Security & Trust
EPC Academy OS is designed around FA safeguarding guidance and GDPR principles. The controls below are built-in — not optional.
Built-in controls
- Role-based access
Nine distinct roles (Super Admin, Ops, DSO, Coach, Assistant Coach, Parent, Finance, School, Player-via-Guardian). Each only sees what their role allows. Restricted safeguarding files are visible to DSO + Super Admin only.
- Audit logs
Sensitive actions — viewing a safeguarding file, exporting data, editing a consent, contacting a child's group — are written to an append-only audit log with user, timestamp and reason.
- Consent controls
Parents control consent for photography, video, social sharing, marketing, medical information, emergency treatment and group communications. Consent can be withdrawn any time and instantly propagates across the app.
- Restricted safeguarding files
High-severity cases anonymise the child's name in shared views (e.g. 'Restricted Player'). Full records, disclosures and DSO/LADO correspondence are gated to the safeguarding role.
- Data export & deletion
Guardians can request a full export of their family's data, and request deletion in line with GDPR. Retention windows are configurable per record type (e.g. safeguarding records retained per FA guidance).
- Emergency access mode
At sessions, coaches can open an Emergency view showing only essential medical conditions, allergies and tap-to-call emergency contacts — without exposing financial or safeguarding data.
- Media approval
All photo and video uploads route through a moderation queue. The system blocks publishing if any tagged child is missing the relevant consent.
- Database security
Row-level security on every table containing personal data. Children's records are never accessible to anonymous users. Server functions check the caller's role before any sensitive read or write.
Before any real child data is loaded
- Production auth with strong passwords and email verification
- Row-level security verified on every public-schema table
- Audit log review process agreed with the DSO
- Privacy policy, parent fair-processing notice and DPA in place
- Data retention windows configured per record type
- Documented incident response (who, when, how, escalation path)
- Backup & recovery tested with a restore drill
- DBS and safeguarding training verified for every staff account
This page describes app controls. EPC remains the data controller for all family records; Academy OS is the data processor. Final compliance copy and certifications will be reviewed with EPC before launch.