PRIVACY POLICY

Rapid Football Academy

Effective date: 1 September 2026
Last updated: 1 September 2026

1. Introduction

Rapid Football Academy is committed to protecting the privacy and personal information of our players, parents, guardians, website visitors and customers.

We understand that many of our players are children and young people. Their safety, wellbeing and privacy are extremely important to us.

This Privacy Policy explains:

• What personal information we collect

• Why we collect it

• How we use it

• How we store and protect it

• Who we may share it with

• How long we keep it

• Your rights regarding your personal information

• How we handle children's and safeguarding information

We aim to handle all personal information responsibly and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Rapid Football Academy provides football coaching, player development programmes, training sessions, related coaching services.

For the purposes of UK data protection legislation, Rapid Football Academy is the organisation responsible for deciding how and why your personal information is used.

Data Controller: Rapid Football Academy

Email: inforapidfootball@gmail.com

Telephone: 0778505839

If you have any questions about this Privacy Policy or how we use personal information, please contact us using the details above.

3. Whose Information We Collect

We may collect personal information relating to:

• Players

• Children and young people participating in our programmes

• Parents

• Legal guardians

• Emergency contacts

• Website visitors

• Customers making bookings

• Individuals who contact Rapid Football Academy

Where a player is a child, we normally expect bookings and important communications to be completed through a parent or person with parental responsibility.

4. Information We May Collect

Depending on the services you use, we may collect the following information.

Player Information

This may include:

• Player's full name

• Date of birth

• Age

• Gender, where relevant and necessary for the service

• Football experience and development information

• Attendance information

• Coaching assessments and progress records

• Relevant football development goals

• Emergency contact details

• Information necessary to support safe participation

We only aim to collect information that is genuinely necessary for coaching, administration, safety or legal responsibilities.

Parent or Guardian Information

When a parent or guardian makes a booking, we may collect:

• Full name

• Email address

• Telephone number

• Relationship to the player

• Address, where necessary

• Booking and payment information

• Emergency contact information

We use this information to manage bookings, communicate about sessions and ensure that we can contact an appropriate adult when necessary.

Health and Medical Information

To help us provide a safe coaching environment, we may ask for relevant information about:

• Medical conditions

• Allergies

• Injuries

• Disabilities or additional support needs

• Medication relevant to participation

• Emergency medical information

Health information is particularly sensitive personal information.

We ask parents or guardians to provide only information that is relevant to the player's safe participation in football activities.

This information may be used to:

• Help coaches understand relevant safety requirements

• Respond appropriately in an emergency

• Make reasonable adjustments where appropriate

• Support the wellbeing and safe participation of the player

Access to sensitive information will be limited to authorised people who need it for legitimate coaching, safety or safeguarding purposes.

5. How We Collect Information

We may collect information when you:

• Complete an online booking form

• Register a player

• Purchase a coaching programme

• Contact us by email, telephone or social media

• Complete a medical or emergency information form

• Subscribe to updates or marketing communications

• Participate in a football session or programme

• Visit our website

• Provide information during communication with Rapid Football Academy

6. How We Use Your Information

We use personal information for the following purposes.

Managing Bookings

We may use information to:

• Process session bookings

• Confirm bookings

• Manage places and attendance

• Contact parents or guardians about sessions

• Process cancellations or changes

• Manage waiting lists

• Send booking confirmations and reminders

Delivering Football Coaching

We may use relevant information to:

• Organise coaching sessions

• Plan appropriate activities

• Monitor attendance

• Track player development

• Provide coaching feedback

• Support player progression

• Communicate relevant information to parents or guardians

Player Safety and Welfare

We may use information to:

• Identify relevant medical or safety requirements

• Contact emergency contacts

• Respond appropriately to injuries or emergencies

• Support safeguarding responsibilities

• Maintain a safe coaching environment

The safety and welfare of children and young people is a priority for Rapid Football Academy.

Communicating With Parents and Guardians

We may contact parents or guardians about:

• Bookings

• Session times and locations

• Changes or cancellations

• Player participation

• Safety information

• Important academy updates

• Payments

• Relevant coaching information

Improving Our Services

We may use limited information to:

• Understand attendance patterns

• Improve our programmes

• Review coaching services

• Resolve complaints

• Improve our website and customer experience

Where possible, we will use anonymised or aggregated information for this purpose.

7. Our Lawful Basis for Using Personal Information

UK data protection law requires us to have a valid reason for using personal information.

Depending on the circumstances, Rapid Football Academy may rely on the following lawful bases.

Contract

We may process parent or guardian information where it is necessary to:

• Manage a booking

• Provide a paid coaching service

• Process payments

• Communicate about services requested

Legitimate Interests

We may process certain information where it is necessary for our legitimate interests, provided that those interests do not override the rights and freedoms of the individual.

Examples may include:

• Managing and improving our coaching services

• Maintaining appropriate business records

• Communicating important operational information

• Managing attendance and session administration

• Maintaining the safety and security of our services

Where children's information is involved, we take particular care to protect their rights and interests.

Consent

We may ask for consent for specific activities, such as:

• Receiving optional marketing communications

• Certain photography or video activities

• Other optional uses of information

Where we rely on consent, you may withdraw it at any time. Withdrawal of consent will not normally affect processing that was lawful before consent was withdrawn.

Legal Obligations

We may process information where necessary to comply with applicable legal obligations.

Vital Interests

In exceptional emergency situations, we may use or share information where necessary to protect someone's life.

8. Children's Personal Information

Rapid Football Academy recognises that children and young people require particular protection when their personal information is collected and used.

We aim to:

• Collect only information necessary for the service, safety and administration

• Use information fairly and responsibly

• Avoid collecting unnecessary personal information

• Keep children's information secure

• Limit access to authorised individuals

• Communicate primarily with parents or guardians regarding bookings and important administrative matters

• Consider the best interests and welfare of the child when handling their information

We do not knowingly use children's personal information for inappropriate marketing or sell children's personal information to third parties.

9. Safeguarding and Child Protection

Rapid Football Academy is committed to safeguarding children and young people.

In certain circumstances, we may need to use or share relevant personal information to:

• Protect a child or young person

• Respond to safeguarding concerns

• Investigate concerns relating to welfare or safety

• Contact relevant safeguarding professionals or authorities

• Comply with legal or safeguarding responsibilities

We may share relevant information with appropriate organisations where this is necessary to protect a child or another individual.

Where there is a serious safeguarding concern, protecting the safety and welfare of the child may take priority over maintaining confidentiality.

We will only share information that is relevant and necessary for the particular circumstances, unless the law requires otherwise.

10. Sharing Your Information

We do not sell personal information.

We may share relevant information with trusted service providers where necessary to operate Rapid Football Academy.

These may include:

• Website providers

• Online booking system providers

• Payment processors

• Email and communication providers

• Cloud storage providers

• Professional advisers

• Insurance providers, where necessary

• Relevant safeguarding organisations or authorities

• Emergency services where necessary

Where third-party service providers process information on our behalf, we aim to use appropriate arrangements and safeguards to protect personal information.

We only share information where necessary for the purpose involved.

11. Online Bookings and Payments

When you make a booking through our website, we may collect information required to:

• Identify the booking

• Register the player

• Contact the parent or guardian

• Manage attendance

• Communicate about the session

• Process payment

Payments may be processed by a third-party payment provider.

Rapid Football Academy does not normally store full payment card details where payments are processed securely through an external payment provider.

The relevant payment provider may process personal information in accordance with its own Privacy Policy.

12. Photography and Video

Rapid Football Academy may occasionally take photographs or videos during coaching activities for purposes such as:

• Promoting Rapid Football Academy

• Website content

• Social media

• Marketing materials

• Recording coaching activities

Where photography or video involves children, we will follow our Photography and Video Policy and obtain any appropriate permissions before using identifiable images for optional promotional purposes.

Parents and guardians can contact us regarding questions or concerns about photography and video.

We will not knowingly use images of children in an inappropriate manner.

13. Marketing

We may occasionally send information about:

• New coaching programmes

• Holiday camps

• Football sessions

• Academy news

• Special events

• Relevant services

Where required, we will obtain appropriate consent before sending marketing communications.

You can unsubscribe from marketing communications at any time by:

• Clicking the unsubscribe link in an email, where available

• Contacting Rapid Football Academy directly

Important communications about an existing booking, safety, cancellations or services may still be sent where necessary.

14. Cookies and Website Technology

Our website may use cookies and similar technologies.

Cookies may help us:

• Ensure the website functions correctly

• Remember preferences

• Understand how visitors use our website

• Improve website performance

• Measure advertising performance, where applicable

Where required, we will ask for your consent before placing non-essential cookies on your device.

You can manage your cookie preferences through our Cookie Settings.

For further information, please see our Cookie Policy.

15. Facebook, Social Media and Advertising

Rapid Football Academy may use social media platforms, including Facebook and Instagram, to promote our services.

If we use advertising or website tracking technologies, these may collect limited information about website activity where you have provided the appropriate permissions.

We may use advertising tools to:

• Measure advertising performance

• Understand whether campaigns are effective

• Promote relevant Rapid Football Academy services

We do not use children's personal information to deliberately target advertising at children.

Parents and guardians should review the privacy settings and policies of social media platforms they use.

16. How We Keep Information Secure

We take appropriate steps to protect personal information from:

• Unauthorised access

• Loss

• Misuse

• Unauthorised disclosure

• Alteration

• Destruction

Security measures may include:

• Password protection

• Restricted access

• Secure systems

• Appropriate access controls

• Secure online service providers

• Regular review of the information we hold

Only authorised individuals should have access to personal information where access is necessary for their role.

However, no internet-based system can guarantee complete security. If we become aware of a personal data breach that creates a significant risk to individuals, we will take appropriate action in accordance with applicable law.

17. How Long We Keep Information

We will not keep personal information for longer than necessary.

The length of time we keep information depends on:

• Why the information was collected

• The nature of the information

• Legal requirements

• Accounting and tax requirements

• Insurance requirements

• Safeguarding responsibilities

• Whether there is an ongoing complaint, investigation or legal matter

Examples include:

Booking and customer records: retained for as long as reasonably necessary for administration, accounting and legal purposes.

Medical and safety information: reviewed regularly and retained only for as long as necessary for safe participation and relevant legal or safeguarding responsibilities.

Safeguarding information: retained in accordance with our safeguarding procedures and any applicable legal, regulatory or child protection requirements.

Marketing information: retained until you withdraw consent or unsubscribe, unless another lawful reason for retention applies.

When information is no longer required, we will securely delete, anonymise or otherwise dispose of it appropriately.

18. Your Data Protection Rights

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

Access Your Information

Request a copy of the personal information we hold about you.

Correct Information

Ask us to correct inaccurate or incomplete information.

Request Deletion

Ask us to delete personal information in certain circumstances.

Restrict Processing

Ask us to limit how we use personal information in certain situations.

Object

Object to certain types of processing.

Data Portability

Request certain information in a portable format where applicable.

Withdraw Consent

Withdraw consent where we rely on consent.

To exercise your rights, please contact:

Email: [INSERT EMAIL ADDRESS]

We may need to verify your identity before responding to certain requests.

19. Parents and Guardians

Where a player is a child, parents or individuals with parental responsibility may contact us regarding the personal information we hold about the child.

We may take reasonable steps to verify identity and parental responsibility before disclosing personal information.

Our priority will always be to handle children's information responsibly and with appropriate regard for their privacy, rights and welfare.

20. Complaints

If you have concerns about how Rapid Football Academy handles personal information, please contact us first so that we can try to resolve the issue.

Rapid Football Academy

Email: inforapidfootball@gmail.com

You also have the right to raise concerns with the UK Information Commissioner's Office (ICO), the UK's independent authority for data protection matters.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes to our services

• Changes to our booking systems

• Changes to legal requirements

• Improvements to our data protection practices

The latest version will always be available on our website.

We encourage parents, guardians and website users to review this Privacy Policy periodically.

22. Contact Us

If you have questions about this Privacy Policy or how Rapid Football Academy uses personal information, please contact us.

Rapid Football Academy

Email: [INSERT EMAIL ADDRESS] Telephone: [INSERT TELEPHONE NUMBER] Location:

OUR COMMITMENT

At Rapid Football Academy, protecting the safety, wellbeing and privacy of our players is an important part of everything we do.

We are committed to handling personal information responsibly while creating a safe, inclusive and positive environment where young players can develop both on and off the pitch.