GT Sports Academy Privacy Policy
Last updated: 4 Oct 2026
1. Who we are
GT Sports Academy Ltd ("we", "us", "our") is the data controller for the personal information described in this policy. We are a sports coaching company registered in England and Wales, company number 14957515. We run coaching for children and young people, including in schools, holiday camps and academies, and family and inclusive programmes such as Family Fit and No Barriers.
Registered address: 6 Brockham Grange, Sherfield-On-Loddon, Hook, England, RG27 0FT
Our data lead handles all privacy questions and requests. Contact them at [email protected].
We are registered with the Information Commissioner's Office (ICO), registration number ZB720036.
2. What information we collect
Contact details: name, address, phone number and email address of parents, guardians, adult participants and emergency contacts.
Participant details: name, date of birth, school and school year, and sport preferences.
Health information: medical conditions, allergies, disabilities and medication needed for safe participation. This is special category data under UK GDPR.
Session records: attendance, coach notes on progress, and accident or incident reports.
Safeguarding records: concerns, and any referrals we make.
Payment details: billing information for sessions, camps, memberships and shop orders. Our payment provider processes card details; we never see or store full card numbers.
Photos and video: taken during sessions, events and competitions, only where consent has been given.
Website data: IP address, browser type, pages visited and session duration, collected through cookies (see section 10).
3. Where we get your information from
From you: when you book, register, contact us or buy from our shop.
From parents and guardians: about their child, and about emergency contacts they nominate.
From schools: when we deliver sport in a school, the school may give us pupil names, year groups and relevant medical or support needs. The school's own privacy notice also applies to that information.
From our coaches: attendance, progress notes, photos and incident reports created during sessions.
Automatically: website data collected through cookies, where you have agreed to them.
4. How we use your information
To enrol participants, run sessions and record attendance.
To keep participants safe, including responding to medical emergencies and recording accidents.
To meet our safeguarding responsibilities, and to share concerns with the relevant authorities where needed.
To tell parents, guardians and participants about bookings, timetable changes and programme updates.
To take payment for sessions, memberships, events and shop orders.
To promote our activities on our website and social media, using photos or video only where consent has been given.
To send news and offers about our programmes, where you have agreed to receive them.
To understand how our website is used and improve it, where you have accepted analytics cookies.
5. Our legal basis for using your information
UK GDPR requires a legal basis for each use of personal data. Ours are:
Contract: running bookings, sessions, payments and service messages.
Legal obligation: keeping financial records, and safeguarding where a specific legal duty applies.
Legitimate interests: safeguarding, accident records and keeping our programmes safe, and essential website cookies.
Consent: photos and video for promotion, marketing emails, and website analytics cookies.
Health information is special category data, so we also need an Article 9 condition:
Day-to-day medical, allergy and disability details: the explicit consent of the parent, guardian or adult participant.
Medical emergencies where consent cannot be given: vital interests.
Safeguarding concerns and referrals: safeguarding of children and individuals at risk (Data Protection Act 2018, Schedule 1, paragraph 18). We keep an Appropriate Policy Document for this, as the law requires.
Information you must give us. We need contact details, an emergency contact and relevant health information before someone can take part. Without it we cannot run sessions safely, so we cannot accept the booking. If you withdraw consent for health information, we may have to pause participation.
You can withdraw any consent at any time by emailing [email protected]. This does not affect anything we did before you withdrew it.
6. Children's information
Most of the people we coach are children, and we treat their information with particular care.
Bookings and consents for under-18s are made by a parent or guardian, not the child.
Our coaches do record some information about children directly during sessions, such as attendance, progress notes, incident reports and, with consent, photos.
A parent or guardian can ask to see, correct or delete their child's information at any time.
We never sell children's information or pass it to anyone else for their marketing.
We only use a child's photo or video in our own promotion where a parent or guardian has consented.
If you think we hold a child's information without the right consent, contact [email protected] straight away.
7. Who we share your information with
We do not sell personal information. These service providers process it on our behalf, under contracts that require them to protect it:
MagicBooking: bookings, registrations and session management.
Squarespace: website and online merchandise shop.
Stripe: card payments.
Google (Google Workspace): email, calendar, chat, documents and cloud file storage.
Cloudflare: website domain (DNS) and email security reporting.
We also share information with others where we need to:
Statutory safeguarding partners: local authority children's services, the Local Authority Designated Officer (LADO) and the police, where we have a safeguarding concern.
Schools: relevant attendance, progress or incident information when we deliver sport on a school's behalf.
Sports governing bodies: where needed for competition entry or coaching accreditation.
Emergency services: in a medical emergency.
8. Transfers outside the UK
Some of our providers are based in the United States, so your information may be processed there. Where we have a choice, we store data in the UK or Europe.
When information leaves the UK, it is protected by one of the safeguards UK law recognises:
the UK-US Data Bridge, for US providers certified under it;
UK adequacy regulations, for countries the UK has approved; or
the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
You can ask us for details of the safeguard used for any provider.
9. How long we keep your information
We keep information only as long as we need it, then delete or anonymise it.
Participant and contact details: 2 years after the participant's last session.
Health information: 12 months after the participant's last session, unless it forms part of an incident record.
Accident and incident records: for children, until they turn 21; for adults, 3 years after the incident.
Safeguarding records: until the child turns 25, or longer where statutory guidance requires.
Financial records: 6 years from the end of the financial year they relate to.
Photos and video: removed from our files and future use when consent is withdrawn. Past social media posts are taken down on request.
Marketing preferences: until you unsubscribe.
Website analytics: cookies expire as described in our cookie banner; we only use aggregated reports.
10. Cookies
Essential cookies make the website and shop work. They are always on.
Analytics cookies show us how the site is used. We only set them if you accept them in our cookie banner.
You can change your choice at any time through the cookie banner or your browser settings.
11. Your rights
Under UK GDPR you have the right to:
see a copy of the information we hold about you;
have inaccurate or incomplete information corrected;
have your information deleted, in some circumstances;
restrict how we use your information;
receive your information in a portable, machine-readable format;
object to uses based on legitimate interests, and to direct marketing at any time;
withdraw consent at any time, where we rely on it.
We do not make decisions about you by automated means or profiling.
To use any of these rights, email [email protected]. We will reply within one month. For complex requests we may extend this by up to two further months, and we will tell you why. There is no fee unless a request is clearly unfounded or excessive.
12. How we protect your information
We use technical and organisational measures appropriate to the sensitivity of the information we hold. These include restricted access, multi-factor authentication on our accounts, managed company devices, and encryption of data sent over the internet. Our staff and coaches are trained in their data protection and safeguarding responsibilities.
13. Complaints
If you are unhappy with how we have handled your information, please contact [email protected] first so we can try to put it right.
You can also complain to the Information Commissioner's Office:
Website: ico.org.uk/make-a-complaint
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
14. Changes to this policy
We update this policy when our practices or the law change, and change the date at the top when we do. If a change significantly affects how we use your information, we will tell you directly.