Privacy Policy

Effective Date: 25/08/2025
Last Updated: 25/08/2025

SET Academy are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, book coaching sessions, or interact with us.

1. Information We Collect

We may collect the following types of personal information:

Contact Information: Name, address, email address, phone number.

Player Information: Age, date of birth, emergency contacts, relevant medical details (where necessary for participation).

Booking & Payment Information: Records of your course bookings, payment details (handled securely by third-party processors).

Communication: Emails, messages, or correspondence with SET Academy.

Website Usage Data: IP address, browser type, and cookies (see Section 8).

2. How We Use Your Information

We will only use your personal data when legally permitted. The most common uses are:

To process bookings and manage coaching sessions.

To contact you about course updates, cancellations, or important information.

To ensure player safety, including awareness of medical conditions.

To improve our services and website.

For safeguarding, legal, or regulatory obligations.

With your consent, to send updates about new courses, promotions, or events (you can opt out at any time).

3. Legal Basis for Processing

We process your personal data under the following lawful bases:

Contract: To fulfil bookings and coaching agreements.

Legal Obligation: To comply with safeguarding and health & safety requirements.

Consent: For optional communications (e.g. newsletters, promotional updates).

Legitimate Interests: To improve our services and ensure safe, effective coaching.

4. How We Share Your Information

We will never sell your personal information. We may share limited data only when necessary:

With coaches or staff directly involved in your sessions (e.g. medical details for emergency purposes).

With trusted third-party providers who process payments or manage bookings, under strict data protection agreements.

When required by law or safeguarding obligations.

5. Data Storage & Security

We use secure systems to store personal data.

Access is restricted to authorised staff only.

We regularly review and update our security measures.

Data is stored in the UK/EEA. If processed outside, equivalent protections are ensured.

6. Data Retention

Personal data is retained only as long as necessary to provide services, comply with legal obligations, and safeguard players.

Booking and payment records are typically retained for 6 years in line with accounting requirements.

Medical or emergency contact information is deleted when no longer required.

7. Your Rights (Under GDPR / UK GDPR)

You have the right to:

Access your personal data we hold.

Request correction of inaccurate information.

Request deletion of your data (where legally possible).

Restrict or object to processing of your data.

Withdraw consent for communications at any time.

Data portability (transfer of data where applicable).

Requests can be made by contacting us at:
📧 setacademycoaching@gmail.com

8. Cookies & Website Data

Our website may use cookies to improve functionality and user experience.

Cookies are small text files stored on your device.

You can disable cookies via your browser, but some website features may not function correctly.

9. Children’s Data

We only collect children’s data (e.g. age, medical details) where necessary for coaching, safeguarding, and participation.

Consent must be given by a parent or guardian when providing a child’s personal data.

10. Photography & Media

With consent, photos or videos may be taken during sessions for coaching or promotional use.

Consent can be withdrawn at any time by contacting us.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with a new effective date.

12. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact us:
📧 setacademycoaching@gmail.com

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK: www.ico.org.uk
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