Terms and conditions

TAP Pilot Terms of Use

Youth Rugby Pilot in the United Kingdom and South Africa

Version prepared 13 September 2026 • Effective when published

These terms cover applications, approved public profiles and TAP-managed enquiries during the pilot. Participation starts with manual review and approval; no paid subscription starts automatically.

1 Who we are

Teen Athletes Portal (TAP) is operated by The TAP Sports Group Limited, company number 16877833, registered in the United Kingdom. In these terms, “TAP”, “we”, “us” and “our” mean that company.

Contact: Jo Robertson, jo@teenathletesportal.com. For application updates, profile withdrawal or enquiries about application information, you may also contact profiles@teenathletesportal.com.

Registered office: 167–169 Greater Portland Street, 5th Floor, London, W1W 5PF.

2 What these terms cover

These terms explain the TAP Youth Rugby Pilot and the responsibilities of TAP, applicants, parents or legal guardians, adult athletes and organisations using the website. Please read them alongside the Privacy Policy linked from the website footer and keep a copy.

Applicants are asked to accept these terms when applying. For an athlete under 18, the parent or legal guardian accepts the application terms in their own capacity and confirms their authority to support the application. Athletes aged 18–19 apply and make decisions for themselves. An application is not accepted for publication until TAP confirms approval.

Agreement to these terms is separate from permission to publish an athlete’s information or photograph, share private information with an organisation, or use content for promotion. Those permissions are obtained separately where required.

3 Eligibility and the pilot service

The pilot is open to rugby players aged 13–19 in the United Kingdom and South Africa. Athletes under 18 must apply with a parent or legal guardian. We take the young athlete’s wishes and privacy rights into account alongside the parent or guardian’s involvement.

TAP receives applications, manually reviews them, prepares limited public profiles after approval and manages initial enquiries from sporting organisations. There are no participant account controls, private organisation access areas or direct messaging between organisations and athletes during this pilot. Changes are requested through TAP.

When an athlete turns 18, TAP reviews consent and contact arrangements with them. A move outside the pilot countries or an age or eligibility change must be reported so that continuing participation can be reviewed.

4 Applications and approval

Provide accurate information, a suitable photograph and only content you have permission to supply. Do not send identity documents, medical records or other sensitive material unless TAP has explained a specific need and an appropriate secure method.

For an under-18 applicant, TAP contacts the named parent or guardian to confirm involvement before progressing the profile. TAP may ask for missing information or clarification. If the required confirmation or approval is not received, the profile will not be published.

TAP sends the proposed profile to the parent or guardian, or the adult athlete, for approval before publication. A form submission or on-screen thank-you message does not mean that a profile is approved or live. Acceptance and publication decisions are made by a person.

We may decline an application for ineligibility, missing permissions, materially inaccurate information, unsuitable content or safeguarding concerns. Where appropriate and safe, we explain the reason and allow a correction.

5 Public profiles and visibility

The approved pilot profile contains only the approved headshot, first name and surname initial, age group and country. Full surname, date of birth, private contact details, school or club details and other sporting information are not published as part of the pilot profile.

Profiles are visible to all website visitors, not only verified organisations. Public information may be found through search engines or copied by other people. TAP cannot guarantee that every third-party copy or search-engine cache can be removed. Please consider this visibility before approving publication.

Contact TAP to correct, update or withdraw a profile. Changes are checked before publication, and withdrawal requests are acted on promptly after any necessary identity or authority checks.

6 Content and photograph permissions

You retain ownership of the content you supply. You confirm that you own it or have the necessary permission from the rights holder, including the photographer where relevant, and that its use will not infringe another person’s rights.

You give TAP a non-exclusive, royalty-free permission to securely receive, store, review and format submitted content as needed to handle the application. Once publication is separately approved, this permission also covers displaying the approved profile and photograph on the TAP website, which can be viewed worldwide. TAP may use its service providers to perform these tasks.

This permission does not authorise TAP to use an athlete’s name, photograph or application in advertising, social media promotions, partner campaigns or unrelated purposes. TAP will request separate, specific permission before such use. Refusing promotional permission does not prevent participation in the pilot.

After withdrawal or closure, TAP stops public use and handles deletion and any justified restricted retention in accordance with the Privacy Policy. Continued use of the website is not consent to a new use of personal information.

7 Organisation enquiries

Clubs, schools, academies, scouts, agents and other organisations must contact TAP about an athlete. They do not receive access to private applications.

Before progressing an enquiry, TAP checks the enquirer’s identity, role, organisation and purpose. TAP explains the enquiry and the information requested to the parent or guardian, or the adult athlete. Only specifically agreed information is shared after permission is recorded. No reply means no sharing.

Initial communication stays through TAP. Permission for one enquiry does not authorise later disclosures or automatically include contact details. Under-18 introductions involve the parent or guardian; TAP does not arrange private, unsupervised contact with a child.

Identity and organisation checks reduce risk but are not an endorsement or a guarantee of safety or suitability. Families and adult athletes should evaluate any proposed opportunity. TAP does not guarantee selection, recruitment, representation, scholarships, endorsements, employment or income.

8 The free period and optional subscription

Each approved pilot profile receives three months at no charge, starting on its publication date. No payment card or paid subscription is required for this free period, and it does not automatically become a paid subscription.

The planned continuing service is an optional £4.99 monthly subscription, cancellable at any time. Before you decide, TAP will provide the full applicable price, billing currency, any applicable taxes, recurring payment arrangements, cancellation method and statutory cancellation and refund information. A payment provider may apply currency conversion charges where relevant.

TAP will send a subscription invitation 14 days before the free period ends and, if no subscription is taken, a reminder seven days before expiry. No payment is taken unless you separately choose and authorise the paid subscription.

If you do not subscribe, the public profile is hidden at expiry. It may be retained privately for a further 30 days to allow you to choose the continuing service, after which routine profile and application information is deleted in accordance with the Privacy Policy. If you subscribe during that period, visibility is restored once payment is confirmed.

The detailed paid-service terms will be supplied before any payment commitment. These pilot terms do not waive or reduce any statutory cooling-off, cancellation or refund right.

9 Communications and privacy

TAP contacts the parent or guardian of an under-18 athlete, or the adult athlete, about verification, proposed profiles, corrections, enquiries, participation, expiry, privacy and safety. These operational messages are separate from optional marketing. Marketing choices are handled separately where required.

The Privacy Policy explains what information is collected, why it is used, who processes it, international processing, retention and the rights of athletes and other individuals. Full applications and private contact details are not public profile content.

You may contact TAP to exercise privacy rights or withdraw consent where processing relies on consent. Withdrawal does not affect the lawfulness of earlier processing. Some limited information may need to be retained for a justified legal, complaint or safeguarding purpose, as explained in the Privacy Policy.

10 Acceptable use and safeguarding

Do not impersonate another person, submit information without authority, publish false or unlawful content, harass or discriminate against others, seek secretive contact with a child, or use the service for grooming, exploitation or unauthorised commercial solicitation.

Do not attempt unauthorised system access, copy athlete profiles in bulk, build external athlete databases, or reuse profiles or images for advertising, facial recognition or other unrelated purposes. Public visibility does not give permission to exploit a child’s information or image.

Report concerning approaches or content to Josephine Robertson at jo@teenathletesportal.com. TAP may pause contact or hide a profile while a concern is assessed and may share necessary information with an appropriate authority where there is a lawful basis. TAP is not an emergency service; contact the relevant local emergency service if someone is in immediate danger.

11 Changes suspension and closure

You may withdraw from the pilot by contacting TAP. We will explain any identity or authority checks and arrange profile removal and record handling under the Privacy Policy. If a paid subscription has separately been agreed, we will also explain its cancellation arrangements.

TAP may suspend a profile or stop an enquiry where reasonably necessary because of a safeguarding concern, suspected misuse, missing authority, ineligibility or a legal requirement. Where safe and appropriate, TAP explains the decision and gives an opportunity to correct the issue or request a review.

The pilot may develop or end. We will give reasonable notice of planned material service changes or closure where possible. Urgent action may be taken for safety or legal reasons. Any fees for an undelivered paid service will be dealt with fairly and in accordance with applicable consumer rights.

Material changes to these terms will be notified to affected participants before they apply, unless immediate change is necessary for legal or safety reasons. Changes will not retrospectively remove accrued rights. TAP will obtain fresh agreement or consent where required and will not impose a paid service or new use of personal information through continued website use alone.

12 Our responsibilities and limits of the service

TAP will provide its service with reasonable care and skill. We aim to keep the website available and information accurate, but maintenance, technical faults or third-party outages may cause interruptions. We will take reasonable steps to address problems brought to our attention.

TAP provides a profile and enquiry service. It does not organise or supervise sporting activities, assess medical fitness, or provide medical, legal or financial advice. Participation decisions should be made with appropriate professional advice where needed.

Nothing in these terms excludes or limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, gross negligence where liability cannot lawfully be limited, or any other liability that cannot legally be excluded or restricted. Your statutory consumer and data protection rights remain unaffected.

TAP remains responsible for its own acts and omissions as required by law. These terms do not impose a blanket obligation on a parent or athlete to indemnify TAP or waive claims against it.

13 Website materials

TAP’s name, branding and original website materials belong to TAP or its licensors. You may view the website and keep a copy of these terms for personal reference. You must not use TAP’s branding to suggest endorsement or reproduce its materials commercially without permission. Athlete content remains subject to section 6 and the rights of its owner.

14 Questions complaints and applicable law

Please contact Josephine Robertson at jo@teenathletesportal.com about these terms, a service concern or a request to review a decision. Explain the issue and the outcome you seek, without including unnecessary sensitive information. TAP will consider the matter fairly and explain its response.

These terms are governed by the law of England and Wales. This does not remove mandatory protections available to consumers in their country of residence, including applicable South African protections, or restrict their right to use a court or regulator available under applicable law.

You may raise a privacy concern with the UK Information Commissioner’s Office at ico.org.uk or the South African Information Regulator at inforegulator.org.za, as applicable. You do not have to give up a statutory complaint or court right to use TAP.

TAP Pilot Privacy Policy

Effective date 16 July 2026 | Updated 14 September 2026

1 Who we are

Teen Athletes Portal (TAP) is operated by The TAP Sports Group Limited, company number 16877833, registered in the United Kingdom. The company is the controller responsible for deciding how personal information is used during the pilot and acts as the responsible party where applicable under South African law.

For privacy questions, rights requests or safeguarding concerns, contact Jo Robertson at jo@teenathletesportal.com. You may also send application-related requests to profiles@teenathletesportal.com.

Registered office: 167–169 Greater Portland Street, 5th Floor, London, W1W 5PF.

2 About the pilot

The TAP Youth Rugby Pilot is for boys and girls aged 13–19 in the UK and South Africa.

TAP manually reviews applications and publishes a limited athlete profile after approval. There are no participant account controls or private organisation access areas during this pilot. Profile changes and enquiries are managed directly by TAP.

3 Information we collect

We receive information through the application form, from the athlete or their parent or guardian, and through subsequent correspondence. This includes the athlete’s name, date of birth or age, country and region, rugby experience, school or club information, achievements, ambitions, photograph and parent or guardian name and contact details where applicable.

Gender and how you heard about TAP are optional. They help us understand who the pilot reaches and which awareness activities work. Gender and application source are not published on the athlete’s profile. Leaving these optional answers blank does not prevent an application.

We keep necessary records of verification, consent and authority, profile approval, corrections, organisational enquiries, specific sharing permissions, participation dates, review actions and deletion. Organisations may supply their representative’s name, role, business contact details and enquiry information so we can check and manage their approach.

If you later choose a subscription, Stripe will process payment and TAP will use the necessary payment confirmation and subscription information to administer the service. No payment details are required for the free pilot period.

Please do not send identity documents, medical records or other sensitive information unless TAP has explained a specific need and a suitable secure way to provide it.

4 How we use information

We use information to:

·        Assess eligibility and review applications.

·        Confirm parental involvement for athletes under 18.

·        Prepare and maintain an approved public profile.

·        Contact you about corrections, enquiries and participation.

·        Manage the free period and any subscription you choose.

·        Respond to privacy requests, complaints and safeguarding concerns.

·        Keep necessary records of decisions and permissions.

Providing information is voluntary, but we cannot progress an application without the information and approvals needed to operate the pilot.

Applications and publication decisions are reviewed by a person. They are not approved automatically.

5 Our grounds for using information

Consent for the voluntary profile service. We rely on consent to receive and review athlete application information, prepare and maintain an approved public profile, use optional gender and application-source answers to understand the pilot’s reach, and share specified private information for a sporting enquiry. We explain these purposes before collecting information. Approval to publish a profile does not authorise advertising, promotional reuse or disclosure of the full application.

For under-18 participants we require a parent or legal guardian to be involved and confirm their authority. We also respect the athlete’s own privacy rights, understanding and wishes, obtaining their consent where they are legally able to give it. For South African children, we require prior consent from a competent parent or guardian as contemplated by POPIA sections 11 and 35, unless a separate lawful authorisation applies. Adult athletes give their own consent. A later verification email confirms involvement; it does not replace the consent needed at collection.

Contract. Where we use an adult’s information to take steps at their request before entering a contract or to deliver an agreed subscription, we rely on contractual necessity. A contract with a parent is not treated as a contract with the child for the child’s data.

Legitimate interests. We use necessary, limited information to secure the service, prevent misuse, check organisational enquirers and manage complaints or defend claims. Our interests are safe operation and accountability. We weigh these against the individual’s rights, particularly children’s welfare and reasonable expectations. This does not authorise public disclosure or promotion without the separate permission described above.

Legal obligations and emergencies. We use or disclose information where a specific law requires it. In a life-threatening emergency, vital interests may apply. Any sensitive health, safeguarding or criminal-offence information requires the additional conditions applicable to that information; these purposes are assessed separately from ordinary applications.

For processing subject to POPIA, the corresponding grounds include consent, necessary contractual processing, legal obligations and legitimate interests where applicable. The additional protection for children applies alongside these grounds.

Withdrawing consent. Contact jo@teenathletesportal.com or profiles@teenathletesportal.com at any time. We stop the relevant use and handle deletion under section 11. Refusing optional answers or promotional permission does not prevent an application. Without the permission needed to process an application or publish a profile, we cannot provide that part of the service. Withdrawal does not affect earlier lawful processing. A separately justified legal or complaint record may be retained, but we do not change the basis simply to continue a withdrawn consent-based use.

6 Parental involvement and approval

For athletes under 18, TAP first emails the named parent or guardian to confirm their involvement before progressing the profile. If confirmation is not received, the application does not proceed.

Following review and any corrections, TAP sends the proposed profile to the parent or guardian for approval before publication.

Young athletes can also contact TAP about their information or raise concerns. Their own privacy rights and wishes will be considered.

Athletes aged 18–19 make their own decisions and receive communications directly. TAP will review permissions and contact arrangements when a participant turns 18.

7 What visitors can see

An approved profile is visible to all website visitors and contains only:

·        The approved headshot.

·        First name and first letter of surname.

·        Age group.

·        Country.

Full application information, full surname, date of birth, contact details, school or club details and other sporting information are not published as part of the pilot profile.

Public profiles may be indexed by search engines or copied by visitors. TAP removes its own published content when appropriate, but cannot guarantee removal of every external copy or search-engine cache. No promotional reuse of an athlete’s content is authorised merely by approving the public profile.

8 Enquiries and sharing

Organisations do not have access to private applications.

When an organisation enquires about an athlete, TAP checks the enquirer’s identity, role, organisation and purpose before progressing the enquiry.

TAP then explains the enquiry to the parent or guardian or the adult athlete and identifies the information requested. Only specifically agreed information is shared, after permission is recorded. No reply means no information is shared.

Initial communication stays through TAP. Permission for one enquiry does not authorise future disclosures or automatically include personal contact details.

We may also disclose necessary information where there is an appropriate legal basis, for example to meet a legal obligation or respond to a serious safeguarding concern. These situations are assessed separately from sporting introductions.

9 Storage and service providers

Applications and photographs arrive through the Create.net website form and are delivered to TAP’s paid Google Workspace mailbox, profiles@teenathletesportal.com. Full records are held in the protected mailbox and, when securely filed, TAP’s encrypted confidential record store. Temporary working copies are removed after use.

Within TAP, Josephine Robertson is the only person authorised to access application information at launch. South Africa awareness and outreach support does not have applicant access. Any later change in access is assessed and documented before it begins.

We use Airtable only for a limited operational record: an application reference, display name, parent or guardian name and email where needed, country and broad region, age band, optional gender and application source, status, assigned reviewer, permission checks, relevant dates and brief action notes. It does not hold the full application, date of birth, photograph, full address, telephone number, attachments or detailed safeguarding information.

The protected store and its backup are encrypted and access-controlled. The backup is held in Google Drive under TAP’s business-controlled account. Google therefore also processes information for backup storage.

Create.net hosts the website and approved public content. Google provides the dedicated mailbox. Airtable provides the workflow tracker. Stripe will process payments only if a participant separately chooses a subscription. Necessary information may be available to these providers and their authorised subprocessors for the services they supply.

Zapier Email Parser is not used for live applications. Any approved automation is limited to administrative processing of the agreed operational fields. No automated tool approves an athlete or decides what is published.

These controls reduce risk but no storage or transmission method can be guaranteed completely secure.

10 International processing

TAP administers the pilot in the United Kingdom, including applications received from South Africa. Our providers operate internationally, so processing may also take place in the United States, the European Economic Area and other countries used by their authorised subprocessors. We do not promise UK-only storage.

Google Workspace and Google Drive are covered by Google’s Cloud Data Processing Addendum. Google states that eligible UK transfers to Google LLC in the United States use the UK Extension to the EU–US Data Privacy Framework. Its contractual clauses apply to other covered transfers as set out in that addendum.

Airtable’s Data Processing Addendum contains the EU Standard Contractual Clauses and UK International Data Transfer Addendum for the transfers they cover. TAP has entered into that agreement for its limited operational tracker. Create.net’s published terms make its service subject to its data-processing addendum; its privacy information describes contractual safeguards for relevant overseas providers.

These arrangements are applied to the relevant data route, rather than treating consent to a profile as unrestricted permission for overseas sharing. For processing subject to POPIA, applicable section 72 transfer conditions must also be met, including the protection afforded by the recipient’s law or binding agreement where that route is used.

You can request further information and a copy or explanation of applicable safeguards from jo@teenathletesportal.com, subject to necessary redactions protecting confidential information. Provider information is available at cloud.google.com/terms/data-processing-addendum, airtable.com/company/dpa and create.net/about/privacy-policy.

11 How long we keep information

We keep information only as long as needed for the purpose. The agreed pilot schedule is:

• Incomplete or unverified applications: delete within 90 days after the last contact about the application, unless a documented exception applies.

• Declined applications or withdrawal before publication: delete the full application and routine operational record within 30 days after closure.

• Active participants: keep necessary information during the pilot and any continuing service agreed with the participant or family. Review it at least every six months and at withdrawal, cancellation or an age or eligibility change. Remove obsolete and unnecessary duplicates.

• Cancelled or inactive profiles: remove the public profile promptly after any necessary identity or authority checks and delete underlying routine records within 30 days.

• End of the free period without a subscription: hide the profile at expiry and retain it privately for up to 30 days to allow a subscription decision. If none is taken, delete the profile, photograph and routine application information at the end of that period.

• Mailbox copies: delete within 30 days after the review is complete once the protected master record has been confirmed. Application correspondence forming part of the master follows the relevant application or participation period above.

• Test data: delete after the test is complete, including copies in connected systems and local folders.

• Backup copies: expire through the backup cycle, targeted at 30 days. Records awaiting expiry are not used for another purpose. If a backup is restored, previous deletion requests are reapplied.

An active complaint, safeguarding case, legal hold or legal requirement may justify retaining limited information longer. TAP records the reason, restricts access and sets a review date. Any minimal audit record retained after deletion must have a specific purpose and justified review or deletion date.

Deletion is applied across the mailbox, protected record store, Airtable and any connected services as appropriate. Public withdrawal and deletion of restricted records are separate actions; a justified need to retain a private record does not require keeping a public profile live.

12 Free period and subscription messages

The three-month free period starts when the approved profile is published.

TAP will email a subscription invitation with a Stripe link 14 days before expiry and, if no subscription has been taken, a reminder seven days before expiry. No paid subscription starts automatically.

At expiry, a non-subscribing participant is told that the profile has been hidden and will be deleted after 30 days. If they subscribe during that period, visibility is restored once payment is confirmed.

13 Website information and cookies

Our website uses Create.net’s cookie consent controls. You can choose Accept All, Reject All or Customise. You can reopen these choices through Edit Cookie Settings in the website footer. Rejecting optional cookies does not prevent you from applying to the pilot.

Essential website functions and security tools may use cookies or similar technologies to operate the site and protect the application form from spam and automated misuse. The form uses Google reCAPTCHA, which assesses whether an interaction is likely to be genuine. This may involve technical information about the browser, device and interaction, and Google’s security cookie. See Google’s Privacy Policy at https://policies.google.com/privacy for further information.

If you allow performance cookies, Google Analytics helps measure website visits and interactions, including page views and that a form was submitted. Form-submission measurement records page and form identifiers rather than the application answers. Technical information may include device and browser details, online identifiers and approximate location. Performance scripts are blocked while the relevant permission is withheld.

Your choices are remembered by the consent tool. Browser settings can also be used to delete stored cookies or restrict cookies. Withdrawing consent stops the relevant optional future use but does not retrospectively remove information already processed lawfully. Some security or website functions may not work if essential technologies are blocked.

Further information about Create.net’s cookie categories is available at https://www.create.net/support/what-cookies-does-my-website-use. Contact jo@teenathletesportal.com if you need help with the site’s privacy choices.

14 Your rights and concerns

Depending on the applicable law and circumstances, you may ask to access or correct information, request deletion, restrict or object to processing, withdraw consent, or receive information in a portable format.

These rights belong to the athlete in relation to their information. A parent or guardian may act on their behalf where appropriate. TAP may need to confirm identity and authority before responding.

Contact jo@teenathletesportal.com. We will respond within the applicable legal time limits and explain any justified limits on a request.

You may also raise a complaint with the UK Information Commissioner’s Office, at ico.org.uk, or the South African Information Regulator, at inforegulator.org.za, as applicable.

Where processing relies on legitimate interests, you have a right to object on grounds relating to your circumstances. You may object to direct marketing at any time. Contact us using the details above; we will explain how the applicable rights apply to your request.

15 Changes to this notice

We will update this notice if the pilot’s arrangements change and notify affected participants of material changes.

Where a new use requires fresh consent, we will ask for it. Continued use of the website will not be treated as consent to a new use of personal information.