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Privacy Policy

Last updated 1 July 2026

This policy explains how the PFDC-SMHQ Family Portal, powered by AOS, collects, uses and protects your family's information. We treat your athlete's data as private and confidential, and we only ever use it to support their development.

Who we are

The Family Portal is managed by PFDC-SMHQ and delivered on the AOS Family Portal platform. PFDC-SMHQ is the organisation responsible for your family's information within the portal. AOS provides the secure, governed technology that runs beneath it.

Information we hold

• Family and guardian details you provide when your account is set up — name, contact details and communication preferences.
• Athlete profile and development information — assessments, reports, goals, development plans, timelines and any media you choose to upload.
• Records created by your coaching, medical and support teams as part of your athlete's programme.
• Basic technical information needed to keep the service secure and working, such as sign-in activity.

How we use it

• To give your family one trusted, governed view of your athlete's development journey.
• To power features such as Coach Matthew AI, which answers only from your family's approved records.
• To communicate with you about your athlete's programme, reviews and updates.
• To keep the portal secure, reliable and available.

How your data is protected

Every family's information is isolated from every other family and organisation on the platform. Access is governed and role-based — coaches, medical staff and administrators see only what their role permits. Information is encrypted in transit, and we retain it only for as long as it is needed to support your athlete or to meet our legal obligations.

Sharing

We do not sell your family's data. Information is shared only with the people directly supporting your athlete within your programme, and with trusted service providers who help us operate the portal under strict confidentiality obligations.

Your choices

You can review your family's information in the portal at any time, ask us to correct anything that is inaccurate, and request a copy or removal of your data where the law allows. To make a request, use the Help Centre inside the portal or contact us at info@aosfamilyportal.com.