Privacy Policy
At The PE Academy ("we," "our," or "us"), we are committed to protecting the privacy and personal data of both parents/guardians and the children who participate in our sports camps[cite: 1, 2]. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website and booking forms, in accordance with the General Data Protection Regulation (GDPR)[cite: 1, 2].
1. Important Information & Who We Are
For the purposes of the GDPR, we are the Data Controller responsible for your personal data[cite: 1, 2].
- Company Name: The PE Academy[cite: 1, 2]
- Email Address: office@thepeacademy.co.uk
If you have any questions about this Privacy Policy or how we handle your data, please contact us using the email details above[cite: 1, 2].
2. Children’s Data & Parental Consent
Protecting the privacy of children is of paramount importance to us[cite: 1, 2].
- Under the GDPR, children under the age of 13 (or up to 16, depending on your UK/EU country's specific laws) cannot legally provide their own consent for data processing[cite: 1, 2].
- The PE Academy only collects data about children directly from their parents or legal guardians. We do not knowingly collect personal data directly from children[cite: 1, 2].
- By completing our booking form, you confirm that you are the parent or legal guardian of the child being registered and explicitly consent to us processing their data for camp operations[cite: 1, 2].
3. The Data We Collect
Through our online booking forms, The PE Academy collects and processes the following categories of personal data[cite: 1, 2]:
A. Parent/Guardian Data
- Identity Data: First name, last name, relationship to the child[cite: 1, 2].
- Contact Data: Email address, phone number(s), billing address[cite: 1, 2].
B. Child’s Data
- Identity Data: First name, last name, date of birth/age, gender[cite: 1, 2].
- Special Category (Health) Data: Medical conditions, allergies, dietary requirements, and medication details. Note: We collect this strictly to ensure your child's safety and well-being during camp.[cite: 1, 2]
- Emergency Contact Data: Name and phone number of alternative emergency contacts[cite: 1, 2].
C. Technical & Usage Data
- Digital Data: IP address, browser type, and cookies tracking how you interact with our website to help us improve the experience[cite: 1, 2].
4. How and Why We Use Your Data (Legal Basis)
Under the GDPR, we must have a lawful basis to process your data. The PE Academy uses your data for the following reasons[cite: 1, 2]:
| Purpose / Activity | Type of Data | Lawful Basis for Processing |
|---|---|---|
| Processing bookings and managing registers | Parent & Child Identity, Contact | Performance of a Contract (To deliver the camp service you purchased)[cite: 1, 2]. |
| Ensuring child safety (Medical/Allergy logs) | Child's Health Data | Explicit Consent & Vital Interests (To protect your child's physical well-being)[cite: 1, 2]. |
| Emergency communication during camp | Parent & Emergency Contact details | Vital Interests or Legitimate Interests (To ensure safety in an urgent situation)[cite: 1, 2]. |
| Sending marketing emails about future camps | Parent Identity & Contact | Consent (You can opt-out at any time via the "unsubscribe" link)[cite: 1, 2]. |
5. How We Share Your Data
The PE Academy does not sell your personal data. We only share information with trusted third parties necessary to run our camps[cite: 1, 2]:
- Service Providers: Booking platforms, website hosting providers, and IT/cloud storage services[cite: 1, 2].
- Camp Staff/Coaches: Authorized coaches receive restricted access to attendance registers and critical medical/allergy notes strictly on a need-to-know basis for safety[cite: 1, 2].
- Legal Authorities: Only if required by law to comply with a legal obligation or safeguarding requirement[cite: 1, 2].
6. International Data Transfers
If we transfer your data outside the UK or European Economic Area (EEA) (for example, if our booking software uses US-based servers), we ensure it receives a similar degree of protection by ensuring at least one of the following safeguards is implemented[cite: 1, 2]:
- The country has been deemed to provide an adequate level of protection by the European Commission/UK Government[cite: 1, 2].
- We use specific Standard Contractual Clauses (SCCs) approved for use in the UK/EU which give personal data the same protection it has in Europe[cite: 1, 2].
7. Data Security & Retention
Security
The PE Academy has put in place appropriate security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed in an unauthorized way[cite: 1, 2]. Access to your child’s health and identity data is strictly limited to coaches and staff who require it to run the camp safely[cite: 1, 2].
Retention
We will only keep your personal data for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements[cite: 1, 2].
- Camp Attendance & Medical Logs: Retained for 3 years following the camp conclusion to comply with standard insurance and safeguarding liabilities[cite: 1, 2].
8. Your Legal Rights
Under the GDPR, you have significant rights regarding your personal data (and your child’s data)[cite: 1, 2]. You have the right to:
- Access your data (request a copy of the information we hold)[cite: 1, 2].
- Rectify incorrect or incomplete data[cite: 1, 2].
- Erase your data (the "Right to be Forgotten"), subject to certain legal exceptions[cite: 1, 2].
- Restrict or Object to our processing of your data[cite: 1, 2].
- Data Portability (request a transfer of your data to another service)[cite: 1, 2].
- Withdraw Consent at any time where we rely on consent to process your data[cite: 1, 2].
To exercise any of these rights, please email us at office@thepeacademy.co.uk.