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Privacy Policy

Last updated: 2026-10-27

1. Who we are

SideKrew (“we”, “our”, “SideKrew”) is an autonomous, agentic operations platform for grassroots team sports. This policy covers SideKrew for clubs, teams and families: the sidekrew.com website, the SideKrew web app and the SideKrew mobile app. SideKrew School (school.sidekrew.com) is a separate service for students, parents and schools, with its own privacy notice and rules. Students there have their own accounts. See school.sidekrew.com/privacy. Our service helps volunteer-run youth and amateur clubs manage registrations, schedules, and team travel through AI agents.

We are headquartered in Canada and store all primary data in a Canadian region (Montréal, ca-central-1). We are committed to handling personal information, especially children's data, with the highest level of care.

This policy applies to all personal information collected or processed by SideKrew, including information about minors. It is designed to meet or exceed the requirements of Quebec Act Respecting the Protection of Personal Information in the Private Sector (Law 25) and PIPEDA (Canada's federal private-sector privacy law). We will comply with stricter obligations (e.g., COPPA for US users) as we expand.

Some processing happens in the United States, by the providers named in section 7: see section 12.

If you create a family account yourself, without a club, section 15, Family accounts explains how we handle it.

2. Our approach to children's data

Minors are the core data subjects in grassroots sports. We treat this responsibility seriously. Our design principles for children's data:

  • In SideKrew for clubs, teams and families, minors do not have accounts. A child registered in our system is a participant record, not a user. Children don't log in and are never directly contacted by our AI agents or by SideKrew.
  • All communication routes through guardians. SideKrew’s crew writes to a child’s guardians, never to the child. In team chat, the team’s adults see the club’s team announcements and each other’s posts, which can mention players by first name. Children are never members of team chat and never receive messages.
  • No advertising, no data sale, no behavioural tracking of minors. We have no advertising system. We do not sell data. We do not build behavioural profiles of children. We do not share children's data with third-party advertising or analytics networks.
  • Data minimization. We collect only the information a season requires: name, date of birth, gender (for division placement), and contact information for guardians. Medical and sensitive notes are encrypted at rest and visible only to club administrators.
  • No tracking technologies on minors. We do not use cookies, pixels, or similar tracking technologies that operate on or profile minors' activity, in compliance with Law 25's requirement for explicit opt-in consent for tracking.

A family account holds only each child’s first name and a colour: see section 15, Family accounts.

Training: with a guardian’s yes, a child can follow a home training plan on a guardian’s phone, or on their own phone linked by a guardian. That phone has no account or password, and SideKrew never sends it a message. See section 16, Training.

More about team chat: section 17, Team chat.

3. What information we collect and why

Participant (child) records

  • Full name and date of birth, for registration, scheduling, and division placement
  • Gender, for division assignment where applicable
  • Medical or health notes (optional, encrypted at rest), shared with club staff only, for emergency and team-safety purposes
  • External IDs (e.g., Hockey Canada Registration number), for federation compliance reporting only
  • Photograph (optional, uploaded by the club), for roster identification; not shared externally

Training (only with a guardian’s yes): what a child logs about their home training and, for a child in a family account, an optional birth year. See section 16, Training.

Guardian / parent accounts

  • Email address, for authentication and communication
  • Full name, for identification and communication
  • Phone number (optional), for SMS notifications if consented
  • Consent records: what was consented to, by whom, and when (stored per guardianship link)
  • If your club connects the platform it already uses (TeamSnap, SportsEngine or LeagueApps): the name, email address and phone number that platform records for a player's parent or guardian, kept on a pending invitation that only the club's administrators and team managers can see, so the club can invite you to SideKrew. We never keep a player's own email address or phone number from these platforms, and nothing is sent to you until the club sends your invitation.

Club staff accounts

  • Email, name, and role within the club
  • Audit trail of actions taken within the platform

Registration and payment data

  • Registration status and completed requirements (forms, waivers, uploads)
  • Invoice and payment records: amounts, dates, and Stripe payment references. Card numbers are never stored by SideKrew; payments are processed by Stripe.

Reports and blocks

When you report a message in the app, we store who made the report, the message reported, the reason you chose and any note you add. When you block someone, we store who you blocked and when, so their messages stay hidden from you; you can see and undo your blocks in the app's Settings. Reports are seen by your club's administrators and by SideKrew's safety team, to review the message and act on it.

Team chat (messages, reports and blocks) is described in section 17, Team chat.

Usage data

  • Server-side request logs (IP address, timestamp, route accessed), for security and debugging
  • No client-side analytics tracking is operated on accounts associated with minors
  • We count page views with Vercel Web Analytics on our public pages and on club staff pages. It sets no cookie and is not told who you are: Vercel receives the address of the page viewed, the site you came from, your country and device type, and recognises a visit only by a fingerprint of the request that it deletes after 24 hours. It never runs in the family area or on registration links.
  • On our public pages, the sign-in page and club setup, we count which steps were reached (page viewed, link clicked, sign-in link requested, setup step reached) so we can tell where people give up. These counts are anonymous: no cookie, no visitor or session identifier, no address and no web address is stored — only the name of the step. None of it is measured inside the signed-in app or the family area.
  • Partner referral cookie. When someone clicks a SideKrew partner's link, we set one functional cookie, sk_partner, so the referral holds until the club is created. It contains only the partner's signed code, lasts 60 days, is set only when someone clicks a partner's link, and is never set or read inside the signed-in app or the family area.

4. Legal basis and consent

We process personal information under the following legal bases (consistent with Law 25 and PIPEDA):

  • Consent. Guardian consent is recorded when a participant is enrolled. For children under 14 (Quebec) or in jurisdictions with equivalent requirements, explicit parental consent is required before we process personal information.
  • Contractual necessity. Processing registration, payment, and scheduling data is necessary to deliver the services a club has contracted for.
  • Legitimate interest. Security logging and fraud prevention.

We do not rely on “legitimate interest” to override the rights of children. Any processing of a minor's data that is not strictly necessary for the contracted services requires explicit guardian consent.

For a family account, you consent when you create it: see section 15, Family accounts.

Training needs a guardian’s yes for each child, and a no from any guardian stops it: see section 16, Training.

5. How we protect your information

  • Encryption in transit: All data is transmitted over HTTPS/TLS.
  • Encryption at rest for sensitive fields: Medical and health notes are encrypted at the field level using AES-256-GCM before storage.
  • Row-level security: Our database enforces strict multi-tenant isolation; a club can never access another club's data.
  • Access control: Only club staff with the org_admin role can view medical notes. Guardians can view only the records linked to their children.
  • Audit logging: Every sensitive action (including erasure) is permanently audit-logged with the actor, timestamp, and before-snapshot.
  • Data residency: Primary databases reside in Canada (ca-central-1).
  • Least-privilege AI agents: Our AI agents never exceed what an org_admin could do manually, and all agent actions are logged. Agents never contact minors directly.

6. Sharing and disclosure

We do not sell personal information. We do not share data with advertisers or data brokers. We share information only as follows:

  • Within the club: Club staff (admins, coaches, team managers) can see participant and registration data for their organization only.
  • SideKrew support: a club administrator can let SideKrew's support team into the club for 1 to 14 days from Members. A club SideKrew set up for you is opened the same way for 14 days when you claim it (the claim page says so first). Support works as a club administrator, with limits: it cannot change members or invitations, billing or payouts, sign-in settings, or API keys and webhooks. The club sees who joined and when, can end the access at any time, and only the club can renew it. Support's actions are recorded in the club's audit log.
  • Service providers: the companies named in section 7 process information for us, only to run SideKrew.
  • Legal obligation: We may disclose information if required by law, court order, or to protect the safety of children or the public.
  • Referral partners: when a club signs up through a SideKrew partner's link or code, that partner sees whether the club is on a paid plan and the commission they earn; the club's name only if the club chooses; never its people.

7. The companies that process information for us

These companies process information for us, only to run SideKrew. Each receives only what its task needs, and we remain responsible for your information while they handle it.

  • Supabase — Our database, sign-in and file storage.
    Receives: Everything SideKrew stores.
    Where: Canada (Montréal, region ca-central-1).
  • Vercel — Hosts our website and runs our app server, including every request from the mobile app and the AI agents' code. Also counts page views (section 3).
    Receives: The requests that pass through it.
    Where: United States (Washington, D.C. area).
  • Anthropic — Claude, the AI our crew of agents uses (section 8).
    Receives: Only what a task needs (section 8).
    Where: Stored in the United States; may be processed in other countries where Anthropic runs its service.
  • Inngest — Runs the crew's background and scheduled steps, and keeps a record of each step.
    Receives: What started each step and its result, which can include names and registration details, and — for an email or text sent to the club — the sender, the subject and, for a text, the message.
    Where: United States.
  • Stripe — Card and bank payments.
    Receives: The payment details you enter (card numbers go to Stripe, never to SideKrew), amounts and invoice references.
    Where: United States.
  • Resend — Sends our email.
    Receives: The recipient's address and the message.
    Where: United States.
  • Twilio — Sends and receives texts, WhatsApp messages and calls.
    Receives: The phone number and the message.
    Where: United States.
  • Expo, with Apple's and Google's push services — Delivers notifications and app updates to the mobile app.
    Receives: Your device's notification token and the notification's text (a first name and what changed, such as a game time).
    Where: United States.
  • Your browser's push service (Google, Mozilla, Apple or Microsoft) — Delivers notifications to a web browser where you turned them on.
    Receives: Your browser's notification address, when a notification is sent, and the notification itself, encrypted so only your browser can read it.
    Where: United States.
  • Google and Meta — Advertising pixels, on our public marketing pages only, and only if you opt in (section 9).
    Receives: Only what section 9 describes.
    Where: United States.
  • A platform your club connects, or that you connect yourself (such as TeamSnap) — If your club connects one, we exchange the club's roster and schedule with it, as the club set it up. If you connect your own TeamSnap account, we read your family's teams, schedules, answers and duties and, when you open a team's page, its roster, posts, your messages and balance (read live, not kept), and send back only the answers, posts and replies you tap (below: “Teams from other apps that you add”).
    Receives: The club's roster and schedule; from your own connection, only the answers you send.
    Where: Where that platform operates.

Teams from other apps that you add

  • Calendar links. If you paste a team's calendar link from another app (such as TeamSnap, GameChanger or TeamLinkt), SideKrew keeps the link encrypted and copies the team's schedule from it: times, titles and places as the team wrote them, from a week back to six months ahead. It never keeps a calendar's notes, attendees or other people's details.
  • TeamSnap, connected by you. If you connect your own TeamSnap account, SideKrew keeps its sign-in (encrypted, never shown to anyone) and reads, through TeamSnap's API: your TeamSnap teams, your family’s own spots on their rosters (first names and TeamSnap member numbers), those teams' schedules, your family's answers (going, maybe, not going) and your own family's TeamSnap duties (such as snacks). Anything else in a TeamSnap record (such as notes) is dropped without being kept.
  • Your connected team’s roster, posts and messages. When you open a connected TeamSnap team's page, SideKrew reads from TeamSnap, through your own sign-in, what TeamSnap shows you: the roster (players' names, jersey numbers and positions), the families’ contact details and the team’s staff, the team's Posts board, your own TeamSnap messages for that team and your balance owed. It is read live each time you open the page and never kept by SideKrew — not on our servers, not on your phone — never given to AI and never used for anything else. Families and the club decide what TeamSnap shares: anything marked private stays hidden. Players’ own contact details are never shown: only parents' and guardians', and adult staff's. TeamSnap's Team Chat and direct messages do not go through SideKrew.
  • What is written back to TeamSnap. Only an answer you tap, for the person you tap it for, and a post or reply you send, from your family's TeamSnap profile (your own, or your child's when TeamSnap doesn't list you on the team) — nothing else, and never by an agent on its own. SideKrew keeps a private history of what you sent (what, when, and what TeamSnap held before; for a post or reply, a fingerprint of the words, not the words). With Report and Block you hide a post, or what one person posts, for you only; SideKrew keeps only a scrambled reference, deleted with the team.
  • Who sees it. Only you. Your club, its staff and other families never see your outside teams, their events or your answers; they are never used for advertising or shared with anyone. If you or another guardian starts Training for a child, your teams’ events for that child help place their sessions. The child’s other guardians and the child’s phone then see only “Busy: another family calendar” on that day, never a time, title or place (section 16).
  • Find your team's chat. We never match or compare your outside teams across families, with one exception you choose. If you connected a TeamSnap team and turn on ‘Find your team's chat’, and the parent who started that team's SideKrew chat turned it on too, we compare a one-way code made from TeamSnap's team number. We never compare names, contacts or events. To let you join without waiting, we check TeamSnap's record of your own role on that team (a manager or owner who is not a player, or your own birthday showing you are 18 or older). We keep only the result, never your birthday. Other parents on the same TeamSnap team who check see only the chat's name, the host's name in the chat and the host's role on TeamSnap. Turn it off at any time and we delete the code.
  • A player's account under 18. If the TeamSnap account you connect belongs to a player under 18, we pause chat and tell you, and a person reviews it within an hour if you tell us you are the parent.
  • How long. Outside teams' events: from a week back to six months ahead, refreshed while the team is shown. The answer history: 90 days, and deleted at once when you disconnect TeamSnap, remove the team, or a child's record is erased. A TeamSnap connection that has waited for you to sign in again for 30 days, or that nothing has read for 30 days (no team shown, no child in a club, or SideKrew paused TeamSnap), is disconnected and deleted.
  • Stopping. Remove a team any time in Other teams on the schedule page: its events go at once. Disconnect TeamSnap any time, even while SideKrew has paused TeamSnap: your TeamSnap teams and their history leave SideKrew at once, and TeamSnap is told to remove SideKrew's access (it can take TeamSnap up to 5 minutes). SideKrew keeps the encrypted TeamSnap sign-in only until TeamSnap confirms the revoke, at most 2 days. Your teams and answers in TeamSnap stay as they are. Deleting your SideKrew account does both.

8. AI in SideKrew (Anthropic's Claude)

  • What it does. SideKrew's crew of AI agents uses Claude, made by Anthropic, PBC (United States), to plan its work, draft messages from your club (registration and paperwork reminders, travel messages including consent letters, and schedule-change notices), and answer questions in the family assistant and the Operations Assistant. Club staff can also choose to use AI tools: the Operations Assistant, the form builder (create a form from a description, import a PDF, translate) and the website builder. Coaches can also ask Training Coach, one of the crew, to draft a home training plan (section 16).
  • What it receives. Only what a task needs: names (a parent's, a child's), what is left to do for registration and paperwork and the amount owed, schedules and trips, the subject and opening lines of messages from your club, what you type to an assistant, and, for an email you send the club, the sender address and subject line. A staff member's assistant receives what they type and the club records it looks up for them; an AI tool receives what the staff member submits to it (for an imported PDF, the whole file). For a Training Coach draft: only the plan choices the coach picks (sport, position, age group, level, season phase, sessions and minutes a week, team days and equipment), our exercise list and the club's safety limits. Nothing about any person, so these drafts do not depend on anyone's answer below.
  • What we never put in a prompt. Medical notes, dates of birth, card numbers and passwords. Anything you type or upload yourself, and anything a club administrator chooses to submit to an AI tool (such as a filled-in form), is sent as written. Nothing a child logs in Training ever goes in one (section 16).
  • Retention, and no use for Anthropic’s models. Anthropic's commercial terms do not allow it to train its models on what we send. Anthropic deletes it within 30 days, unless it must keep it longer to comply with the law or to enforce its usage policy (up to two years if its safety systems flag a request).
  • Where. Anthropic stores it in the United States. It may process it in the United States or in other countries where it runs its service.
  • Your choice. The first time you use the app, and before you first use the family assistant on the web, we ask whether the assistant and the crew may use Claude for you. You can change your answer any time: in the app (Settings › AI help), in Family settings on the web, or on the Assistant page.
  • Until you agree. The family assistant is off for you (on the web, by text, WhatsApp and phone), and the messages the crew writes to you — registration and paperwork reminders, travel messages including your child's consent letter, and schedule-change notices — still reach you, written from a standard template, without the AI. A registration reminder or travel consent letter that names your child also uses the template until each of the child's guardians has agreed. A message you send the club is passed to a person without the AI reading it.
  • If you choose Not now. All of the above stays (or goes back to) that way, and the Operations Assistant does not answer you.
  • What your answer does not cover. AI tools your club's staff choose to use with club records (above), which may name you or your child, and the sender address and subject of an email you send the club, which the crew reads to plan what happens next. If you have a concern about these, write to privacy@sidekrew.com.
  • Club staff. For a staff member who has not answered yet, the Operations Assistant works and sends what they type, and the club records it looks up, to Claude; it says so where they type (the Assistant page and the assistant panel on every page), with a switch to turn it off.
  • The demo phone number. The SideKrew demo club's phone number answers with the assistant: what you text it is sent to Claude, and its first reply says so.
  • Team chat. Nothing written in team chat is sent to an AI (see section 17).

9. Advertising cookies on our public marketing site (opt-in only)

Our public marketing site (the marketing pages such as the homepage, comparison pages, and guides) may use advertising cookies and pixels from Google and Meta (Facebook/Instagram), but only after you explicitly opt in. When these identifiers are configured, a banner asks for your consent before any pixel loads — consistent with Law 25's requirement for prior, explicit consent to tracking technologies.

  • Purpose: advertising measurement to reach new clubs. These pixels help us understand which ad campaigns bring clubs to discover and try SideKrew. That is their only use.
  • Never in the signed-in app, never on minor-associated accounts. No advertising pixels run inside the signed-in app, or on any account associated with minors. Advertising tracking is limited to the public marketing site and only with your consent. (The only measurement in the signed-in app is the cookieless page count in section 3, which never runs in the family area.)
  • No data sale, no child profiling. We do not sell any personal information and do not build behavioural profiles of children. Children are participant records, never users, and are never tracked.
  • Nothing loads by default. If you decline or make no choice, no advertising pixel is loaded. While SideKrew has no advertising identifiers configured, the banner does not appear and no pixel exists at all.
  • How to withdraw consent. You can withdraw consent at any time by clearing this site's cookies and site data in your browser (which brings the banner back so you can choose “Decline”), or by emailing us at privacy@sidekrew.com. Withdrawal does not affect your use of SideKrew.

10. Your rights: access, correction, and erasure

Under Law 25 and PIPEDA, individuals (and guardians acting on behalf of minors) have the right to:

  • Access. Request a copy of personal information we hold about you or your child.
  • Correction. Request correction of inaccurate or incomplete information.
  • Erasure (deletion). Request permanent deletion of a participant record and all associated data. This is a true hard delete (not an archive). All registrations, compliance records, invoices, and guardianship links are permanently removed. The action is audit-logged for accountability.
  • Withdrawal of consent. Withdraw consent for processing not required for the contracted services. Withdrawal may affect the ability to participate in programs that require the relevant data.
  • Complaint. Lodge a complaint with the Office of the Privacy Commissioner of Canada (OPC) or the Commission d'accès à l'information (CAI) if you believe your rights have not been respected.

How to exercise these rights: Guardians may erase a child's record themselves, at any time, from Settings in the family area of the platform (Family › Settings › Your data rights). For access, correction, or other requests, contact our privacy officer at privacy@sidekrew.com.

Deleting your account: you can delete your own SideKrew account at any time, in the app or on the web. See Delete your SideKrew account for exactly what happens and how.

We will respond to access and correction requests within 30 days. Complex requests may require up to 90 days; we will notify you if an extension is needed.

Family accounts: removing a child or deleting your account deletes that information right away; see section 15, Family accounts.

Training: a guardian can delete their child’s training logs at any time; see section 16, Training.

11. Data retention

We retain personal information for as long as it is necessary to deliver the contracted services, comply with legal obligations, or resolve disputes. Typical retention:

  • Participant records: Retained for the duration of active participation in the club. On erasure request, immediately and permanently deleted.
  • Registration and payment records: Retained for 7 years for financial and tax compliance, unless a guardian exercises erasure rights and the legal basis for retention no longer applies.
  • Audit logs: Retained for 3 years for security and accountability.
  • Partner tax records: commission, payout and tax records for SideKrew partners are kept for 6 years after the end of the year of the partner's last payout, as Canadian tax law requires. A partner's other details are anonymised when they leave the program.
  • Outside teams: events from a week back to six months ahead while the team is shown; the TeamSnap answer history (and your posts and replies), 90 days; a team page's roster, posts and messages are never kept. Everything is deleted at once when you remove the team or disconnect TeamSnap (section 7). After you disconnect, SideKrew keeps the encrypted TeamSnap sign-in only until TeamSnap confirms the revoke, at most 2 days.

Family accounts follow the retention rules in section 15, Family accounts.

Training logs are kept until a guardian deletes them or the child’s record is deleted: see section 16, Training.

How long team chat messages and reports are kept: section 17, Team chat.

12. Where your information is stored and processed

  • Stored in Canada. SideKrew's database, sign-in and file storage are in Canada (Supabase, Montréal region ca-central-1).
  • Processed partly in the United States. Every request to our website and app server — including the mobile app's and the AI agents' — is processed by Vercel in the United States (Washington, D.C. area). Anthropic (AI; it may also process information in other countries where it runs its service), Inngest (the crew's background steps), Stripe (payments), Resend (email), Twilio (texts, WhatsApp and calls), Expo (app notifications) and the browsers' push services (browser notifications) are United States services.
  • What that means. Information processed in the United States is subject to United States law, and courts, law-enforcement and national-security authorities there may be able to access it.
  • Our safeguards. We send each provider only what its task needs, always encrypted in transit; we use them only to run SideKrew; and we remain responsible for your information while they handle it.

13. Privacy officer

SideKrew has a designated privacy officer responsible for compliance with Law 25, PIPEDA, and this policy.

Privacy Officer
SideKrew (SPAI AI INC)
500 King St West, Suite 300
Toronto, Ontario M5V 1L9
Canada
privacy@sidekrew.com

You may also contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or the Commission d'accès à l'information du Québec at cai.gouv.qc.ca.

14. Changes to this policy

We will update this policy as our practices evolve or legislation changes. Material changes will be communicated to active clubs at least 30 days before they take effect. Continued use of the platform after that date constitutes acceptance of the updated policy.

All previous versions of this policy are available on request from our privacy officer.

15. Family accounts

A parent or guardian can create a family account on their own, without a club. This section covers those accounts.

  • Who you deal with. If you create a family account yourself, without a club, you deal directly with SPAI AI INC (SideKrew), which decides how your family account information is used and is responsible for it under Law 25 and PIPEDA. When a club invites you, the rest of this policy applies to the club’s records as it does today.
  • What you give us. Your first name, email, language and time zone; each child’s first name and a colour; the calendar links you paste (stored encrypted); if you sign in with a team app such as TeamSnap, the access it grants (stored encrypted) and the team information it returns; and the date you confirmed you are a parent or guardian aged 18 or older and agreed to the Terms and this policy, with the version you agreed to. If you start Training for a child, also their optional birth year and what they log (section 16).
  • What we never ask for. A child’s last name, day and month of birth, photo, school or contact details; for Training we ask only for an optional birth year (section 16). We never contact a child. Clubs, coaches and other families never see your family account or the teams you add, except what the parent who invited you sees (below).
  • Clubs you ask for. If you tell us your club’s name and province or state, we keep them to email you once when that club joins SideKrew; if it is already on SideKrew, we tell you right away on the page. The club sees the number only when 3 or more families asked; with fewer, it is told only that some families asked — never who. You can remove a club at any time under Your club; we delete it 30 days after we tell you the club is on SideKrew, or right away when you delete your account.
  • Inviting other families. If you invite a family, we give you a personal code; you share your link yourself, from your own phone. We never message anyone for you and keep no contact list. If you say at sign-up who invited you (a code or their email), we link the two accounts: they see your first name, last initial and how far you’ve got (signed up, child added, team added, days of use), never your kids or your teams. To know whether the invite counts, we note the days you use SideKrew (on the web or in the app) during your first 30 days, and delete them as soon as the invite is settled. When an invite counts, we pay the reward by Interac e-Transfer to the inviter’s sign-in email and keep the date and amount as a payment record.
  • Why. To show your family’s schedule, tell you when a game moves, run Training if you start it, and keep your account secure. Nothing else: no ads, no data sale, and no AI processing of your family account information.
  • Consent. You consent when you create the account. For a child under 14 (in Québec), you consent as their parent or guardian. You can withdraw at any time by removing a child or deleting your account. Training has its own yes, which you can take back on its own (section 16).
  • Keeping and deleting. Removing a child deletes their first name, birth year, training and linked phones right away. Deleting your account deletes your kids’ first names and training, your teams and your family settings right away; your login is erased within 30 days (section 10). To stop abuse of the sign-up form, we keep security records for 24 hours, then delete them within the hour; they are hashed and never hold your email or IP address in clear.
  • Where. Stored in Canada; see where your information is stored and processed (section 12).

16. Training (home plans for young athletes)

Training is optional. A club can give a team a home training plan, or a parent or guardian can pick a plan from our library for their child. Each plan is placed around the child’s games and practices. Plans in our library are reviewed by a certified strength and conditioning coach or physiotherapist; until then they are labelled “Pilot plan, not yet reviewed”. A plan your club writes or edits, or drafts with Training Coach, is checked against our youth safety limits and approved by your club, not by our reviewer.

  • Nothing starts without a guardian’s yes. For a child in a club, each guardian answers for themselves. One yes starts the plan. A no from any guardian stops it at once: nothing new is logged, and every phone linked to the child’s training is removed. The other guardians are told when a guardian changes their answer. For a child in a family account, the account owner says yes when starting the plan, and we record the date and the version of this policy. For a child under 14 (in Québec), a parent or guardian consents for them; we always ask a guardian, whatever the child’s age.
  • What we keep about your child. When your club assigns a plan, we record that your child is on it (the plan, sport, position, level, age group and start date) so we can ask you. It stays if you say no, and nothing is logged. Only after a yes:
    • the plan settings a guardian chooses: the teams it follows, any days a guardian moved, whether an event is a game or a practice when you tell us, and the side to work on more, if you set it;
    • each session: done, partly done or skipped, the reason picked from a short list (such as no time or feeling sore), which steps were done, and when it started and finished;
    • a ready score from 1 to 5, before a session;
    • five daily habits: hours of sleep, calcium foods, protein, water and screens off;
    • a “Something hurts” or low-ready-score flag: when it was raised and when a guardian cleared it, with no body part and no description;
    • fitness tests on the plan’s test weeks (every four weeks in our library plans): jumps, a plank hold, push-ups and reaction time;
    • height, if a guardian enters it, once a month;
    • a short note your child can write (up to 600 characters);
    • how each entry was made (a guardian’s phone, a phone handed over to your child, your child’s linked phone or the web);
    • for a child in a family account, the plan you pick (sport, position, level, age group, start date) and an optional birth year. For a child in a club, we use the birth date the club already holds. Either way, it only sets the safety limits for the child’s age.
  • What we never ask for or keep. Weight, body fat, BMI, body measurements other than height, calories, portion sizes, a food diary, meal photos, and where something hurts. The only food questions are the daily habits above: how many calcium-rich foods, protein at every meal, and a finished water bottle. Training never uses the microphone or the camera.
  • Who sees it.
    • Guardians see everything logged for their child: for a child in a club, every guardian of the child; for a child in a family account, only the account owner. A guardian can always read and delete what was logged, even after a no.
    • Your child sees their own plan, sessions, habits, tests and food-timing tips, on a phone a guardian hands over or links; never their height, and never their notes once sent.
    • For a plan the club assigned, the team’s coaches and managers and the club’s administrators see, for each player on it, the sessions done this week against the plan’s count, and a band for today: ok; light (your child reported a low ready score today, but never the score itself); or resting (home sessions are paused or on hold, never why). They also see the test results a guardian chooses to share: one test at a time, or every test when a guardian turns that on and no guardian says no; never height. They never see sleep, habits, the ready score itself, notes, height, a skip reason or why a player is resting. A player whose family said no and one whose family has not answered both show as “Not started”, and the club’s audit log never records a family’s answer. Your club’s administrators also see totals for the club, with nothing about any one child.
    • A plan a guardian picked themselves: no coach or club sees it or anything logged on it.
    • A child in a family account: no club, coach or other family ever sees anything about their training.
    • Another home’s calendar: when a child’s other guardian adds teams in their own account, those events help place sessions, but their times, titles and places are never shown outside that guardian’s home: you and your child’s phone see only “Busy: another family calendar” on that day.
  • Your child’s own phone. A guardian can link the child’s own phone with a one-time 8-character code that works for 10 minutes. The child gets no account, no password and no email address. The phone keeps a long random pass; we store only scrambled (hashed) copies of the code and the pass. The phone shows only that child’s training: today’s plan, the week, progress, food timing and the guide. It shows the times of your child’s own games and practices that the plan and food timing are built around; never another home’s event details, messages, fees, settings or other children. SideKrew never sends that phone a message, a notification or an email; training-day reminders, if a guardian turns them on, are set on the phone itself. We keep the phone’s name, its language, the reminder time, and when it was linked and last used. Every guardian is told when a phone is linked, sees every linked phone, and can remove any of them at any time. A phone is also removed when a guardian says no, the last plan ends, the child is removed or their record is erased, or the guardian who linked it deletes their account. Pausing a plan does not remove it. A removed phone wipes the child’s training from itself the next time it connects; anything it had not sent yet is lost.
  • Handing over your phone. You can also hand your own phone to your child in athlete mode. It shows only their training until you enter your PIN, or unlock it with your phone’s own screen lock (checked on the phone; SideKrew never receives it) or with a code we send to your email or phone.
  • Spoken cues. A session can read its steps aloud with the voice built into the phone or web browser. SideKrew never turns on the microphone and records nothing. The words read aloud are fixed coaching lines (exercise names, sets, timers), never your child’s name or anything logged. SideKrew itself sends the words nowhere; your phone or browser reads them. Some built-in voices, such as Chrome’s online voices, send the words to the browser or phone maker to speak them.
  • Fuel (when to eat). Fuel shows when to eat around the day’s games and practices (for example, a meal about three hours before a game), worked out from the event times. Fuel itself asks nothing about what your child eats. If your child ticks a food-timing step in a session, we keep that tick like any other step.
  • AI. Nothing your child logs is sent to an AI. Training Coach, one of our AI agents (section 8), drafts plans for club coaches from the choices a coach picks: sport, position, age group, level, season phase, sessions and minutes a week, team days and equipment. It never receives a child’s name, a roster or anything logged. A coach reviews every draft and can change it before assigning it, and a family says yes before their child starts.
  • Notices go to guardians, never to your child. When your child taps “Something hurts”, we tell their guardians at once (by app notification and email), and hard sessions wait until a guardian clears it. We may also tell them when the week moves, when a phone is linked, when another guardian changes their answer, when the child reports a low ready score three times in seven days and, if they choose, in a weekly summary. On a lock screen, a pain or low-score notice shows only your child’s first name and a short phrase, with no detail.
  • Where it is kept, and who processes it. With the rest of SideKrew, in Canada (Montréal, ca-central-1); see where your information is stored and processed (section 12). Training uses no new company. Like every request, it passes through our app server in the United States (Vercel), and notices go through the email and push providers in section 7; only Training Coach drafts reach Anthropic, with nothing about any person.
  • Keeping and deleting.
    • We keep training logs until a guardian deletes them, or until the child’s record, the child in a family account, or the family account is deleted. They are not deleted after a set time, and they stay when a plan is paused or stopped, or when the club switches Training off.
    • A guardian can delete all of a child’s sessions, habits, tests, notes and flags at any time, in Training settings. The plan pauses after, and linked phones stay linked until you remove them.
    • Erasing a child’s record (section 10) deletes all their training, every answer about it (our audit records keep that an answer was given; see the last point) and every linked phone.
    • In a family account, removing a child or deleting the account deletes the child’s training, birth year and linked phones right away.
    • If a club guardian deletes their account, the phones they linked are removed; if no other guardian of the child has said yes, the child’s training is deleted too.
    • If a child in a family account is later matched to the same child’s record at a club, their plan and logs move with them. The child’s other guardians at the club then see them too, and can say no. A plan you picked yourself stays hidden from the club’s coaches.
    • Our records of Training actions (an answer given, a phone linked or removed, logs received) hold ids, counts and the answer, never what a child logged. Only SideKrew staff can read them, never your club; they are kept as long as SideKrew keeps its own records.

17. Team chat

Team chat lets the adults on a team talk with each other: the coaches, the team staff and the players’ families. Players are never members and never receive chat messages.

Joining

To join team chat you confirm that you are 18 or older and agree to our community standards (Terms of Use, section 6). Team staff are confirmed by their club.

What other members see

Once you join a chat, its members see the name you use in team chat and what you post there. Unless you turn it off when you join, they also see “Parent of” with your children’s first names. We never show your phone number or email to them. Team staff see how many people have seen an announcement, not who saw it.

Your conversation with the coaches

Your conversation with the team’s coaches shows at the top who can read it: the coaches and assistants, and team managers if your club chooses. Your club’s safety contact can open it for a safety review, and you see when that happens.

Ride conversations

When two families are matched for a ride, a conversation opens with only the two matched adults. Team staff, club administrators and your club’s safety contact can open it for a safety review, and each opening is logged.

Private messages

Adults on the same team can send each other private messages. Only the people in a private message can read it, with these exceptions:

  • If someone reports a message, SideKrew’s safety team sees that message and the five before it.
  • If our automatic safety checks flag a message when it is sent, SideKrew’s safety team reviews it.
  • When a serious safety case opens, we keep the sealed copy described under “Reports, blocks and safety”.
  • We give information to the authorities when the law requires it, for example under a court order.

Your club’s administrators never see private messages between adults, not even for a safety review.

People at SideKrew who can reach our database do not read private messages, except to keep the service running securely or when the law requires it.

You choose who can message you: any adult on your teams, only people you have already talked with, or no one. The coaches’ conversation, announcements and club notices still reach you.

Reports, blocks and safety

  • You can report a message or a person. You can block another parent or guardian on your team, but not the team’s coaches or staff: raise a safety concern instead. The person you block is not told.
  • A report about a team chat message goes to SideKrew’s safety team and your club’s safety contacts. A report about a private message goes to SideKrew’s safety team only.
  • When you report a message, we keep a copy of it and the five before it.
  • Our automatic safety checks look at every message when it is sent and send the ones they flag to SideKrew’s safety team.
  • When a serious safety case opens (for example, a child may be at risk, or a person may be under 18), we keep a sealed, encrypted copy. It holds the conversation, or that person’s recent messages in all their conversations, plus their account email, phone number and sign-in history. Only SideKrew’s safety team can open it, only for the most serious cases, and they must give a written reason that is logged.
  • SideKrew reviews every report within 24 hours. A report that a child may be in danger pages SideKrew’s safety lead at any hour. SideKrew itself makes any report the law requires.

AI

Nothing written in team chat, including private messages, is sent to an AI.

How long we keep it

  • Messages: 12 months after they are posted.
  • When you edit or delete a message, the earlier version is erased after 30 days.
  • After your account is deleted, your messages are erased 30 days later. Posts you made as team staff stay, shown as “Former staff”.
  • Reports, safety concerns, safety cases and sealed safety copies: 3 years.
  • Anything a report or an open safety case needs is kept until SideKrew closes it, even past these dates.

SideKrew · Canada · privacy@sidekrew.com · sidekrew.com

Privacy Policy | SideKrew