This notice explains how J W Football Coaching collects, uses, stores and shares personal information about parents, guardians and children.

 

1. Who we are

J W Football Coaching is operated by James Walker as a sole trader. For the purposes of UK data protection law, James Walker trading as J W Football Coaching is the data controller for the personal information described in this notice.

Contact details:

Email: J.W.FootballCoaching@outlook.com

Area of operation: Birmingham, Sandwell, Dudley and surrounding areas

2. The information we may collect

The information collected depends on the service used and may include:

Parent or guardian details: name, telephone number, email address, home address and emergency contact information.

Child participant details: name, date of birth or age, school year, attendance, group allocation and relevant football or activity experience.

Health and support information: medical conditions, allergies, medication, disabilities, accessibility requirements and other information needed to support safe and inclusive participation.

Booking and payment information: session selections, subscription status, payment records and limited transaction information. Full card details are normally handled by the relevant payment provider rather than J W Football Coaching.

Communications: emails, contact-form messages, telephone or WhatsApp messages, feedback, complaints and enquiries.

Session records: attendance, progress notes where appropriate, accident or incident records and safeguarding information.

Photographs and videos: only where an appropriate parent or guardian permission process has been completed, or where another lawful basis clearly applies.

Website information: basic technical, security and usage information collected through Webador and any permitted cookies or embedded services.

3. How we collect information

Information may be collected directly from parents, guardians or participants through:

the J W Football Coaching website and its enquiry forms;

ClassForKids registrations, bookings and subscription records;

email, telephone, WhatsApp or social-media enquiries;

paper or electronic consent, medical, accident or incident forms; and

information provided during the delivery of coaching, PE, holiday or community programmes.

4. Why we use information and our lawful bases

Responding to enquiries and arranging bookings: to take steps at a parent or guardian’s request before entering into a service agreement, and to perform that agreement once a booking is made.

Delivering and administering services: to provide sessions, manage groups and attendance, communicate changes and administer payments. The lawful bases are contract and legitimate interests in running an organised coaching service.

Health, medical and accessibility information: to support safe and inclusive participation. This is normally processed with explicit consent. In a genuine emergency, vital interests may also apply.

Safeguarding, accidents and incidents: to protect children, respond to concerns and maintain appropriate records. The lawful bases may include legitimate interests, legal obligation and, where special-category information is involved, safeguarding of children and individuals at risk under applicable data protection law.

Financial and business records: to meet tax, accounting, insurance and other legal obligations.

Photographs, videos and promotional communications: normally based on specific consent, which can be withdrawn for future use at any time.

Website security and service improvement: for legitimate interests in maintaining a secure and effective website, with consent requested where legally required for non-essential cookies or similar technologies.

5. Children’s information

Most services are provided to children, so their privacy is taken particularly seriously. Information should normally be supplied by a parent or person with parental responsibility. Children will be given an age-appropriate explanation where information is collected directly from them.

Only information reasonably needed to deliver activities safely, inclusively and effectively will be collected. Medical, disability and support information is restricted to people who need it for the child’s participation and welfare.

6. Who information may be shared with

Information is not sold. It may be shared only where necessary and proportionate with:

Service providers: Webador, ClassForKids, email, communications, payment, file-storage and administrative providers supporting the operation of the business.

Authorised coaches: trusted coaches engaged to assist with selected sessions, who receive only the information needed to deliver the session safely and appropriately.

Professional and regulatory parties: accountants, insurers, legal advisers, governing bodies, local authorities, emergency services, the police or safeguarding agencies where required or permitted by law.

Venues and delivery partners: where information is needed to organise or safely deliver a particular activity.

7. J W Football Coaching and Maypole FC

J W Football Coaching and Maypole FC are separate organisations. A child’s information is not automatically transferred between them. Where a suitable pathway or team opportunity arises, relevant information will only be shared after the parent or guardian has been informed and where there is a valid reason and lawful basis to do so. Information may also be shared without consent where necessary to protect a child or comply with the law.

8. International transfers

Some technology providers may process information outside the United Kingdom. Where this occurs, J W Football Coaching will rely on the safeguards provided by the relevant service and required by UK data protection law, such as UK adequacy regulations or approved contractual safeguards.

9. How long information is kept

Information is retained only for as long as it is needed for the purpose for which it was collected, including any legal, insurance, tax or safeguarding requirements. As a general guide:

Unsuccessful enquiries: normally deleted within 12 months of the last meaningful contact.

Routine participant and attendance information: normally kept while the child attends and for up to three years afterwards, unless a longer period is required for insurance, legal or safeguarding reasons.

Financial and transaction records: normally kept for up to six years to meet accounting and tax requirements.

Accident, incident and safeguarding records: kept in accordance with applicable safeguarding, insurance, governing-body and legal retention requirements, which may require records concerning children to be retained for longer.

Photographs and videos: reviewed regularly and normally retained for up to two years after the child’s last participation, unless consent is withdrawn earlier or there is a justified reason to retain an existing published record.

Records are securely deleted or anonymised when they are no longer required.

10. Keeping information secure

Reasonable organisational and technical measures are used to protect personal information. These include limiting access to those who need the information, using password-protected accounts and devices, keeping sensitive records secure and avoiding unnecessary collection or duplication.

Parents and guardians should avoid sending unnecessary medical, financial or identification information through ordinary social-media messages.

11. Your data protection rights

Depending on the circumstances, individuals may have the right to:

ask for a copy of their personal information;

ask for inaccurate or incomplete information to be corrected;

ask for information to be deleted in certain circumstances;

ask for the use of information to be restricted;

object to particular uses of information;

receive or transfer information in a portable format where applicable; and

withdraw consent at any time where consent is the lawful basis. Withdrawal will not affect use that was lawful before consent was withdrawn.

Requests should be sent to J.W.FootballCoaching@outlook.com. Identity may need to be confirmed before a request is completed. A response will normally be provided within one month.

12. Marketing

Contact details will not be used for unrelated electronic marketing without the necessary permission. Parents and guardians can opt out of promotional messages at any time by using the unsubscribe option provided or contacting J W Football Coaching directly. Essential messages about an active booking or session may still be sent.

13. Cookies and external services

The website may use essential cookies needed for security and basic operation. External content or services may use additional cookies or similar technologies. Where consent is legally required, these should not be activated until the visitor has made a choice through the available cookie controls. Further information should be provided through the website’s cookie information or settings.

14. How to complain

Questions or concerns should first be raised with James Walker using the contact details in section 1 so that the matter can be investigated and, where possible, resolved.

If you remain dissatisfied, you can complain to the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

15. Changes to this notice

This notice will be reviewed at least annually and sooner if the services, booking systems, data uses or legal requirements change. The latest version will be published on the J W Football Coaching website with its effective date.