Guardian copies for junior archers

How archr handles parent or guardian verification and copies of selected club communications involving an under-18 archer.

Last updated 4 September 2026

Who needs a guardian contact?

New accounts and users adding a date of birth to an existing account must provide a valid, non-future date. If an existing account has no usable date of birth, archr treats the person's age as unknown and assumes they are 18 or over for communication. This keeps normal communication available and does not create a guardian copy. A signed-in user in this state sees a non-blocking safeguarding prompt to add their date of birth.

If a valid date of birth shows that the account holder is under 18 on the date of an activity, archr requires the name, email address, and relationship of a parent, guardian, carer, or other responsible adult before covered communication can be sent.

The contact must verify the email address using the one-time link sent by archr. A guardian does not receive an archr login and cannot use the verification page as an account portal.

What is copied?

When a valid date of birth shows that a covered communication involves an under-18 archer, archr records a bounded server-side snapshot and queues an email copy to the verified primary guardian. Accounts with no usable date of birth use the adult-by-default communication rule, so no guardian copy is generated. A copy is for safeguarding visibility; it does not grant access to the club, account, score history, or other private areas.

  • Club feed comments and replies
  • Comments and replies on score posts
  • Coaching notes, coaching-log comments, and coaching requests
  • Performance fortnightly and monthly check-ins
  • Performance-team questions and member responses

The snapshot contains only the relevant narrative fields and basic context such as the sender role, club, and time. It is not a copy of the whole account or check-in record.

What is not copied?

  • Scores, records, profiles, signups, trophies, and ordinary feed posts
  • Likes, reactions, read receipts, and notification rows
  • Admin settings and membership decisions
  • Media-only activity where no covered communication is created
  • A guardian account or guardian portal: archr does not provide one
  • Direct messaging: no direct-message product route is currently offered; the reserved source label is not a promise of coverage

A score, post, or signup may still be visible under the normal club rules. This safeguarding disclosure describes guardian copies of narrative communications, not general club visibility.

Verification and delivery states

For an under-18 archer, a pending, bounced, revoked, or otherwise remediating guardian contact blocks the covered message before its domain write is committed. An account with no usable date of birth follows the adult-by-default communication rule instead. Ordinary site use, including non-communication areas, is not blocked. The user can request a replacement contact or resend verification where the account state allows it.

After a covered message is committed, delivery is queued and retried by the safeguarding delivery worker. Transient delivery failures are retried, and provider failures are recorded as a bounded operational status rather than exposing provider details or guardian data in the product. An exhausted or repeated failure can mark the contact for remediation and stop further forwarding until it is corrected.

Where the data goes

Safeguarding contact records, communication snapshots, and delivery state are held in protected Cloudflare D1 tables. Guardian data is never exposed through a public data API, and there is no second copy held in any other system.

ZeptoMail is used to send verification and safeguarding-copy email. It receives the normalized recipient address and the email content needed to deliver that message. archr does not sell this information or use it for advertising. See the Privacy Policy for the wider provider and rights information.

Deletion and club procedures

Guardian contacts and verification tokens are linked to the archer account. Account or club deletion cascades the linked safeguarding records and their delivery rows where the database relationship applies. Communication snapshots are immutable while retained, so editing a message does not rewrite an earlier snapshot. Backups, operational logs, legal records, and any separately authorised retention purge follow their applicable retention period; immediate removal from every backup or provider log cannot be promised.

archr is not a safeguarding authority or emergency service. Clubs remain responsible for their own safeguarding policy, reporting routes, supervision, and legal duties. Raise a concern with the club through its usual safeguarding procedure and contact archr for platform or privacy questions.