PerfHQ

Acceptable Use Policy

Version 2026-09-17 · Effective 17 September 2026 · Forms part of the Terms of Service

1. The short version

PerfHQ is used to coach children. Everything in this policy follows from that.

Put in only what you would be content for the athlete, their parents and your organisation's safeguarding lead to read. Film only people who have agreed to be filmed. Write about an athlete the way you would with them sitting next to you.

This policy forms part of the Terms of Service. Breaking it can cost you your access, and where a child's safety is involved it will.

2. What is never allowed

You must not upload, post, send or otherwise make available content that:

  • sexualises, exploits or endangers a child, in any way, ever — this is the one that ends an account immediately and is reported onward;
  • is sexually explicit or pornographic;
  • harasses, bullies, threatens or intimidates another person;
  • expresses hatred towards, or degrades, a person or group on the basis of race, ethnicity, nationality, religion, disability, sex, gender identity, sexual orientation or age;
  • depicts or encourages violence, self-harm or suicide;
  • is unlawful, defamatory, or infringes someone else's rights, including copyright;
  • is deliberately misleading, or is spam.

You must not use PerfHQ to abuse, stalk or impersonate another person, to solicit personal contact with a child outside the organisation's own arrangements, or to attempt to gain access to data you are not entitled to see. You must not attempt to disrupt, probe or circumvent the security of the service.

Those categories are also the reasons you can pick from when you report something, so the rules and the report form describe the same things.

3. Photographs and video

This is the part of PerfHQ most likely to go wrong, and the part where the software helps least.

  • Film for coaching, and for nothing else. Media in PerfHQ exists so that an athlete and their coach can look at a movement together. It is not for social media, not for marketing, and not for a coach's personal archive.
  • You must have consent. For a child, that means the consent of a person with parental responsibility. Consent to be coached is not consent to be filmed, and consent to be filmed is not consent to be posted anywhere outside PerfHQ — social media consent is recorded separately and means only what it says.
  • Recording a consent decision in PerfHQ is not obtaining consent. The consent record is your organisation's note of a decision made elsewhere. Obtaining it, and keeping it current, is the organisation's responsibility.
  • Do not rely on the software to stop you. The trackside Capture camera refuses to record an athlete whose media consent has been withdrawn, but that check does not cover every route by which a photograph or video can reach the system, and an athlete with no consent recorded at all is treated as permitted rather than refused. The Safeguarding and media consent policy sets out precisely where the gate applies.
  • Frame it for the purpose. Film the movement. Changing rooms, toilets, and anywhere a child would reasonably expect privacy are off limits, and so is footage where the coaching purpose is not obvious from the frame.
  • Do not film people who are not part of the session — other people's children on the next court, parents on the sideline, passers-by.
  • Take it out the way you brought it in. Exporting a clip takes it out of PerfHQ's permission system. Once it is in your camera roll, nothing here protects it.

4. Written feedback and notes

  • Feedback is about the movement and the work, not about the person. "Your left foot is late" rather than anything about the athlete's body, weight or character.
  • Internal notes are not private. They are hidden from the athlete and their guardians inside the product, which is not at all the same as being confidential. They are disclosable under a subject access request, and they are visible to coaches with the relevant permission. Write them accordingly.
  • Medical notes, allergies and emergency contacts are there so the right people can act in an emergency. Do not copy them into feedback, captions or general notes, where a wider set of people can see them.
  • Do not record a safeguarding concern as a coaching note. Follow your organisation's safeguarding procedure and email safety@perfhq.com if PerfHQ needs to act.

5. Reporting something

Every piece of content, and every member profile, carries a Report action in its menu. It requires no permission — every account can report, including an athlete's.

When you report something it is hidden from you immediately, before anyone reviews it. You do not have to keep looking at it.

Reports are acted on within 24 hours. A report opens a case with a due time. Administrators at the organisation are emailed the moment it is filed, and again if the case is still open when the window expires. PerfHQ staff can see every organisation's outstanding and overdue reports and act on them directly where an organisation does not.

If a child is at immediate risk, contact the police first. Then email safety@perfhq.com so we can act on our side. Do not wait for a report to work its way through a queue.

6. What happens next

A moderator can remove the content, hide it, block the person who posted it, or dismiss the report with a recorded reason. Every one of those actions is recorded against the case.

Blocking is scoped to one organisation: a blocked member loses access to that organisation and everything they posted there is hidden from everyone in it. Their account, and any other organisation they belong to, are unaffected.

Beyond that, depending on what happened, we may suspend or remove your PerfHQ access entirely, and where the law requires it we will report the matter to the police or to the relevant safeguarding authority. Content involving a child's safety goes straight to the end of that list.

Athletes cannot block, and that is deliberate. An athlete never sees another athlete's content — the only content an athlete sees is coaching content addressed to them, by staff of their own organisation. Letting a child unilaterally hide their coach's feedback would remove a safeguarding record rather than protect them. Reporting is their route, and it hides the content from them instantly and escalates it to adults who can act.

7. If you think we got it wrong

If your content was removed or your access was restricted and you believe that was a mistake, email safety@perfhq.com and say what was removed and why you disagree. A person will look at it again. If the decision was made by your own organisation's administrator, ask them first — they made it, and they can undo it.

We will not discuss the outcome of a report with the person who filed it beyond confirming that it was actioned, and we will never tell the subject of a report who reported them.

8. Contact