Privacy & Data Policy

1. Who is responsible for your information?

For the purposes of UK data-protection law, the organisation responsible for deciding how and why personal information is used is WightTricks Academy (the 'data controller'). Data-protection enquiries can be sent to WightTricks using the contact details published on the Contact page.

2. Whose information we process

• Students and prospective students.
• Parents, guardians and account holders.
• Emergency contacts.
• Adults attending WightTricks classes, events or services.
• Staff, volunteers, contractors and applicants where relevant to academy operations.
• People who contact WightTricks, make enquiries, join waiting lists or attend events.

3. Information we may collect

Depending on the relationship with WightTricks, this may include:

• Names, dates of birth, age and contact details.
• Parent/guardian and emergency-contact details.
• Membership, class, booking, attendance and waiting-list information.
• Payment and transaction information. Where a third-party payment provider processes card details, WightTricks may receive transaction and account-status information rather than the full card details.
• Relevant medical conditions, allergies, injuries, medication, accessibility requirements or other information needed to support safe participation.
• Safeguarding information, welfare concerns, incident records and accident/first-aid information where necessary.
• Coaching notes, progression information, competition entries and achievement records.
• Messages, emails, enquiries, complaints and records of important communications.
• Photographs and video where WightTricks has an appropriate lawful basis and, where applicable, valid media consent.
• Website and technical information such as IP address, device/browser information and cookie data where the website uses these technologies.
• Any other information a person chooses to provide that is relevant to their relationship with WightTricks.

4. Why we use personal information

• Create and manage memberships, accounts, class places and bookings.
• Provide coaching services and organise students into appropriate classes or programmes.
• Manage attendance and replacement sessions.
• Take and reconcile payments and maintain financial/accounting records.
• Contact parents, guardians and members about classes, closures, timetable changes, account matters and other service information.
• Support safe coaching by understanding relevant medical, injury, allergy or medication information.
• Respond to accidents, emergencies and safeguarding concerns.
• Administer competitions, events, teams, performance pathways and academy achievements.
• Handle enquiries, complaints, disputes and customer-service matters.
• Improve WightTricks services, systems and academy operations.
• Protect students, staff, property, systems and the legitimate interests of the academy.
• Meet legal, regulatory, tax, accounting, insurance, safeguarding or law-enforcement requirements.
• Use optional promotional photographs/video where the separate media consent permits this.
• Send direct marketing where WightTricks has a lawful basis and complies with applicable electronic-marketing rules.

5. Our lawful bases

Data-protection law requires WightTricks to identify a lawful basis before using personal information. The basis depends on what information is being used and why.

Contract - where processing is necessary to enter into or perform the membership or service agreement, for example to manage a booked class, membership, account or payment.

Legal obligation - where the law requires it, including certain financial, tax, employment, safeguarding or regulatory records.

Legitimate interests - where reasonably necessary for legitimate academy or third-party interests and those interests are not overridden by the individual's rights. Where children are involved, their interests, rights and freedoms require particular protection.

Vital interests - in a genuine emergency, where necessary to protect someone's life or physical safety.

Consent - where we rely on consent, it must be a genuine choice and may be withdrawn for future processing at any time. Optional promotional media is handled through the separate Photography & Media Consent.

6. Health, medical & other sensitive information

Health information can be 'special category data' and receives additional protection under UK data-protection law. WightTricks will only collect and use health or similarly sensitive information where it is relevant and where both the required general lawful basis and an additional special-category condition apply.

Depending on the circumstances, this may include explicit consent for particular optional uses, protection of vital interests in an emergency, or another condition available under UK law for safeguarding or other necessary processing.

7. Children's information

Many WightTricks students are children. Children's personal information requires particular care. WightTricks will aim to collect only the information reasonably needed, explain its use clearly, avoid unnecessary disclosure and give appropriate weight to the child's own privacy rights as their age and understanding develop.

Where consent is the relevant lawful basis, WightTricks will consider who is capable of giving valid consent in the circumstances and obtain parental responsibility consent where the law requires it.

8. Who we may share information with

Where reasonably necessary and lawful, information may be shared with:

• Website, membership, booking, communications and administration software providers acting for WightTricks.
• Payment processors, banks and financial service providers.
• Accountants, payroll providers, insurers, professional advisers and other business-support providers.
• Competition organisers, event organisers or governing/event bodies where information is required for a student's participation.
• Emergency services and medical professionals where necessary.
• Safeguarding professionals, local authorities, police or other appropriate bodies where sharing is necessary to protect a child or another person.
• Government departments, regulators, courts or law-enforcement bodies where required by law or a valid legal process.
• Other service providers where necessary to operate WightTricks and appropriate data-protection safeguards are in place.

WightTricks does not sell children's personal information to third parties for their own unrelated commercial marketing.

9. Safeguarding & information sharing

Protecting a child may sometimes require WightTricks to share relevant information without seeking consent first. Data-protection law does not prevent appropriate information sharing for safeguarding where there is a valid lawful basis. WightTricks will aim to share only information that is relevant and necessary for the safeguarding purpose.

10. International transfers

Some technology or service providers may store or process information outside the United Kingdom. Where personal information is transferred internationally, WightTricks will use providers and arrangements that provide an appropriate legal mechanism or safeguard for the transfer as required by UK data-protection law.

11. How long we keep information

WightTricks will not keep personal information for longer than is reasonably necessary for the purpose for which it was collected, including any legal, accounting, insurance, safeguarding or dispute-related requirements. Different categories of information need different retention periods, and information is not kept indefinitely simply because it might be useful in future.

12. Keeping information accurate & secure

Parents, guardians and members should tell WightTricks when important details change, particularly emergency contacts, medical information, medication and contact details.

WightTricks will take appropriate organisational and technical measures to reduce the risk of unauthorised access, loss, misuse, alteration or disclosure of personal information.

Access to personal information is limited to staff, volunteers, contractors and service providers who reasonably need it for their role or service.

13. Your data-protection rights

Depending on the circumstances, individuals may have rights including:

• The right to be informed about how personal information is used.
• The right to ask for access to personal information held about them.
• The right to ask for inaccurate or incomplete information to be corrected.
• The right to ask for personal information to be erased in certain circumstances.
• The right to ask for processing to be restricted in certain circumstances.
• The right to object to certain types of processing, including some processing based on legitimate interests.
• The right to data portability in certain circumstances.
• Rights relating to automated decision-making and profiling where applicable.
• The right to withdraw consent at any time where consent is the lawful basis.

These rights are not all absolute and can depend on the lawful basis and circumstances. WightTricks may need to verify identity before responding to a rights request.

14. Marketing

Operational communications needed to manage a membership or service are different from optional direct marketing. Where WightTricks sends electronic marketing, it will use an appropriate lawful basis and comply with the applicable rules on electronic communications. Everyone is given a straightforward way to opt out of future marketing.

15. Cookies & website technologies

The WightTricks website may use essential cookies and, depending on the final website setup, may use analytics, embedded content or other optional technologies. Any cookie notice will reflect the technologies actually installed on the website. Non-essential cookies or similar technologies are not treated as covered simply because a person has accepted these general privacy terms.

16. Complaints & questions

Questions about this policy or the use of personal information should first be sent to WightTricks using the contact details on the Contact page. Individuals also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data-protection regulator.

17. Changes to this policy

WightTricks may update this Privacy & Data Policy when its services, systems, providers or legal obligations change. The current version is published on the website. Where a change materially affects how personal information is used, WightTricks will take reasonable steps to bring the change to the attention of affected people.

18. In simple terms - for students

WightTricks keeps information about you so we know who you are, which classes you attend, how to contact your parent or guardian, and anything important we need to know to coach you safely. We should only use information when there is a proper reason, keep it safe, and avoid sharing more than is needed. If you are old enough to understand and you have a question about information we hold about you, you can ask us too.