The check-in
When a player taps a score, Touchbase stores the score, from 1 to 5, the Monday of that week, and the day it came in, never the time. The day is only used to spot someone tapping over and over to skew the counts. No name, no phone number, no login, no device identifier, no cookie. The phone itself remembers that it has answered this week so the card stays out of the way; that memory never leaves the phone.
A committee sees counts only. A week with fewer than five answers shows no number and no average, and any count from one to four reads “fewer than 5”. A season total that has one of those hidden counts inside it reads “about” and the nearest ten, so the hidden count can’t be worked out by subtraction. Nobody at the club, and nobody at CIBI Essential, can see who answered or what any one person said.
Resources
When a phone opens a Resources topic, Touchbase adds one to that topic’s count for the week. Nothing else is sent: no name, no device identifier, no cookie. Each phone is counted once a week per topic, and the phone itself remembers that. The committee sees the counts for the last four weeks, and any count from one to four reads “fewer than 5”.
The suggestion box under Resources works the same way: when a player sends it, Touchbase adds one to each topic they tapped for that week. Only the topic and the week are kept, never who asked, and only Touchbase sees these counts.
Opening the player page works the same way: the first time a phone opens it in a week, Touchbase adds one to the club’s count of phones for that week. Only the week is kept, never who, and the committee sees the number, with any count from one to four reading “fewer than 5”.
Breathing resets work the same way too: when a phone starts a reset, Touchbase adds one to that reset’s count for the week, once a week per phone. Only the reset and the week are kept, never who, and only Touchbase sees these counts, to know which resets to make more of.
Parents and guardians
The parents and guardians page shows the club’s fixture, game day roles, resources and contacts. It never asks for a child’s name, and it holds no welfare information. The team a family picks stays on that phone only. When someone takes a game day role, they type a first name and initial, which goes into the club workbook, in its Volunteers tab, with a random code for that phone so only the same phone can give the spot back. Touchbase keeps no copy. Opening a resource for parents is not counted; the suggestion box counts only the topics tapped and the week, never who asked.
Club settings
What the club enters when it signs up is shown on the club’s own pages: its name, crest, colours, teams, and the contacts it chooses to list. The email of the person who set the club up is kept for passcode resets and is never shown on a page. A PlayHQ key, if a club adds one, is stored privately and used only to read the club’s fixture.
Passcodes
Passcodes are stored scrambled, so nobody, including CIBI Essential, can read them back. The master key and the welfare manager passcode are never emailed: they are shown once on screen. If a club loses its master key, Club settings sends a one-time link to the email the club signed up with. The link works once, for an hour, and holds no passcode.
Keeping it safe
When someone types a wrong passcode, or a phone sends requests faster than a person could, Touchbase notes the time, which page it was, and a scrambled code for the connection. The code changes every day and cannot be turned back into an address. It is kept for 90 days and used only to spot someone trying to break in. It never holds a name or a score, and a check-in that goes through is never part of it. Twice a day Touchbase checks itself and tells CIBI Essential if anything is wrong.
The club workbook and Google
The staff pages keep the squad, notices and physio bookings in a Google Sheet in the club’s own Google account, shared with Touchbase’s Google address so the pages can read and write it. Touchbase passes these through to the right room and keeps no copy. If the club uses “Make our club workbook”, Google asks the club to let Touchbase see only the files Touchbase itself makes. Touchbase makes the one sheet, shares it with its own address, and keeps nothing from the sign in: no password, no Google login, no access to anything else in the club’s Drive. The club can take Touchbase off the sheet at any time from the sheet’s Share button.
On the Season Program a coach can photograph the team whiteboard to make the team sheet. The photo is sent once to Anthropic’s Claude service, which may be overseas, to read the names, and then it is gone: Touchbase keeps no copy. The finished team sheet is saved in the club workbook, in its Team sheets tab, and nowhere else.
On Round 1 Ready, teammate flags go to a sheet of their own in the welfare manager’s own Google Drive, made when the welfare manager signs in, never to the club workbook. Only the welfare manager’s passcode opens them in Touchbase. A club on Round 1 Ready can share its Welfare Log with Touchbase’s address as a viewer. Touchbase reads only the season totals from its Dashboard tab, never a row about a person. Touchbase’s Google key lives only in our locked server settings, and we replace it every three months.
The physio’s injury log
On the Season Program and Round 1 Ready the physio can log a player’s injury: the player, the team, the injury, the step back to play (Out, Rehab, Training, Cleared), the likely return and the physio’s own dated notes. It lives in the club’s workbook, in the club’s own Google account. The physio sees it in the app. A coach sees their own team only, and only the injury, the step and the likely return, never the physio’s notes. Players, team managers, the committee and the welfare manager do not see it. Touchbase reads it to build each page and keeps no copy. The club keeps the record for as long as it needs it, and can delete it from its own sheet at any time.
Where it lives
Touchbase runs on Vercel and Neon in Sydney, Australia. Player names and welfare information stay in the club’s own Google accounts. The one exception is a team whiteboard photo: Anthropic’s Claude service, which may be overseas, reads it once and keeps nothing. Touchbase’s own database never holds a player’s name. Card details go straight to Stripe; Touchbase keeps only the plan, the amount, the date and Stripe’s reference.