Privacy Policy

Privacy Policy

All Sides Sports Club (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal information when you interact with our club, website, and services.

Who this policy applies to

- Parents/guardians and members who enquire, book, or attend sessions

- Children and young people who participate in our activities (via parent/guardian)

- Website visitors

1) Who we are (Data Controller)

All Sides Sports Club

Email: info@allsidessportsclub.com

2) What information we collect

We may collect the following types of personal information:

Parents/guardians

  • Name, email address, phone number
  • Emergency contact details
  • Payment and billing information (where applicable)
  • Booking and attendance information
  • Messages you send us (email, WhatsApp, website forms, social media)

Children/participants

  • Name and date of birth/age group
  • Medical information you choose to share (e.g., allergies, asthma, injuries)
  • Additional needs information (e.g., SEN/SEND support needs)
  • Safeguarding-related information (only where necessary and handled with extra care)

Website and device data

  • IP address, browser type, device information
  • Pages visited and how you use our website
  • Cookies and similar technologies (see section 10)

3) How we collect information

We collect information when you: - Fill in enquiry or registration forms - Book sessions, memberships, or request a free trial - Communicate with us by email, WhatsApp, phone, or social media - Use our website (including our WordPress website forms) - Provide information to coaches for safety, welfare, or safeguarding

4) Why we use your information (lawful bases)

We use personal information only when we have a lawful basis under UK GDPR.

We use your information to:

  • Manage enquiries, bookings, memberships, and attendance (contract)
  • Provide coaching sessions safely and appropriately (contract and vital interests)
  • Communicate updates (timetables, cancellations, venue changes) (contract and legitimate interests)
  • Improve our services and understand demand (legitimate interests)
  • Meet safeguarding, insurance, and legal obligations (legal obligation)
  • Send newsletters and marketing communications (only where permitted) (consent or legitimate interests, depending on the channel)

5) Who we share information with

We do not sell your personal information.

We may share information with trusted third parties only when necessary, for example: - Booking/administration systems (e.g., Class4Kids) - Email marketing platform (e.g., Mailchimp) for newsletters and marketing communications - Payment providers (to process payments) - Coaches and staff who need information to deliver sessions safely - Venue partners/schools (only what’s necessary for access, registers, or safeguarding) - Professional advisers (e.g., accountants, insurers) where required - Regulators, law enforcement, or safeguarding agencies where we have a legal duty or serious concern

All third parties are expected to keep information secure and use it only for the agreed purpose.

6) Photos and videos

We may take photos and videos during sessions for marketing and promotional purposes.

Where we use images/videos publicly, faces are blurred.

If you do not want your child included in any photos/videos (even with faces blurred), please contact us at info@allsidessportsclub.com so we can note this on our records and brief staff accordingly.

7) Safeguarding and children’s data

We take children’s privacy seriously. We only collect children’s information that is necessary to deliver sessions safely and appropriately.

Parents/guardians are responsible for providing accurate information and updating us if anything changes.

8) How we store and protect information

We use appropriate technical and organisational measures to protect personal information, including: - Access controls (only authorised staff can access sensitive data) - Secure accounts and devices - Careful handling of medical and safeguarding information

If you contact us via WhatsApp or social media, please note that those platforms also process your data under their own privacy policies.

9) How long we keep information

We keep personal information only for as long as necessary for the purposes described above.

Typical retention periods may include: - Booking and attendance records: kept for operational and safeguarding purposes - Payment records: kept as required for accounting and tax - Safeguarding records: kept for as long as necessary and in line with safeguarding guidance - Marketing lists: kept until you unsubscribe or ask us to remove you

If you want more detail, contact us and we’ll explain what applies to your situation.

10) Cookies

Our website may use cookies and similar technologies to help it work properly and to understand how visitors use it.

You can control cookies through your browser settings. If you disable cookies, some parts of the website may not function as intended.

11) International transfers

We aim to keep personal information within the UK. Some service providers we use may process data outside the UK.

For example, platforms such as Mailchimp and Class4Kids may use sub-processors or infrastructure located outside the UK. Where this happens, we take steps to ensure appropriate safeguards are in place (such as UK GDPR-compliant transfer mechanisms).

12) Your rights

Under UK GDPR, you have rights including: - Access to your personal information - Correction of inaccurate information - Deletion of information (in some circumstances) - Restriction or objection to certain processing - Data portability (in some circumstances) - Withdraw consent (where we rely on consent)

To exercise your rights, contact us at info@allsidessportsclub.com.

13) Complaints

If you have a concern about how we use your information, please contact us first and we’ll do our best to resolve it.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

14) Marketing preferences

You can opt out of marketing messages at any time by: - Using the unsubscribe link (where provided) - Emailing us at info@allsidessportsclub.com

We will still send essential service messages (e.g., session changes) where needed.

15) Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be posted on our website.

Last updated: 13 April 2026