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Privacy Policy

1. Introduction

Aslan Academies ("we", "our", "us") is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Aslan Academies provides extra-curricular sports and education provision to schools, parents, and pupils across the UK.

2. Data Controller

The Data Controller for the purposes of UK data protection law is:

Aslan Academies Ltd
[Registered Address]
[Company Number]
Email: [Insert Email Address]

3. What Information We Collect

We may collect and process the following information:

Information You Provide Directly

  • Parent/guardian name

  • Child’s name

  • Date of birth / school year

  • School attended

  • Contact details (email, phone number, address)

  • Medical information relevant to participation

  • Emergency contact details

  • Payment details (processed securely via third-party provider)

Information Collected Automatically

When visiting our website, we may collect:

  • IP address

  • Browser type and version

  • Pages visited

  • Time spent on pages

  • Referral source

This data helps us improve our website and services.

4. How We Use Your Information

We use personal data for the following purposes:

  • To administer bookings and registrations

  • To deliver extra-curricular sessions safely

  • To manage attendance registers

  • To respond to enquiries

  • To process payments

  • To communicate important updates about classes

  • To comply with safeguarding obligations

  • To meet legal and regulatory requirements

We only collect information that is necessary and relevant.

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Contract – to provide booked services

  • Legal obligation – safeguarding and health & safety

  • Legitimate interests – running and improving our services

  • Consent – for marketing communications and media use

You may withdraw consent at any time.

6. Medical & Safeguarding Information

Medical information is collected solely to ensure the safety and wellbeing of children during activities.

This information:

  • Is only accessed by authorised staff

  • Is stored securely

  • Is never shared unless required for safety or legal reasons

7. Sharing Your Data

We do not sell or rent your personal data.

We may share information with:

  • Schools where provision is delivered

  • Payment processors (e.g. Stripe, GoCardless, Wix Payments)

  • Professional advisors (accountants, legal advisors)

  • Regulatory authorities if legally required

All third parties are required to process data securely and in compliance with UK GDPR.

8. Data Storage & Security

We take appropriate security measures to protect your data, including:

  • Secure password-protected systems

  • Encrypted payment processing

  • Restricted staff access

  • Regular system reviews

Data is stored securely within the UK or EEA where possible.

9. Data Retention

We retain personal data only for as long as necessary:

  • Booking and registration data: up to 6 years for accounting purposes

  • Safeguarding records: in line with safeguarding guidance

  • Marketing consent: until withdrawn

After this period, data is securely deleted.

10. Photography & Video

We may take photographs or videos during sessions or events for promotional purposes.

  • We only use images where consent has been provided.

  • Parents may withdraw consent at any time.

  • Images are stored securely and used responsibly.

11. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion (where legally permitted)

  • Restrict processing

  • Object to processing

  • Data portability

  • Withdraw consent

To exercise any rights, please contact:
📧 [Insert Email Address]

12. Cookies

Our website may use cookies to:

  • Improve website functionality

  • Analyse website traffic

  • Enhance user experience

You can control cookie preferences through your browser settings.

13. Marketing Communications

We may send updates about:

  • New clubs

  • Term dates

  • Events

  • Holiday camps

You will only receive marketing communications if you have opted in.
You may unsubscribe at any time.

14. Third-Party Links

Our website may contain links to other websites.
We are not responsible for their privacy practices.

15. Complaints

If you are unhappy with how we handle your data, you may contact:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113

We encourage you to contact us first to resolve any concerns.

16. Changes to This Policy

We may update this Privacy Policy from time to time.
The latest version will always be available on our website.

Aslan Academies forms part of the Aslan Group. Data may be shared internally between Aslan group entities where necessary for operational, payroll, or administrative purposes, in compliance with UK GDPR.

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