PRIVACY POLICY

Paragon Sports Coaching Ltd – Privacy Policy

Last Updated: August 2026

At Paragon Sports Coaching Ltd ("we," "us," or "our"), we are committed to protecting and respecting the privacy of our participants, parents, and website visitors. This Privacy Policy outlines how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Contact Information & Data Controller

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact our Data Protection Lead:

• Company Name: Paragon Sports Coaching Ltd

• Phone: 07455 691658

• Email: info@paragonfootballcoaching.co.uk

2. Information We Collect

We collect and process the following personal information:

• Participant Data: Full name, date of birth, age, school year, and essential medical information (e.g., allergies, injuries, disabilities, SEN support details).

• Parent / Guardian Data: Full name, contact phone numbers, email address, physical address, and emergency contact details.

• Payment Details: Billing addresses and bank transfer/payment references (processed securely; we do not store full credit card numbers).

• Media & Imagery: Photographs and video recordings taken during sessions or fixtures (collected strictly with prior written consent).

• Digital & Website Data: IP addresses, browser types, page visits, and cookie identifiers when navigating our site.

3. How We Collect Your Data

A. Registration & Google Forms

To facilitate bookings, collect participant details, and manage session logistics, we use Google Forms alongside direct booking portals. Information submitted via these forms (names, medical notes, emergency contacts) is stored securely on Google’s protected cloud servers and processed in accordance with Google’s enterprise security protocols.

B. Website Hosting & Analytics (Squarespace)

Our website is hosted on Squarespace. Squarespace uses cookies and tracking technologies to analyze traffic, optimize site performance, and ensure web security. This collects non-personal diagnostic data such as browser type, device info, and pages viewed.

4. How We Use Your Information & Legal Basis

We process your data under the following legal grounds under UK GDPR:

Purpose / ActivityType of DataLegal Basis (UK GDPR)Delivering Sessions & LogisticsParticipant & Parent Contact InfoContractual Obligation: Necessary to provide coaching services and process bookings.Participant Safety & First AidMedical Info & Emergency ContactsVital Interests & Legal Compliance: Ensuring safety, fulfilling safeguarding duties, and administering emergency care.Payment & Financial RecordsBilling Info & Transaction HistoryLegal Obligation: Maintaining business tax and accounting records.Marketing & Social MediaPhotos, Videos, & Promotional EmailsConsent: Explicit consent given during registration (can be withdrawn at any time).

5. Data Sharing & Third Parties

We respect your privacy and never sell or rent your personal data to third parties. We only share information with trusted third parties when strictly necessary to operate our business:

• Service Providers: Google (form collection & cloud storage), Squarespace (website hosting & analytics), and our accounting software.

• Safeguarding & Emergency Authorities: Medical emergency personnel, local authority child protection teams, or law enforcement if required by law or to protect a participant's welfare.

• Insurers: Professional advisers or insurers in the event of a legal claim or incident report.

6. Data Security & Retention

Security Measures:

We enforce strict technical and organizational safeguards to protect your data, including encrypted digital storage, password-protected admin systems, restricted staff access, and secure disposal of paper records.

Retention Periods:

• Participant & Contact Data: Retained for the duration of your involvement with our sessions, plus up to 1 year post-departure for administration and record-keeping.

• Financial & Invoicing Records: Retained for 6 years following the end of the tax year, as legally mandated by UK tax authorities (HMRC).

• Medical & Incident Reports: Retained in accordance with insurance requirements and child safeguarding guidelines.

• Media / Photos: Retained until consent is withdrawn or the promotional material is replaced.

7. Cookies & Browser Tracking

Cookies are small text files placed on your device to help websites run effectively. We use essential cookies to power our Squarespace site layout and analytical cookies to understand how visitors interact with our content.

• Managing Cookies: You can disable or delete cookies at any time through your web browser settings (e.g., Chrome, Safari, Edge). Please note that disabling cookies may affect certain interactive features on our site.

8. Your Individual Rights

Under UK data protection law, you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal information we hold about you or your child.

• Right to Rectification: Request that we update or correct inaccurate or incomplete details.

• Right to Erasure: Request the deletion of your personal data where there is no legal requirement for us to keep it.

• Right to Withdraw Consent: Opt out of marketing emails or media/photography usage at any time.

• Right to Data Portability: Request a copy of your data in a structured, machine-readable format.

To exercise any of these rights, please email us directly at info@paragonfootballcoaching.co.uk. We respond to all formal requests within one month.

9. Policy Updates

We reserve the right to modify this Privacy Policy as our business services or legal requirements evolve. Significant updates will be communicated via email or announced on our website.