Privacy Policy

1. Introduction

JRM Football Coaching ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

By using our services or website, you consent to the collection and use of your information as described in this policy.

2. Information We Collect

We collect and process the following types of personal information:

2.1 Player Information

• Full name
• Date of birth
• Age
• Medical conditions, allergies, or special requirements
• Attendance records
• Performance feedback and coaching notes

2.2 Parent/Guardian Information

• Full name
• Email address
• Phone number
• Home address
• Emergency contact details

2.3 Booking and Payment Information

• Session type and dates
• Payment confirmation details
• Booking history

2.4 Website Usage Data

• IP address
• Browser type and version
• Pages visited and time spent on pages
• Referring website

3. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To provide coaching sessions, manage bookings, and communicate session details
• Safety and Welfare: To ensure the health and safety of participants, including emergency contact and medical information
• Communication: To send booking confirmations, session updates, cancellations, and important announcements
• Player Development: To track attendance, provide feedback, and monitor progress
• Marketing: To send promotional emails about our services, camps, and special offers (with your consent)
• Legal Compliance: To comply with legal obligations and protect our rights

4. Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

• Contractual Necessity: Processing is necessary to fulfill our contract with you (providing coaching services)
• Legitimate Interests: We have a legitimate interest in running our business, improving our services, and ensuring participant safety
• Consent: For marketing communications and photography, we rely on your explicit consent
• Legal Obligation: To comply with safeguarding and health & safety regulations

5. How We Share Your Information

We do not sell or rent your personal information to third parties. We may share your data with:

• Coaches and Staff: To deliver coaching services and ensure participant safety
• Emergency Services: In the event of a medical emergency
• Social Media Platforms: If you interact with us on Facebook or Instagram, your interactions are subject to their privacy policies
• Email Marketing Services: We use email marketing platforms to send newsletters and promotional emails (only with your consent)
• Legal Authorities: If required by law or to protect our legal rights

We ensure that any third parties we work with comply with GDPR and have appropriate data protection measures in place.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Active Participants: Data is retained while you are actively using our services
• Inactive Accounts: Data is retained for up to 3 years after your last session for record-keeping and potential re-engagement
• Financial Records: Booking and payment records are retained for 7 years to comply with UK tax regulations
• Safeguarding Records: Retained in accordance with FA and UK safeguarding guidelines

After the retention period, your data will be securely deleted or anonymized.

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Request a copy of your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent for marketing or photography at any time

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

8. Data Security

We take the security of your personal information seriously. We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or misuse, including:

• Secure encrypted website (HTTPS)
• Password-protected coach portal
• Regular security updates and backups
• Access controls limiting who can view personal data
• Staff training on data protection

9. Cookies and Tracking

Our website uses essential cookies to ensure the site functions correctly. We do not use tracking or advertising cookies. By using our website, you consent to the use of essential cookies.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., Facebook, Instagram). We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any personal information.

11. Children's Privacy

Our services are primarily aimed at children and young people. We collect personal information about children only with parental/guardian consent. Parents/guardians have the right to access, update, or delete their child's information at any time.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with a revised "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or have concerns about how we handle your data, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority, if you believe we have not handled your data appropriately.