Purpose

This Privacy Policy explains how MoreThanSports Coaching collects, stores, uses, and protects personal information relating to children, parents/carers, staff, and visitors participating in our after-school clubs and holiday camps.

We are committed to handling all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information We Collect

We may collect the following information:

Children’s Information

• Full name
• Date of birth
• School attended
• Medical information and allergies
• Emergency contact details
• Additional support needs
• Attendance records
• Photos/videos (with consent)

Parent/Carer Information

• Names
• Contact numbers
• Email addresses
• Home addresses
• Payment details

Staff Information

• Contact details
• DBS information
• Qualifications and certificates
• Employment records
• Emergency contacts

How We Use Information

We use personal information to:

• Safely deliver coaching sessions, clubs, and camps
• Contact parents/carers in emergencies
• Manage bookings and payments
• Meet safeguarding responsibilities
• Monitor attendance
• Improve our services
• Comply with legal obligations

Lawful Basis for Processing

We process personal data under the following lawful bases:

• Consent
• Contractual obligation
• Legal obligation
• Vital interests (health and safety emergencies)
• Legitimate interests

Data Storage and Security

We will:

• Store information securely
• Limit access to authorised personnel only
• Use password-protected systems where possible
• Dispose of data securely when no longer required

Paper records will be kept in locked storage.

Sharing Information

We will only share personal information when:

• Required by law
• Necessary for safeguarding purposes
• Required in a medical emergency
• Working with schools or external agencies supporting the child

We will never sell personal data to third parties.

Photographs and Videos

Photos and videos may be taken for:

• Coaching analysis
• Promotional material
• Social media
• Website content

Parental consent will be obtained before using images publicly.

Data Retention

We retain data only as long as necessary for operational, safeguarding, legal, or insurance purposes.

Individual Rights

Individuals have the right to:

• Access their personal data
• Request corrections
• Request deletion where appropriate
• Withdraw consent
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Contact

For any questions regarding this policy, contact:

MoreThanSports Coaching
Email: hello@morethansports.co.uk
Phone 07480 626 420