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Privacy Policy

Ace of Base Tennis Privacy Policy 

Effective Date: [30.03.2026]

Last Updated: [30.03.2026]

 

1.Who We Are

Ace Of Base Tennis LTD is a tennis coaching organisation operating in the United Kingdom that provides coaching programmes for children, young people, and adults. We are committed to protecting the personal data and privacy of all our participants, particularly children.

We also follow safeguarding guidance and best practices promoted by the Lawn Tennis Association (LTA) to help ensure a safe environment for everyone involved in our programmes.

For any questions about this policy or your data, please get in touch with us:

📧 Email: [sonyaoltean@icloud.com]

📞 Phone: [+447495020691]

 

 

2. The Information We Collect

We may collect and process the following personal information about children and their parents/guardians:

For Children:

  • Full name

  • Date of birth & age

  • Contact details (if age-appropriate)

  • Medical information (e.g. allergies, injuries, special needs)

  • Emergency contact details

  • Attendance and performance records

  • Photos and/or videos (with explicit consent)

For Parents/Guardians:

  • Name and relationship to child

  • Email address and/or phone number

  • Emergency contact info

  • Consent forms and communication preferences

For Adult Players:

  • Full name

  • Date of birth & age

  • Contact details

  • Medical information (e.g. allergies, injuries, special needs)

  • Emergency contact details

  • Attendance and performance records

  • Photos and/or videos (with explicit consent)

For Coaches:

  • Accreditations, qualifications and training

  • Availability information

  • Disclosure and Barring Service ("DBS") information (criminal records checks), where applicable

For Volunteers:

  • Records of activity such as volunteer role(s), length of service

  • DBS information, where relevant

  • Availability information

 

3. How We Collect Personal Data

We may collect or receive personal information about you or your child in the following ways:

  • Directly from you, for example, when you complete a registration form, contact us by email or phone, or sign up for coaching sessions or events

  • Through our website, when you submit a booking request

  • From a parent or guardian, when registering a child for coaching sessions or camps

  • From third parties, such as school who may provide participant information when arranging tennis sessions or programmes

 

4. Why We Collect Personal Data

We collect personal data for the following purposes:

  • To deliver safe and effective tennis coaching

  • To manage session bookings, registers, and performance tracking

  • To safeguard the health and well-being of children

  • To communicate with parents and guardians

  • To respond in case of emergencies

  • To promote our club through photos/videos (only with consent)

 

5. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following legal bases:

  • Consent – for media use, communications, and storing certain types of personal data

  • Vital interests – to protect the child’s health in emergencies

  • Legal obligation – for safeguarding and health & safety compliance

  • Legitimate interests – to run and promote our tennis programmes effectively

For children under 13, consent is always obtained from a parent or legal guardian.

 

6. Sharing of Data

We do not sell or share personal data for marketing purposes.

We may share children’s data with:

  • Coaching staff (on a need-to-know basis)

  • Emergency services (if required)

  • Local authorities or safeguarding bodies (if required)

  • Promotional use (photos/videos) only with prior consent

We currently do not use third-party platforms such as ClubSpark, TeamUp, or others.

 

7. Media Use (Photos & Videos)

We may occasionally take photos or videos during coaching sessions, camps, or events to promote our club on our website, social media, or flyers. We will always:

  • Obtain written consent from parents/guardians before doing so

  • Clearly explain how the images may be used

  • Allow parents/guardians to withdraw consent at any time

 

8. Data Storage, Security, and Retention

We take data protection seriously and ensure your data is stored securely:

  • Only authorised staff can access personal data

  • Digital files are password-protected

  • Paper forms are stored in locked cabinets

  • We do not store data longer than necessary

Unless otherwise required, we hold personal data for as long as necessary to fulfil the purposes outlined above. Typical retention periods include:

  • Participant registration and contact details – retained while the individual participates in the programmes and for up to 6 years after a child leaves the club for administrative and legal purposes

  • Safeguarding records – may be retained for a longer period where required by safeguarding guidelines or legal obligations

  • Medical information – kept only for as long as necessary to ensure participant safety during activities

  • Media consent forms – kept until consent is withdrawn

After the relevant retention period, personal data will be securely deleted or destroyed

 

9. Your Rights (and Your Child’s Rights)

Under UK data protection law (UK GDPR), you and, where applicable, your child, have several rights regarding your personal data held by Ace of Base Tennis Club. You have the right to:

  • Request access to the personal data we hold about you or your child, and to receive a copy of that information in a commonly used electronic format

  • Ask us to correct or update any personal data that is inaccurate or incomplete

  • Request that we delete personal data (where lawful)

  • Ask us to limit or restrict how we use your personal data in certain circumstances

  • Withdraw consent at any time where we rely on your consent to process personal data (such as consent for photography or media use).

  • Submit a complaint to the UK data protection regulator, the Information Commissioner’s Office (ICO), if you are not satisfied with how your data has been handled:

​

👉

​

https://ico.org.uk/

 

📞

 

ICO Helpline: 0303 123 1113

 

10. If you do not provide personal data

Where we need personal information in order to provide our services (for example, registering for coaching sessions or camps), we may not be able to offer those services if the required information is not provided

 

11.Cookies

Our website uses cookies and similar technologies to help with site functionality, improve user experience, and analyse how visitors use the site. Cookies are small text files placed on your device when you visit a website. Some cookies are essential for the website to operate, while others help us understand how the website is used so we can improve our services. Because this website is built using the platform WIX, certain cookies may be automatically placed on your device by WIX or by third-party services integrated into the website.

 

Where required, we will request your consent for placing non-essential cookies on your device. You can also manage or disable cookies through your browser settings. For more information about how WIX uses cookies, please visit the WIX privacy and cookie policies.

 

12. Changes to This Policy

Ace of Base holds the right to update this Privacy Policy from time to time. The latest version will always be available on request or on our website (if applicable). If changes are made, we may notify you directly or post a notice on our website, so users are aware of any recent changes.

 

13. Contact Us

For any questions, access requests, or complaints, please contact:

Ace Of Base Tennis LTD

📧 [sonyaoltean@icloud.com] 📞 [+447495020691]

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