PRIVACY POLICY

Paragon Sports Coaching Ltd is committed to protecting your personal data and ensuring transparency about how we collect, use and store it. This Privacy Policy explains how we handle the personal information of participants, parents and guardians in our football coaching sessions. We value your trust and are dedicated to maintaining transparency with all our clients.

Paragon Sports Coaching Ltd – Privacy Policy

Last Updated: August 2026

At Paragon Sports Coaching Ltd, 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:

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: Cardholder details, billing addresses, and transaction tokens processed securely via our payment processor, Stripe. (Note: Full debit/credit card numbers are processed directly by Stripe and are never stored on our servers).

  • Direct Communications: Messages, notes, and correspondence received via email, text message (SMS/WhatsApp), or phone.

  • 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. Direct Booking & Squarespace Forms: Information submitted via registration, booking, contact, or intake forms embedded directly on our Squarespace website.

  • B. Online Payments (Stripe): Payment information provided securely when purchasing sessions or subscriptions on our website.

  • C. Google Forms: Registration, feedback, session sign-up, and intake forms hosted via Google Workspace.

  • D. Direct Communications (Email & Text): Information, medical updates, or session inquiries provided to us directly via email, SMS, or WhatsApp.

  • E. Website Analytics (Squarespace & Stripe): Non-personal diagnostic data such as browser type, device information, and security/fraud prevention tokens generated when visiting or paying on our website.

4. How We Use Your Information & Legal Basis

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

  • Delivering Sessions & Logistics:

    • Type of Data: Participant & Parent Contact Info (collected via forms, email, or text).

    • Legal Basis: Contractual Obligation — Necessary to provide coaching services and process bookings.

  • Processing Payments & Subscriptions:

    • Type of Data: Payment Details & Billing Address (processed via Stripe).

    • Legal Basis: Contractual Obligation / Legal Obligation — Necessary to accept payments and prevent fraud.

  • Participant Safety & First Aid:

    • Type of Data: Medical Info & Emergency Contacts.

    • Legal Basis: Vital Interests & Legal Compliance — Ensuring safety, fulfilling safeguarding duties, and administering emergency care.

  • Payment & Financial Records:

    • Type of Data: Billing Info & Transaction History.

    • Legal Basis: Legal Obligation — Maintaining business tax and accounting records.

  • Direct Communication:

    • Type of Data: Email & Phone/Text Details.

    • Legal Basis: Contractual Obligation / Legitimate Interest — Communicating session updates, weather cancellations, and venue changes.

  • Marketing & Social Media:

    • Type of Data: Photos, Videos, & Promotional Emails.

    • Legal Basis: Consent — 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: Stripe (secure payment gateway and fraud detection), Google Workspace (form collection & cloud storage), Squarespace (website hosting, intake forms, & analytics), communications providers, 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: Payment data is processed in compliance with PCI-DSS standards via Stripe's encrypted systems. We enforce strict technical and organizational safeguards across all internal systems, including encrypted digital storage, password-protected admin systems and company devices, 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, secure Stripe payment processing, 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 essential cookies may affect payment processing and 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.