrity and continuity of player development records.
Data Security
Security Measures
We take data security seriously and employ industry-standard measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. Our security measures include:
• Encryption of data in transit and at rest
• Secure servers located in the EU (London and Ireland)
• Regular security audits and updates
• Access controls and authentication requirements
• Employee training on data protection
Security Limitations
No method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security. You acknowledge and accept the inherent security risks of providing information and dealing online over the internet.
Third-Party Disclosure
No Sale of Personal Information
We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as required by law or as necessary to provide our services.
Trusted Service Providers
We may share your information with trusted third-party service providers who assist us in operating our platform and conducting our business. All such service providers are contractually required to keep your information confidential and use it only for the purposes we specify.
Our Subprocessors
We work with a small number of trusted service providers who process personal data on our behalf. Each is bound by a written data processing agreement that requires confidentiality, appropriate security, and use of data solely for the purposes we specify. Our current subprocessors include:
A current list of our subprocessors is available on request by contacting team@gofathom.app. We will notify customers of material changes to this list.
Legal Requirements
We may disclose your information when required by law, court order, or government regulation, including for safeguarding investigations, law enforcement requests, protection of our legal rights, and prevention of fraud or illegal activity.
Cross-Organisation Coach Visibility
Coaches from different organisations may view content posted to a player's feed unless that content is marked as private. This is an intentional feature designed to support collaborative player development.
Data Retention and Account Deletion
Active Account Data Retention
We retain your personal information for as long as your account remains active or as needed to provide you with our services. This includes all player feed content and coaching feedback, account information and preferences, usage history and activity logs, and training session records.
Account Deletion Request
You may request deletion of your account at any time by emailing team+data@gofathom.app or contacting our support team.
How Deletion Works
Account deletion happens in two stages:
Stage 1 — Account data deleted within 30 days
Your personal account data (name, email address, credentials, profile information) is deleted within 30 days of your deletion request, and your access to the platform is terminated immediately.
The 30-day window also allows you to reactivate your account should you close it before realising you are joining another organisation that uses GoFathom. To reactivate, contact us at team@gofathom.app within this period.
Stage 2 — Feed content anonymised within 6 months
Feed content, coaching feedback, and media associated with your account are anonymised within 6 months of your deletion request. Anonymisation removes all personal identifiers from this content — after this point no identifiable data is retained in any system.
Feed content exists in a shared record that is also associated with coaches and other accounts. The 6-month window allows this content to be cleanly anonymised rather than abruptly deleted, and ensures the coaching record remains coherent for the families and organisations it involves.
After the anonymisation window
All personally identifiable information has been permanently removed from all systems. Only anonymised aggregate data with no personal identifiers may be retained for platform improvement and safeguarding purposes.
Backups
Backup systems may retain data for up to 90 days before permanent deletion.
Exceptions to Deletion
We may retain certain information longer when required by legal obligation or court order, necessary for ongoing legal proceedings, essential for regulatory compliance, or needed to resolve disputes or enforce agreements.
Your Rights and Choices
Data Subject Rights (UK GDPR)
You have the following rights regarding your personal information:
• Right to Access: Request a copy of the personal information we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal information. Account data is deleted within 30 days; feed content and media is anonymised within 6 months.
• Right to Restrict Processing: Request that we limit how we use your information
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
• Right to Media Access: Request copies of all photographs and videos of your child
• Right to Media Deletion: Request removal of specific media items. Processed within 30 days; any residual identifiable traces anonymised within 6 months.
• Right to Restrict Media: Request that coaches be prevented from uploading new media of your child
How to Exercise Your Rights
Email team@gofathom.app with your request. Include sufficient detail to help us locate your information and provide identity verification as required. We will respond within one month of receiving your request.
Right to Lodge a Complaint
If you believe your privacy rights have been violated, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Website: www.ico.org.uk
Phone: 0303 123 1113
Account Settings and Controls
Within your account, you can:
• Update personal information and preferences
• Manage notification settings
• Control which family members have access
• Review player feed content
• Download copies of your data
• Request account deletion (account data deleted within 30 days; feed content and media anonymised within 6 months)
Communication Preferences and Marketing
Types of Communications
• Transactional emails: Account notifications, feedback alerts (cannot be opted out)
• Platform updates: New features and improvements
• Educational content: Coaching resources and development tips
• Marketing communications: Promotional offers and announcements (opt-in required)
Marketing Consent
We require explicit consent before sending marketing emails. You can withdraw consent at any time via the unsubscribe link in any marketing email or by emailing team@gofathom.app.
Coach and Family Access to Historical Content
When a new coach gains access to a player's feed, they can view the complete historical record of feedback and posts, including content from coaches who have left the platform or changed roles. Historical access supports comprehensive player development.
When a player moves to a different group or organisation, new coaches gain access to the complete historical feed. Families are notified when new coaches gain access to their player's feed and can review and manage these permissions in account settings.
Cookies and Tracking Technologies
Our website may use cookies to enhance your browsing experience. You can adjust your browser settings to refuse, manage, or delete cookies. Please note that some features of the platform may not function properly without cookies.
Within our mobile apps, cookies function primarily as app states — they help the app understand where in the app the user is and pass data through the app securely.
Some cookies may be set by third-party service providers. These are governed by the respective third-party privacy policies.
Children's Privacy
Age Requirements
GoFathom App is designed for use by young athletes under 18 (with parental consent and supervision), parents and guardians, and coaches working with youth players.
Parental Consent
Parental or guardian consent is required to create an account for a player under 18. Parents maintain control over their child's account and data and can request deletion of their child's data at any time, subject to the deletion and anonymisation timelines described above.
Protection Measures
We implement additional protections for young users including:
• Private feeds that prevent social comparison
• Restricted visibility between players
• Parental oversight and control
• Regular safeguarding reviews
• Age-appropriate content guidelines
Media of Children
• Restricted access: Media is only visible to authorised coaches and the child's family
• No public profiles: Player media is never publicly accessible or searchable
• No social features: Players cannot share media with other players
• Parental oversight: Parents can view, download, and request deletion of all media
• Coach accountability: All media uploads are logged with the uploading coach's identity
• Safeguarding review: We may review media if concerns are raised
• AI processing: media may be processed by AI for transcription, organisation, or coaching analysis, as described in How We Use AI to Support Coaching. AI providers are contractually prohibited from using this media to train their models.
International Users and Data Transfers
All personal data stored by GoFathom is held on secure servers located in the EU (London and Ireland).
Some processing activities involve trusted subprocessors who may transfer data outside the UK or EU. In particular, Google's Gemini AI service (used as described in How We Use AI to Support Coaching) may process data outside the UK and EU. These transfers are protected by:
• Google's Cloud Data Processing Addendum, which incorporates Standard Contractual Clauses (SCCs)
• The UK International Data Transfer Addendum (UK IDTA)
• Equivalent technical and organisational safeguards required by UK GDPR
We comply with UK GDPR and applicable UK data protection laws. For users outside the UK, data access is protected by appropriate technical and organisational safeguards.
Legal Basis for Processing
We process your personal information based on:
• Consent: When you agree to specific processing activities, including parental consent for media capture
• Contract Performance: To provide our services to you
• Legal Obligations: To comply with applicable laws
• Legitimate Interests: For platform improvement, safeguarding, and AI-assisted coaching support
Changes to This Privacy Policy
We reserve the right to update this Privacy Policy at any time. When we make material changes, we will post the updated policy on this page, update the "Last Updated" date, and notify you by email if the changes materially affect your rights. By continuing to use GoFathom App after changes are posted, you accept the updated Privacy Policy.
Contact Information
General enquiries and data requests
Email: team@gofathom.app
Urgent media concerns or removal requests
Email: team@gofathom.app (mark as URGENT — Media Concern)
We aim to respond to media concerns within 24 hours.
Data Protection Officer
Email: gary@gofathom.app
Definitions
"Platform" means the GoFathom website, mobile applications, and related services.
"Family" means the player and their parent(s) or guardian(s).
"Player Feed" means the collection of posts, feedback, and content associated with a specific player.
"Coach" means an authorised coaching user with access to player feeds.
"Active Coaching Relationship" means when a coach is assigned to a group, the player is an active member, the coaching role has not ended, and neither has been removed.
"Organisation" means a sports club, school, county pathway, academy, or other sports institution.
"Personal Information" means any information that identifies or can be used to identify an individual.
"Anonymisation Window" means the period of up to 6 months following account deletion within which all personally identifiable information in feed content, posts, and media is anonymised. Account data (name, email, credentials) is deleted within 30 days. After the anonymisation window, no personal data is retained in any system.
"AI-Assisted Content" means any draft report, transcription, or coaching observation produced with the help of an AI system and reviewed by a coach before publication to a player's feed.
Legal Framework and Compliance
This Privacy Policy and our data practices comply with:
• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR)
• Children's Online Privacy Protection Act (COPPA) principles
• Relevant safeguarding legislation
Our lead supervisory authority is the Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Website: www.ico.org.uk.
We conduct regular reviews of our privacy practices to ensure ongoing compliance, alignment with industry best practices, effectiveness of safeguarding measures, and adequacy of security controls.