is registered at: Greetwell Place | Limekiln Way | Lincoln | LN2 4US (“the Company”).
Synergy Sports Coaching takes data privacy and GDPR regulations seriously. This statement of compliance explains who we are, the steps we have taken to be compliant, what information we hold about you and how we process this information.
1. WHO ARE WE?
Synergy Sports Coaching Limited, (Registered Company 09494333) is a physical education provider activating, stimulating and educating children in schools and the wider community throughout the UK, deliver P.E and enrichment programmes.
2. THE STEPS WE’VE TAKEN TO REACH COMPLIANCE
3. THE PERSONAL INFORMATION WE PROCESS
• What information we will hold on parents We collect your full name, email address, telephone number, child’s name, child’s DOB, child’s school year, any heath issues relating to each child and information regarding how they will be collected at the end of any services in which your child takes part.
• How we will use it We use the information collected to process your bookings and send you updates about your account under legitimate interest. Your children’s information is used to ensure your child is placed in the correct age group for clubs and camps and for health and safety aspects relating to our services.
If you have agreed to receive marketing, we will send you personalised emails/SMS communication with related information, offers and updates about our services under the legal basis of consent.
We do not share your information with any third parties.
• Our justication for holding this data We have a contractual need to keep information relating to billing, and we have informed consent from parents to send them marketing information. We may also need to get in touch with them in the event of an emergency relating to their child.
• With whom we may share parent’s data We will only share parent’s information with those parties who may need to see this, for example members of our staff to process their booking.
We occasionally have to share data with our carefully selected partners. We’ll always tell parents before sharing their data with a new third-party, or anonymise the data so it can’t be linked to them or their children.
• How long we’ll keep parental data We will retain data during the life of the relationship with the customer and then for three years thereafter. This includes contact details and payment information. Data referring to their children will be stripped back to non-data subject level (i.e. anonymised so it can’t be linked back to them or their children) for the purpose of impact reporting.
We reserve the right to delete customer’s marketing data from our system if parents no longer fulfil our sales criteria – i.e. if they have not made a purchase from us for the past three years or if the children they are booking courses for are now older than the age range we deliver to (4-12 years old). In these scenarios, we will retain the bare minimum of information on a Suppressed list held within Openplay, to ensure we do not contact the individual again once they have been removed from our email lists.
• What information we will hold on children When schools or parents sign their children up to our services, we collect the following information from them about their children: full name, DOB, school year and medical information. During our courses, we will also need to record attendance.
• How we will use this information We collect full names, DOB, school year and a record of their attainment against National Curriculum standards on our P.E and enrichment programmes for monitoring and reporting purposes. This means we can see how many children we have activated and what the overall impact on their attainment and health has been.
We have a safety need to record children’s attendance in our courses by taking registers, and keeping a record of their medical information in case of an emergency during a Premier session.
• Our justification for holding this data. We ask for school or parental consent when they sign their child up to our services to hold their full name, DOB, school year and a record of their performance on our courses and also their medical history.
We also have a contractual need to hold some of this information, like their name, school name and attainment. Keeping a record of their attendance and medical information is known as a ‘vital interest’ justification, as we need to know this to safeguard your child and is also required to comply with our legal obligations.
• Who we share children’s data with See Section 4 for information about where children’s data is stored in relation to servers, and web- based marketing systems we use to deliver emails.
We occasionally share data with partners such as Openplay. We’ll always inform parents before sharing their child’s data with a new third-party, or anonymise the data so it can’t be linked to their child.
• How long we’ll keep children’s data We will retain data during the life of the relationship with the customer and then for three years thereafter. Data referring to children after this time will be stripped back to non-data subject level (i.e. anonymised so it can’t be linked back to parents or their children) for the purpose of impact reporting.
• What information we will hold on schools We hold email addresses of teachers and headteachers (both named and generic addresses), the postal address & telephone number of school.
In some cases, we hold a record of pupil’s attainment against National Curriculum standards on our programmes for monitoring and reporting purposes. This means we can see how many children we have activated and what the overall impact on their attainment and health has been.
See Section 4 for information about where schools’ data is stored in relation to servers.
• How we will use this information We hold contact information (email addresses, postal addresses and phone numbers) for billing purposes. We also retain email addresses in order to contact schools with marketing information which we think will be of interest to them.
We have a contractual need to hold records of pupil’s attainment against National Curriculum standards and provide this to schools for reporting purposes.
• Our justification for holding this data We have a contractual need to retain email addresses, postal addresses and phone numbers in order to contact schools for billing purposes. We have a legitimate interest to contact schools who have or have not yet started working with Synergy Sports Coaching.
• Who we share your data with See Section 5 for information about where your data is stored in relation to servers, and web-based marketing systems we use to deliver emails.
• How long we’ll keep your data We have the right to retain data which is in the public domain, including school names, addresses, phone numbers and generic email addresses. We will retain pupil data for the lifetime of the school’s contract with us. If a school ends their contract with us, we will delete all pupil data for that school three months after the end of the current academic year.
4. WHERE THIS DATA IS HELD
CUSTOMER ONLINE ACCOUNTS
If you create an account through our website, your information is stored by Openplay, who are fully GDPR compliant. Data provided via the forms on our website is securely held and stored solely by Openplay and Mailchimp. Our server, is hosted by a company called Microsoft. The server Operating System is kept up to date via automatic security patches and all software used is still supported.
All our sites use HTTPS encryption to protect any sensitive data in transit from the server to the browser.
We shall process your details with your consent.
5. THE TECHNICAL AND ORGANISATIONAL SECURITY MEASURES WE HAVE IN PLACE TO PROTECT PERSONAL DATA
Occasionally we will need to share or transfer your data with our trusted third-party data processors. When we transfer data, we will securely encrypt it before transferring.
Where we use data processors outside of the EU we will only use those who can guarantee the safety of your information. We will transfer your information to our processors using our legitimate business interests.
With your consent, we will carry out a limited number of automated processes relating to your data. This may include automatically sending you information we think will be of interest to you based on what you’ve engaged with in the past or sending you reminder emails if we think you’ve forgotten to complete a purchase. You can opt out of automated processing at any time.
6. OUR THIRD-PARTY DATA PROCESSORS
We use several third-party organisations to process personal data on our behalf. These organisations have been selected in part due to their commitment to data security. All are GDPR-compliant. Those based in the USA are also EU-US Privacy Shield compliant
• Openplay • Mail Chimp • Microsoft • Google
7. OUR DATA RETENTION POLICY
We reserve the right to delete your data from our system if you no longer fulfil our sales criteria.
In these scenarios, we will retain the bare minimum of information (i.e. your email address) on a Suppressed list, to ensure we do not contact you again once you have been removed from our email lists.
We have the right to retain data which is in the public domain, including school names, addresses, phone numbers and generic email addresses.
We will retain pupil data for the lifetime of the school’s contract with us. If a school ends their contract with us, we will delete all pupil data for that school three months after the end of the current academic year.
8. DATA CONTROLLER
The data controller of this website is Synergy Sports Coaching Limited, company number 09494333.
Registered address & operating office:
Offices 31 & 32 Greetwell Place Limekiln Way Lincoln LN2 4US
9. DATA PROTECTION OFFICER
Our Data Protection Of cer’s contact information is:
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