Privacy Policy

Herts Sports Academy Ltd - Privacy Notice

This privacy notice explains what personal information we collect, why we collect it, how we use it, and your rights under UK data protection law.

Contact Details

Telephone: 07834561995

Email: admin@hertssportsacademy.co.uk

1. What Information We Collect and Why

We collect and use the following personal information for student education and welfare:

  • - Names and contact details for students/children
  • - Names and contact details for parents, guardians, carers
  • - Date of birth
  • - Next of kin and emergency contact information
  • - Dietary requirements (including religious, medical or preference-based)
  • - Payment details and transaction history
  • - SEND and additional support needs
  • - Attendance and absence information
  • - Health information (special category data)

We collect and use the following information for information updates or marketing:

  • - Names and contact details
  • - Records of consent

We collect and use the following information to comply with legal requirements:

  • - Safeguarding information
  • - Health information (special category data)

2. Lawful Bases and Your Rights

We rely on different lawful bases under the UK GDPR, including:

  • - Contract – to provide our services to you and your child
  • - Legal obligation – to meet safeguarding, health and safety, and other regulatory duties
  • - Legitimate interest – to support service delivery and communication
  • - Consent – for optional marketing communications and use of photography.

Your data protection rights include:

  • - The right to access your information
  • - The right to rectify inaccurate or incomplete data
  • - The right to erasure in certain circumstances
  • - The right to restrict or object to processing
  • - The right to data portability
  • - The right to withdraw consent at any time (where consent is the lawful basis)

To exercise your rights, please contact us using the details above. We aim to respond within one month.

3. Where We Get Personal Information From

We primarily collect information directly from parents, guardians or carers.

4. How Long We Keep Information

We keep personal data only as long as necessary for the purposes for which it was collected, typically up to 12 months after the last date of service. ClassForKids (Access UK Ltd), our booking platform provider, retains relevant information for up to 5 years to meet their legal and operational obligations. All data is securely deleted or anonymised once no longer needed.

5. Who We Share Information With

We may share personal data with:

  • - Parents or carers
  • - Relevant safeguarding bodies

Our data processors include:

Access UK Ltd (trading as ClassForKids) – EdTech platform based in the UK. They manage bookings, payments, registers, and communication on our behalf.

Stripe Payments Europe Ltd – FinTech provider based in Ireland. Stripe processes secure online payments through ClassForKids.

6. How to Complain

If you have any concerns about your personal data, please contact us first using the contact details above. If you’re not satisfied with our response, you can contact the Information Commissioner’s Office (ICO):

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline: 0303 123 1113

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