Sporting Dreams – Privacy Policy
Effective Date: 5 October 2026
Sporting Dreams (“we”, “us”, or “our”) is committed to protecting and respecting the privacy of our participants, their parents or guardians, and school staff. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you engage our sports coaching services in schools, book holiday camps, or visit our website.
We act as a Data Controller when parents book directly with us, and a Data Processor when providing services on behalf of schools.
1. The Personal Data We Collect
We collect and process different types of personal information depending on whether you are a parent, school representative, or a child participating in our sessions:
- Parent/Guardian Data: Name, home address, email address, phone number, and emergency contact details.
- Child/Participant Data: Name, date of birth, school attended, and age.
- Special Category Data (Health & Medical): Information regarding allergies, medical conditions, disabilities, or specific behavioral needs. We only collect this with your explicit consent to ensure the safety and well-being of the children during coaching.
- School Contact Data: Teacher or staff names, school address, corporate email addresses, and phone numbers.
- Financial Data: Payment details processed securely via our third-party payment providers (we do not store raw credit/debit card details on our servers).
- Media: Photos or videos taken during sessions or holiday camps, only where parents have provided explicit written opt-in consent for marketing or promotional use.
2. Lawful Basis for Processing Data
Under the UK GDPR, we rely on the following legal bases to process your personal data:
- Performance of a Contract: To fulfill bookings for holiday camps or school coaching agreements.
- Legal Obligation: To comply with UK safeguarding laws, health and safety regulations, and tax requirements.
- Explicit Consent: For processing children’s medical data, sending marketing emails, or taking photos/videos.
- Legitimate Interests: To improve our services, manage business operations, and maintain communication with schools.
3. How We Use Your Information
We use the collected data to:
- Register children for coaching sessions and holiday camps.
- Ensure the safety, health, and medical needs of every child are managed appropriately during sessions.
- Coordinate directly with schools regarding curriculum or after-school clubs.
- Contact parents or emergency contacts in the event of an accident, illness, or venue change.
- Process secure payments and manage invoices.
- Send company updates or marketing offers, provided you have opted in.
4. How We Share Your Data
We do not sell your personal data. We only share information with trusted third parties under strict confidentiality agreements:
- Coaching Staff: Our vetted, DBS-checked coaches receive relevant medical and emergency contact lists strictly to ensure child safety during sessions.
- Schools: If we run sessions on behalf of a school, we may share attendance or behavior logs with school management.
- Service Providers: Third-party platforms that host our website, manage bookings, or process payments securely.
- Legal Bodies: If required to do so by law, or to protect the vital interests and safety of a child under UK safeguarding legislation.
5. Data Retention
We will only keep personal data for as long as necessary to fulfill the purposes we collected it for. By UK law, certain safeguarding records, accident logs, and financial transaction records must be retained for specific legal periods (e.g., financial records for 6 years; accident books until a child reaches adulthood). Secure destruction policies are enforced once these periods expire.
6. Your Legal Rights
Under UK data protection law, you have specific rights regarding your personal information:
- Right of Access: You can request a copy of the personal data we hold about you or your child.
- Right to Rectification: You can ask us to correct inaccurate or incomplete information.
- Right to Erasure (“Right to be Forgotten”): You can request that we delete your data, subject to legal retention overrides (such as safeguarding laws).
- Right to Restrict or Object to Processing: You can object to direct marketing or ask us to restrict how we use your data.
- Right to Withdraw Consent: Where processing is based on consent (e.g., marketing or photos), you can withdraw it at any time.
To exercise any of these rights, please email us using the contact details below.
7. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact us at:
Sporting Dreams
12 Coventry Road, Burbage, Leics, LE102HP
+447813175444