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Privacy Policy

Privacy Policy – Elite Skills & Fitness

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1. Purpose

Elite Skills & Fitness is committed to protecting and respecting the privacy, safety, and personal data of all children, parents/carers, staff, and partners. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with:

  • UK General Data Protection Regulation (UK GDPR)

  • Data Protection Act 2018

  • Safeguarding and Ofsted expectations for childcare providers

This policy applies to all services delivered by Elite Skills & Fitness including coaching sessions, clubs, camps, school provision, and Ofsted-registered childcare provision.

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2. Data Controller

Elite Skills & Fitness acts as the Data Controller for personal information collected.

We determine how and why personal data is processed and ensure it is handled lawfully and securely.

Contact:
Elite Skills & Fitness
Email: jack@eliteskillsandfitness.com
Telephone: 07530 062988
Website: eliteskillsandfitness.com

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3. The Information We Collect

We may collect and process the following personal information:

3.1 Child Information

  • Full name

  • Date of birth and age

  • School attended

  • Medical needs, allergies, additional needs, or disabilities

  • Emergency contacts

  • Safeguarding information where necessary

  • Attendance and behaviour records

3.2 Parent/Carer Information

  • Names

  • Contact details (phone, email, address)

  • Relationship to the child

  • Payment and billing information

  • Consents and permissions

3.3 Staff and Volunteer Information

  • Contact and identity information

  • DBS and suitability records

  • Employment and training information

3.4 Website & Digital Data

  • Booking information submitted online

  • IP address and browser data

  • Communication records

We only collect information necessary to deliver safe, effective, and compliant services.

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4. Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Contractual obligation (to deliver booked services)

  • Legal obligation (safeguarding, Ofsted, health & safety, insurance)

  • Vital interests (protecting a child’s welfare)

  • Legitimate interests (operational management and service improvement)

  • Consent (photography, marketing, certain communications)

Special category data (health, safeguarding) is processed only where necessary to protect children and meet legal responsibilities.

5. How We Use Personal Information

We use personal data to:

  • Manage registrations and bookings

  • Deliver safe coaching and childcare provision

  • Safeguard children and young people

  • Respond to emergencies or medical needs

  • Communicate with parents/carers

  • Process payments and funding (including Tax-Free Childcare and vouchers)

  • Maintain attendance, safeguarding, and behaviour records

  • Train staff and maintain service quality

  • Meet Ofsted, insurance, and legal requirements

6. Safeguarding & Information Sharing

Safeguarding is our priority. We may share personal information without consent where:

  • A child is at risk of harm

  • Required by safeguarding law or statutory guidance

  • Requested by social care, police, LADO, or Ofsted

  • Required for child protection or welfare purposes

Information sharing will always be proportionate, necessary, and recorded.

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7. Photography & Media

We may take photographs or video recordings for:

  • Coaching development

  • Safeguarding and incident review

  • Promotional and marketing materials

Written consent will be obtained for identifiable marketing use. Parents may withdraw consent at any time.

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8. Storage & Security

We take data security seriously. Measures include:

  • Secure online booking systems

  • Password-protected digital files

  • Restricted staff access

  • Secure storage of paper records

  • Encrypted devices where appropriate

Personal data is only accessible to authorised personnel who require it for their role.

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9. Data Retention

We only keep personal data as long as necessary to:

  • Deliver services

  • Meet safeguarding and legal requirements

  • Satisfy insurance obligations

  • Resolve disputes

Safeguarding records may be retained for extended periods in line with statutory guidance.

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10. Your Rights

Under UK GDPR, individuals have the right to:

  • Access their personal data

  • Request correction of inaccurate data

  • Request deletion where appropriate

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO: www.ico.org.uk

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11. Third Parties

We may share data with trusted partners where necessary, including:

  • Schools and venues

  • Booking and payment providers

  • Tax-Free Childcare and voucher providers

  • Safeguarding authorities

  • Insurance providers

All third parties are expected to handle data securely and lawfully.

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12. Online Safety

Any online systems used by Elite Skills & Fitness are selected to ensure:

  • Secure processing of payments

  • Encrypted data transmission

  • Compliance with data protection law

Parents are responsible for keeping login details secure.

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13. Data Breaches

Any data breach will be:

  • Assessed immediately

  • Recorded internally

  • Reported to the ICO where required

  • Communicated to affected individuals where necessary

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14. Policy Review

This Privacy Policy is reviewed regularly and updated in response to:

  • Legal changes

  • Operational developments

  • Safeguarding updates

  • Ofsted guidance

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15. Contact

For questions, concerns, or data requests, contact:

Email: jack@eliteskillsandfitness.com
Telephone: 07530 062988
Website: eliteskillsandfitness.com

Elite Skills & Fitness is committed to protecting the privacy, dignity, and safety of every child and family we work with.

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