Safeguarding & Youth Protection
Your young members deserve proper protection.
TotumTeams was built knowing that many clubs manage children and young people. Guardian accounts, controlled child access, and strict privacy protections aren't afterthoughts — they're built into how the platform works.
Running a youth team or junior section comes with responsibilities that most club management platforms simply ignore. Who sees a child's contact details? Do parents have any say? Can a child see their own events? Who can a parent trust to handle that data?
TotumTeams gives you clear answers to all of these questions. Guardians control what their child can see and do. Access to member data is strictly limited to the people who need it. And a child's personal details — including their email address — can be kept private from everyone, including your own coaches and admins.
Parents in control. Children included — at the level you choose.
When a young person joins a group, they're added by name only — no child email address required. The club admin invites the parent or guardian, who sets up their own account and is linked to the child. Up to two guardians can be linked per child.
Guardians can then choose to invite their child to their own TotumTeams access. The guardian decides what the child can do: view their events only, or also respond to invitations themselves. If the guardian prefers to handle everything, the child simply receives no login at all.
A child's email address — if they have one — is stored privately and never visible to coaches, admins, or other parents. It belongs to the child and their guardian, not the club.
Club adds the young member by name
No child email or contact details required. Just the member's name and role in the group.
Up to two guardians are invited
Each guardian receives an invitation, creates their own login, and is linked to the child's membership. Both receive event invitations independently.
Guardian decides whether to involve the child
Guardians can optionally invite their child to their own account. They choose the access level:
Can respond — child can confirm or decline attendance themselves, but guardians always see what they've replied.
Child's email stays private
The child's email address is never shown to coaches, admins, or other club members — only used to send them their own invitations if the guardian has enabled child access.
Coach sees attendance — not personal details
The formation editor and attendance views show who's available. Contact information stays private unless the organisation admin has explicitly granted access to it.
Only the right people see the right information.
Not everyone in your club needs to see every member's details. TotumTeams grants access deliberately, not by default. People can only see the groups and members they're specifically responsible for.
A team coach can manage their squad's calendar and see attendance. An event coordinator can schedule and manage events. Neither of them can see another group's members, or access the personal details of a child outside their own group.
Full club-wide access is a separate, limited role intended only for committee members or admins who genuinely need it. TotumTeams makes it easy to give people exactly what they need and nothing more.
Committee & club admins — full access
Can see all groups and all members. Give this level of access only to people who genuinely need visibility across the whole club.
Coaches & group managers — their group only
Can manage membership, schedule events, and track attendance — but only for the groups they manage. No visibility into other squads or sections.
Event coordinators — calendar only
Can create and manage events for their group. Cannot access or change membership details or personal contact information.
Membership coordinators — invitations only
Can invite new members to their group. Has no access to existing member data, events, or contact details.
No access across groups
Access is always scoped to a specific group or the whole organisation. A coach of one team cannot see the roster of another team.
Children's data handled with the care it deserves.
TotumTeams collects the minimum data needed to run your club. For young members managed via guardian accounts, no personal email address or contact details for the child are required at all.
All data is stored within the EU and is governed by GDPR — the same data protection framework that applies across Europe. Your members' data stays in the EU and is subject to full European data protection standards.
We never sell data, run advertising, or profile members. Children's data is never used for any purpose other than running your club.
| Data collected | Why |
|---|---|
| Name (member) | Display in rosters, formation editor, attendance lists |
| Guardian email(s) | Event invitations, RSVP, and guardian account login |
| Child email (optional) | Child's own event access if guardian enables it — never shared with club |
| Member email (adults) | Event invitations and account login |
| Group membership & role | Access control and formation layout |
| Event RSVP responses | Attendance tracking and formation planning |
| Availability flags | Pre-season planning for coaches and admins |
No location data, no payment data, no behavioural profiling.
No ads. No profiling. No exceptions.
Many platforms monetise their users — including children. They run advertisements, build behavioural profiles, and sell data to third parties. TotumTeams doesn't do any of this, and never will.
We're independently funded by subscriptions. Our incentives are aligned with clubs, not advertisers. When you pay for TotumTeams, you're the customer — not the product.
No advertising — ever
No ads on any plan, including free. No third-party ad networks. No tracking pixels.
No behavioural profiling
We don't build profiles of your members or track their behaviour across the internet.
No data sold to third parties
Your club's data is never sold, shared with advertisers, or used to enrich external databases.
No AI training on your data
AI commands are processed to fulfil your request. Your data is never used to train AI models.
No unnecessary data collection
We collect the minimum needed to run your club. If we don't need it, we don't ask for it.
Questions about safeguarding?
If you have specific questions about how TotumTeams handles children's data, guardian accounts, or safeguarding obligations for your club, get in touch. We'll give you a straight answer.
You also have the right to lodge a complaint with your national data protection authority if you believe your data has not been handled correctly.
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