Privacy Policy

Privacy Policy

This Privacy Policy explains how Cotswold Sports Coaching (we) collects, uses, and protects personal information about clients, participants, and website users (you).

We are committed to safeguarding your privacy and ensuring that your personal data is handled responsibly and transparently.

1. Information We Collect

We may collect and process the following types of information:

Personal Information

  • Full name
  • Date of birth (for participants, especially minors)
  • Contact details for participant’s or legal guardians if minors (address, phone number, email)
  • Emergency contact information
  • Health or medical details relevant to participation (e.g. asthma etc)
  • Payment and billing details
  • Photos or videos (if consented)

2. How We Collect Your Information

We collect personal information in several ways:

  • When you book a session, camp, or event
  • When you fill out registration or consent forms
  • When you communicate with us by phone, email, or social media
  • Through our website, online booking system, or payment provider
  • When you participate in a session or camp and media is captured (with consent)

3. How We Use Your Information

We use your information for the following purposes:

  • To manage and deliver 1:1 sessions, group sessions, and camps
  • To communicate with you about bookings, schedules, or changes
  • To process payments and issue receipts
  • To ensure participant safety and respond to emergencies
  • To comply with legal and safeguarding obligations
  • To improve our services and customer experience
  • To use photos/videos for marketing or educational materials (only with consent)

4. Legal Basis for Processing

We process your personal data under one or more of the following lawful bases:

  • Performance of a contract – to provide the coaching services you have booked
  • Legal obligation – to comply with child protection, tax, or insurance laws
  • Consent – for optional activities such as marketing or photography
  • Legitimate interests – for operational purposes like record keeping and communication

5. Sharing Your Information

We only share personal data when necessary and in accordance with the law. We may share information with:

  • Qualified coaches and staff involved in service delivery
  • Payment processors and booking platforms
  • Emergency services or medical personnel (in emergencies)
  • Legal or regulatory bodies if required by law

We do not sell or rent your personal data to third parties.

6. Data Storage and Security

  • Your data is stored securely in password-protected systems and devices.
  • Paper records (if any) are stored in locked cabinets with restricted access.
  • We regularly review security measures to protect against loss, misuse, or unauthorized access.

If we use third-party systems (e.g., booking or payment providers), we ensure they meet GDPR or equivalent data protection standards.

7. Data Retention

We keep personal information only for as long as necessary:

  • Booking and payment records: 6 years (for accounting/legal purposes)
  • Medical and emergency contact forms: up to 1 year after your last session/camp
  • Photos and videos: retained only while relevant or until consent is withdrawn

After this period, data is securely deleted or anonymized.

8. Your Rights

You have the following rights under data protection law:

  • To access a copy of your personal data
  • To correct inaccurate or incomplete information
  • To request deletion of your data (“right to be forgotten”)
  • To restrict or object to processing
  • To withdraw consent (where applicable)
  • To lodge a complaint with a data protection authority

To exercise these rights, please contact us using the details below.

9. Photography and Media

Photos or videos taken during sessions, group activities, or camps may be used for promotional or educational purposes only if you have provided written consent.

If you do not wish to appear in media, please inform us in writing before participation.

10. Children’s Data

For participants under 18, we collect data with parental or guardian consent.

We take extra precautions to ensure the security and privacy of minors’ information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated date.

13. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or how we handle your data, please contact:

Cotswold Sports Coaching

Email: cotswoldsportscoaching@hotmail.com

Phone: 07455 265640

Address: Upon request