Privacy Statement Henley

Privacy Statement for Coolsportz Henley

Adopted July 2023 Next Review: July 2025

The nature of Coolsportz work requires us to collect some personal details about our participants/legal guardian or parent. This statement sets out how Coolsportz will meet it’s obligations with all relevant data protection laws.

Contents

What information do we collect?

How will we use the information?

Looking after your information

Sharing your information with others

Your rights

Marketing

Other websites

Updates to our privacy policy

What information do we collect about you?

We collect information about you when you register as a participant or as a legal guardian/parent of a participant. This information may include personal information such as your name, date of birth, contact details (such as your phone number, email address), and any other personal information relating to you that you supply e.g. medical information relevant to the activity.

How will we use the information about you?

Personal information submitted to us will be used in several ways including; entering into a contract with us for attending activities and for relevant marketing purposes. For example:

to process your details when you register yourself or a child on one of our activities

to send you service updates for any online platform used for the activity

for marketing purposes (we will only send you marketing emails if you have opted in)

For coaches to use as part of an activity register

Looking after your information

Coolsportz will follow best practice procedures in the storage and disclosure of information in accordance with the relevant data protection laws. Our security procedures mean that we may request proof of identity before we are able to disclose information to you about yourself and we will not disclose your information to anyone not associated with Coolsportz activities.

Any online registration system used or emailing platform used by Coolsportz has been chosen as it will protect your personal information through a variety of secure systems – for example, through encryption and firewalls. Any adopted third-party service or system used for processing or storing your personal information is implemented only after assurance has been received that they are compliant with the relevant data protection laws including using industry standard security protocols.

If we receive your information in another format, Coolsportz will store this securely and will not disclose your information to anyone not associated with Coolsportz activities.

We will only retain your information for as long as it is necessary to provide you with the products and services you expect from us, unless the law permits or requires longer. You may at any point exercise your ‘right to be forgotten’.

Sharing your information with third parties

We will not share your information with third parties. Disclosure of your personal information for non-legal reasons to any other future third party, entity or service provider will only ever be performed with your consent.

Your rights

We want to make sure that your personal information is accurate and up-to-date. You can ask us to correct or remove information you think is inaccurate. In the first instance please discuss this with your usual contact, but if this is not possible you can use the contact details at the bottom of this section.

Your personal information should be limited to what has been described in this Privacy Policy and has been provided to us either by yourself or those that you have authorised to provide this information to us. You have the right to confirm this and request a copy of the information that we hold about you.

You may also exercise your ‘right to be forgotten’ if our retention is no longer necessary for the purposes for which it was collected.

If you would like to contact us in this regard, please email data@coolsportz.co.uk. We will endeavour to deal with requests in a timely manner.

Marketing

You may wish to hear from us about opportunities and future participation in our programmes which we believe may be of interest to you. We will not send you marketing emails if you have previously opted out, and any marketing emails that we do send will include a information on how to unsubscribe from future marketing emails.

Other Websites

Our website may contain links to other websites. This privacy statement only applies to Coolsportz, so when you follow a link to other websites we recommend you read their own privacy policies. Coolsportz are not responsible for any decisions you may make about sharing your personal information with other organisations once you leave our websites.

Updates to our privacy statement

We keep our privacy statement under regular review, and will communicate any updates with you directly. The date of the latest version will also be included at the top of this policy.

Please email data@coolsportz.co.uk with any data protection query or concern.