Privacy Policy
ACHIEVE SPORTS ACADEMY LTD
PRIVACY POLICY FOR PARENTS AND CARERS
Company Number: 16769001
Email: info@achievesportsacademy.co.uk
Last updated: September 2026
Achieve Sports Academy Ltd (“ASA”, “we”, “us” or “our”) takes the privacy and security of children, parents and carers seriously.
This Privacy Policy explains what personal information we collect, why we collect it, how we use it, who we may share it with, how long we keep it and the rights you have under UK data protection law.
This policy applies to personal information processed in connection with ASA activities booked or administered through ClassForKids and our associated services.
1. Who Is Responsible for Your Information?
Achieve Sports Academy Ltd is responsible for deciding how and why personal information covered by this policy is processed.
For all privacy and data protection enquiries, please contact:
Achieve Sports Academy Ltd
info@achievesportsacademy.co.uk
2. Whose Information Do We Process?
We may process personal information relating to:
children participating in ASA activities
parents and carers
emergency contacts
authorised persons collecting children
prospective customers who make enquiries
people who subscribe to ASA marketing communications.
Because our services are primarily provided to children, some of the information we process requires particular care and protection.
3. Information We May Collect About Children
Depending on the activity and information provided during registration or onboarding, we may collect:
child’s name
date of birth and/or age
school year or key stage
school attended where relevant
activity and booking information
attendance records
medical information
allergies
medication requirements
dietary information where relevant
disabilities
SEND and additional support information
communication or behavioural needs relevant to safe participation
emergency information
collection arrangements
authorised collectors
accident or incident information
safeguarding information where necessary
photography and video permissions
photographs and videos where the appropriate permission has been provided
other information a parent/carer provides that is reasonably necessary to support the child safely.
We aim to collect only information that is relevant and necessary for the purposes for which it is required.
4. Information We May Collect About Parents and Carers
We may collect:
name
email address
telephone number
relationship to the child
account and booking information
payment and transaction information
correspondence with ASA
cancellation and credit information
marketing preferences
emergency contact information
complaints or enquiries
other information voluntarily provided to ASA.
5. Special Category Information
Some information about children may be considered special category personal data under UK data protection law.
This may include information concerning a child’s health, disability or certain other particularly sensitive matters.
ASA only processes this type of information where there is an appropriate legal basis and condition for doing so.
For example, relevant medical, allergy or disability information may be necessary to protect a child’s health and welfare and enable ASA to provide activities safely and appropriately.
We treat this information with additional care and restrict access to those who genuinely need it.
6. How We Collect Information
Personal information may be collected:
when a parent/carer creates or uses a ClassForKids account
through ASA onboarding or child information forms
when an activity is booked
when a parent/carer contacts ASA
through attendance records
through communications with ASA
through our website
when a parent subscribes to marketing
when an accident, incident or safeguarding matter occurs
through relevant communications with a school or venue
when information is provided directly to an ASA coach.
Parents/carers are responsible for providing accurate information and keeping important information up to date.
7. Why ASA Uses Personal Information
ASA may use personal information to:
create and administer bookings
confirm eligibility for activities
manage payments
maintain attendance records
communicate with parents and carers
provide activities safely
understand relevant medical conditions and allergies
manage medication requirements
understand SEND, disability or additional support requirements
respond appropriately during emergencies
manage arrival and collection arrangements
safeguard children
provide appropriate first aid
record and manage accidents or incidents
manage behaviour and welfare concerns
administer ASA credits
respond to enquiries and complaints
operate and improve ASA services
maintain appropriate business and financial records
comply with legal, regulatory, safeguarding, insurance and accounting obligations
send marketing communications where permitted
use photographs or video where appropriate permission has been provided.
We will not use personal information for purposes that are incompatible with the reasons for which it was collected unless permitted or required by law.
8. Our Legal Bases for Processing
UK data protection law requires ASA to have a lawful basis for processing personal information.
Depending on the circumstances, ASA may rely upon:
Contract
Where processing is necessary to take steps relating to a booking or to provide an activity that has been booked.
Legal obligation
Where ASA needs to process information to comply with a legal requirement.
Legitimate interests
Where processing is reasonably necessary for ASA’s legitimate operational interests or those of another person, provided those interests do not override the rights and interests of the individual, particularly where children are involved.
Consent
Where we specifically ask for permission for a particular optional use, such as certain photography, video or marketing activities.
Vital interests
In exceptional circumstances, information may be processed where necessary to protect someone’s life or physical safety.
Where special category information is processed, ASA will also ensure that an appropriate additional condition for processing is available.
9. Children’s Medical, Allergy and Additional-Needs Information
Parents/carers must provide accurate information relevant to their child’s safe participation.
This may include information about:
allergies
medical conditions
medication
disability
SEND
additional support requirements
other circumstances relevant to the child’s safety and welfare.
This information may be made available to an ASA coach where the coach genuinely needs it to safely support that child.
Coaches should only have access to information relevant to the children and activities for which they are responsible.
10. Emergency Contacts
ASA collects emergency contact information so that an appropriate person can be contacted if a child becomes ill, is injured, remains uncollected or another urgent situation arises.
Parents/carers should ensure emergency contact details remain accurate and that the person named is appropriate to contact in an emergency.
11. ClassForKids
ASA uses ClassForKids to administer activities and bookings.
Information entered into ClassForKids may therefore be processed through that service in connection with bookings, customer accounts and activity administration.
ClassForKids operates its own systems and privacy arrangements.
Parents/carers should also review the privacy information provided through ClassForKids where appropriate.
12. Payment Processing and Stripe
ASA uses Stripe in connection with payment processing.
Payment information required to complete a transaction may therefore be processed by Stripe.
ASA does not need to directly store complete payment card details in order to administer ordinary Stripe transactions.
Stripe processes payment information in accordance with its own applicable privacy and security arrangements.
ASA may retain information about the transaction itself, such as the amount paid, booking, date, payment status and relevant transaction records.
13. Google Drive
ASA may use Google Drive to securely store or manage appropriate operational records.
Access to ASA folders containing children’s or families’ personal information will be restricted to authorised ASA personnel who genuinely require access for their role.
Access should follow a need-to-know principle.
ASA does not provide every coach or worker with unrestricted access to its complete customer information.
14. ASA Website
ASA operates a website which may process information when someone submits information or interacts with website functionality.
Where additional analytics, advertising or non-essential tracking technologies are introduced, ASA will ensure appropriate privacy and cookie arrangements are implemented as required.
15. Email
Email is ASA’s primary channel for formal communications involving:
cancellations
complaints
privacy requests
important medical information
formal booking matters
other information requiring a reliable written record.
Our contact email is:
info@achievesportsacademy.co.uk
Parents/carers should take reasonable care when sending sensitive information electronically.
16. WhatsApp
ASA may use WhatsApp for appropriate routine operational communications with parents/carers.
This may include straightforward enquiries, reminders or practical activity information.
Parents/carers should avoid sending detailed medical, SEND, safeguarding or other highly sensitive information through WhatsApp where email or another more appropriate method is available.
ASA may ask that a conversation is continued through email where the information involved is sensitive or requires a formal record.
17. Schools and Venues
Where reasonably necessary to operate an activity, ASA may share limited information with the relevant school or venue.
For example, this may include an attendance list so that the school and ASA can appropriately administer an after-school activity.
ASA does not routinely provide schools or venues with unrestricted access to children’s ClassForKids records.
Additional information will only be shared where there is an appropriate reason for doing so.
18. Safeguarding
Protecting children may sometimes require ASA to use or share personal information without first obtaining parental consent.
Where necessary or legally required, ASA may share relevant information with appropriate organisations or professionals, including:
local authority safeguarding services
children’s social care
police
emergency services
healthcare professionals
schools
other appropriate safeguarding bodies or professionals.
Information will only be shared where ASA considers this necessary and appropriate for safeguarding, emergency response, legal compliance or protection of a child or another person.
19. Photographs and Videos
ASA manages photography and video permissions separately through its onboarding arrangements.
Where the appropriate permission has been provided, ASA may use approved photographs or video for purposes including:
ASA’s website
promotional emails
digital marketing materials
printed flyers
posters
other ASA promotional materials consistent with the permission provided.
Agreeing to ASA’s general Terms & Conditions does not itself constitute photography or marketing-media consent.
20. Withdrawing Photography or Video Consent
A parent/carer may withdraw photography or video consent for future use by contacting:
info@achievesportsacademy.co.uk
ASA will process the request and stop future use covered by the withdrawn consent as soon as reasonably practicable.
Withdrawal does not make previous lawful use retrospectively unlawful.
It may also be impossible to retrieve or withdraw material that was legitimately printed, physically distributed or otherwise placed beyond ASA’s reasonable control before consent was withdrawn.
Where reasonably possible, ASA will stop making further use of the relevant material following withdrawal.
21. Marketing Communications
ASA may communicate with parents/carers about upcoming clubs, camps, activities, booking opportunities and other ASA services where permitted by applicable law.
ASA uses Mailchimp to assist with marketing email communications.
Marketing communications are separate from essential communications concerning an existing booking.
Parents/carers can unsubscribe from marketing emails at any time using the unsubscribe facility contained within the email or by contacting ASA.
Unsubscribing from marketing does not prevent ASA from sending necessary service communications concerning an existing booking, such as:
cancellation information
changes to a booked activity
collection information
important safety information
payment or booking administration.
22. Mailchimp
Where ASA uses Mailchimp to send marketing communications, relevant information such as a name, email address and marketing preference may be processed through Mailchimp.
Mailchimp operates its own systems and applicable privacy and security arrangements.
ASA will only use marketing information in accordance with applicable direct-marketing and data-protection requirements.
23. Service Providers
ASA may use trusted external providers to operate parts of its business.
These currently include services such as:
ClassForKids
Stripe
Google services, including Google Drive
Mailchimp
website hosting and associated technical services.
These providers may process information on ASA’s behalf or, depending on the service and circumstances, under their own legal responsibilities.
ASA seeks to use reputable providers and limits the information shared to what is reasonably necessary for the relevant service.
24. International Data Transfers
Some technology providers used by ASA may process or store information outside the United Kingdom.
Where UK personal information is transferred internationally, ASA will rely on the safeguards required under applicable UK data protection law.
These may include adequacy regulations, approved contractual safeguards or another legally permitted transfer mechanism.
25. AI Services
ASA does not use identifiable parent or child personal information with generative AI services such as ChatGPT, Claude or Gemini as part of the processing described in this policy.
If ASA’s practices materially change in the future, its privacy information will be reviewed and updated as appropriate.
26. Data Security
ASA takes reasonable organisational and technical steps to protect personal information against:
unauthorised access
inappropriate disclosure
accidental loss
destruction
alteration
misuse.
Access to children’s information is restricted according to operational need.
Personnel should only access information necessary for carrying out their responsibilities.
No electronic system can be guaranteed to be completely secure, but ASA seeks to use proportionate safeguards appropriate to the nature of the information it processes.
27. How Long We Keep Information
ASA does not retain every category of personal information for the same period.
Information is retained only for as long as reasonably necessary for the purpose for which it was collected and for any applicable legal, safeguarding, accounting, insurance or dispute-resolution requirements.
ASA periodically reviews the information it holds and should securely delete or anonymise information that is no longer required.
28. Parent and Child Account and Booking Records
Routine customer, booking and child-profile information will normally be retained while the family actively uses ASA services and for a reasonable period afterwards where required for administration, safeguarding, resolving queries or establishing the history of services provided.
Information that is no longer required will be deleted or anonymised in accordance with ASA’s retention arrangements.
29. Medical, Allergy and Additional-Needs Information
Current medical, allergy, medication and additional-needs information will be retained while it is necessary to safely provide activities to the child.
ASA will seek to remove or archive information when it is no longer operationally necessary, subject to any requirement to retain information as part of an accident, incident, safeguarding or legal record.
Parents/carers are responsible for keeping current information accurate.
30. Attendance Records
Attendance records may be retained for an appropriate period after an activity to support safeguarding, booking administration, enquiries, complaints and the establishment of what services were provided.
They will not be retained indefinitely without a continuing reason.
31. Financial and Accounting Records
ASA is a UK limited company and must retain certain financial and accounting records in accordance with applicable legal and tax requirements.
Relevant accounting and transaction records will generally be retained for at least six years from the end of the relevant company financial year, or longer where required by law or an ongoing matter.
This means that exercising a data-deletion right will not necessarily require ASA to delete financial records that it remains legally required to retain.
32. Safeguarding Records
Safeguarding and child-protection information will be retained separately and for a period appropriate to the nature of the concern and applicable safeguarding requirements.
Safeguarding records will not automatically be deleted simply because a child stops attending ASA.
ASA may need to retain such information for a longer period to protect children, demonstrate actions taken, cooperate with safeguarding authorities or meet legal requirements.
Access to safeguarding information will be particularly restricted.
33. Accident and Incident Records
Accident, injury and incident information may be retained for an appropriate period having regard to:
the nature of the incident
the age of the child
safeguarding considerations
insurance requirements
potential legal claims
statutory record-keeping obligations.
These records may therefore need to be kept for longer than routine booking information.
34. Complaints and Correspondence
ASA may retain complaints and important correspondence for an appropriate period after the matter is resolved.
This allows ASA to demonstrate how an issue was handled, identify repeated concerns and respond to subsequent disputes or enquiries.
Routine correspondence that no longer serves a purpose should not be retained indefinitely.
35. Marketing Information
ASA may retain sufficient information about a marketing preference to ensure that an unsubscribe request continues to be respected.
For example, ASA may need to retain an email address on a suppression list rather than completely deleting it, because otherwise that person could accidentally be added back to marketing communications later.
36. Photographs and Video
Photographs and videos will be retained only while ASA has an appropriate purpose and lawful basis for keeping and using them.
Where consent is withdrawn, ASA will stop future use as described in this policy and review continued retention of the relevant material.
37. Your Data Protection Rights
Depending on the circumstances, UK data protection law may give individuals rights including:
the right to be informed about how personal information is used
the right of access to personal information
the right to rectification of inaccurate or incomplete information
the right to erasure in applicable circumstances
the right to restrict processing in applicable circumstances
the right to data portability in applicable circumstances
the right to object to certain processing
rights relating to certain forms of automated decision-making
the right to withdraw consent where processing is based on consent.
These rights are not absolute and may depend upon the circumstances and ASA’s legal basis for processing the information.
38. Children’s Data Rights
Data protection rights belong to the individual whose information is being processed, including children.
Parents/carers will ordinarily exercise or assist with these rights on behalf of younger children where appropriate.
As a child develops sufficient understanding and maturity, their own rights and wishes may need to be taken into account.
ASA will consider the individual circumstances of a request involving a child’s personal information.
39. Accessing Your Information
You may ask ASA for a copy of personal information that ASA holds about you or your child where you are entitled to do so.
Requests should be sent to:
info@achievesportsacademy.co.uk
ASA may need to verify the identity and authority of the person making the request before releasing information, particularly where children’s information is involved.
40. Correcting Information
If information ASA holds is inaccurate or incomplete, please update the relevant account information where possible and/or contact:
info@achievesportsacademy.co.uk
Important changes affecting a child’s health, safety or participation should be communicated to ASA promptly.
41. Requesting Deletion
Parents/carers may request deletion of personal information by contacting:
info@achievesportsacademy.co.uk
The right to erasure is not absolute.
ASA will delete information that it no longer needs and which it has no lawful reason to retain.
However, ASA may need to retain particular records where necessary for reasons including:
legal obligations
safeguarding
accident or incident records
accounting and taxation
insurance
establishing, exercising or defending legal claims
maintaining an appropriate record of an important complaint or dispute.
Where information cannot be deleted, ASA will consider whether its use should instead be restricted.
42. Withdrawing Consent
Where ASA relies upon consent for a particular activity, that consent may be withdrawn.
Withdrawal will not affect the lawfulness of processing that took place before consent was withdrawn.
Withdrawal of optional marketing or photography consent will not prevent ASA from processing information where another lawful basis applies, for example where information is required to administer an existing booking or protect a child.
43. Complaints About Data Protection
If you have concerns about how ASA has handled personal information, please contact ASA first so that we have an opportunity to investigate:
info@achievesportsacademy.co.uk
You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Information about data protection rights and making a complaint is available through the ICO.
44. Changes to This Privacy Policy
ASA may update this Privacy Policy from time to time to reflect changes in:
ASA’s services
technology
service providers
legal requirements
regulatory guidance
data-processing practices.
Where a change is material, ASA will take reasonable steps to make the updated policy available to affected parents/carers.
The latest version made available through ASA’s booking arrangements will show the date it was last updated.
45. Contact ASA
For questions about this Privacy Policy, requests concerning personal information, withdrawal of consent or other data-protection matters, please contact:
Achieve Sports Academy Ltd
Company Number: 16769001
Email: info@achievesportsacademy.co.uk
Last updated: September 2026