This policy covers the collection and use of personal data collected by Fundamental sport Limited, as required by GDPR and UK Data Protection legislation.
Data Controller
The Data Controller is Zack Cullen and can be contacted by email – zack@curveballcoaching.co.uk
Types of Data Processed
The various types of data that we collect can be found in the appendices below.
Length of Time Data will be Stored
Data will be held for the minimum period required to fulfil the purpose or in accordance
with additional legislation (e.g. accounting records have to be retained for 7 years for HMRC
tax purposes)
Deletion of Data
Data which has fulfilled its purpose will be deleted, subject to other legislatory requirements
Data Storage
Electronic Data will remain subject to EU Data Protection regulations (GDPR) within the
UK/EU and will not be transferred to or stored on servers outside the UK/EU unless subject
to the Privacy Shield agreement with the US see here for details
https://www.privacyshield.gov. Paper storage of data will be held in lockable fireproof
storage units.
Complaint
Should you have a complaint in relation to the collection, storage and use of the data
collected from the website, you should contact the data controller. If you are unable to
resolve the issue, you may make a complaint to the Office of the Information commissioner
(ICO) via their website http://tinyurl.com/yc4cozv2
Right to access collected data
Where data has been collected, retained and stored you have the right to view the data held
about you. Please contact the Data Controller for details of the process.
Safeguarding data
The organisation will take all proportional steps to safeguard the data from unauthorised
access
Appendix 1 Customer Data – Class & Event Bookings
What data will be held?
If the customer has made a booking:
· The customer names
· An email address for the customer
· A mobile number for the customer
· Child’s name and age
· Child’s medical conditions or allergies
· Consent for photos/videos
· Value of services purchased
Any card details are processed by Stripe not our organisation
For what purpose is it held?
It is held for the purpose of holding a class register, contacting customers regarding the class
or event they have booked onto and processing payment details of bookings placed and
fulfilled. The age of the child is held so we can tailor learning to their age range and make
reference to the age related EYFS guidance. The child’s allergies are held so we can adapt
resources sessions to suit their needs.
Where will it be held?
Our bookings provider, Bookitin is used to process bookings for classes or events. This
system is held in the cloud on servers held in the UK/EU.
Exports of current term bookings are stored in secure excel documents on an anti-virus
protected computer.
Who will access this data?
People authorised to process the data for the purpose of processing a booking and
processing payment of the same will have access to this data.
This data may be shared with the marketing department if consent has been given for this
purpose.
This data may be made available to the tax accountant of the organisation in order to audit
and/or prepare statutory accounts and tax calculations for the organisation.
Government officials on government business conducting an audit or investigation may
have access to this data.
Basis of Processing this data
This data is processed to meet legal requirements
Appendix 2 Contacts
Contact data will have been provided by individuals verbally, by email, or obtained from our
website or social media accounts.
What Data is held?
· Name
· Mobile telephone number
· Email address
· Where is it stored?
It is stored:
· In Google contacts
· In Gmail
· In MailChimp
For what purpose is it held?
To contact you if you may be interested in any future services Fundamental sport Limited provides
As a record for us in terms of class registers and contacting you about the class or event
Who has access to this data?
Fundamental sport Limited
How is it kept safe?
All of this data is kept electronically except printed registers
All devices have relevant and appropriate security measures to prevent unauthorised access
Every newsletter sent out via Mailchimp will have the option to unsubscribe from the
mailing list or update your preferences.
Basis of Processing this data
This data is processed to meet legitimate interest
Appendix 3 Automated collection via the website
Google Analytics
Google analytics data will be shared with Google to collect anonymised data relating to visits
to the website, pages visited etc to inform us of the results of our marketing strategy in the
form of statistics
What data is tracked by Google Analytics?
· Page Information
· URL – the URL of the page the user is viewing
· Title – the title of the page the user is viewing
Browser Information
· Browser name – the browser the user is using
· Viewport or Viewing pane – the size of the browser window
· Screen resolution – the resolution of the user’s screen
· Java enabled – whether or not the user has Java enabled
· Flash version – what version of Flash the user is using
· User Information
· Location – this is derived from the IP address where the hit originated. The IP address itself
· is not available in GA as it is personally identifiable information (PII) which violates the terms
· of Google Analytics.
· Language – derived from the language settings of the browser
For further information on Google Analytics and its use of data, please use this link; ttp://tinyurl.com/mkrpbgv
Cookies
Why does this website use cookies?
A Web server has no memory so the hosted Web site you are visiting transfers a cookie file
of the browser on your computer’s hard disk so that the Web site can remember who you
are and your preferences. This message exchange allows the Web server to use this
information to present you with customized Web pages
What data does a cookie collect?
The session cookie is stored in temporary memory and is not retained after the browser is
closed. Session cookies do not collect information from your computer. They typically will
store information in the form of a session identification that does not personally identify the
user.
Basis of Processing this data
This data is processed to meet legitimate interest
Appendix 4 Photograph & Video footage from classes and events
What data will be held?
If consented to via the booking form, we will take photos and videos of your child during
classes and events.
Where is it stored?
Photos and videos are taken on a digital camera, tablet or smart phone and are deleted off
the device after every class once uploaded to Dropbox. These can only be accessed by the
class teacher and our marketing team.
For what purpose is it held?
If consented to, photos and videos are also shared on social media platforms such as
Facebook, Twitter, Instagram and our website for marketing purposes.
Who has access to this data?
The class teacher and Fundamental sport Limited Head office
How is it kept safe?
All of this data is kept electronically on Dropbox
All devices have relevant and appropriate security measures to prevent unauthorized access
Only consented photos and videos are uploaded to google drive and social media.
We don’t identify any children by name in photos
Basis of Processing this data
This data is processed to meet legal legitimate interest