Privacy Policy
How we look after your information, and your child’s, when you book with us, contact us or use our website.
1.Who we are
Jack’s Community Soccer School (“JCSS”, “we”, “us”) runs grassroots football coaching, Soccer Schools, events and development programmes for children and young people across Skegness, Wainfleet, Mablethorpe, Alford and the wider Lincolnshire area.
We’re the data controller for the personal information described in this policy, which means we decide how and why it’s used.
If you have any questions about this policy or your information, email jack@jcss.uk.
2.The information we collect
When you book a session, camp or event
- About you (parent or guardian): name, email address, phone number and billing address.
- About your child: name, age or date of birth, and the session they’re attending.
- Health and emergency information: any medical conditions, allergies or additional needs you tell us about, plus emergency contact details.
- Payment: payments are handled securely by our payment provider. We never see or store your full card details.
When you contact us
Your name, contact details and whatever you tell us in your message, whether that’s through our website form, email, WhatsApp, Facebook or Instagram.
When you apply for a job with us
Your application details, such as your CV, experience, qualifications and references, and, if you’re offered a role, the information we need for DBS and safeguarding checks.
Photos and videos
We take photos and videos at sessions and events, which may include your child. See section 5 for how we handle these.
When you use our website
Basic technical information such as your device, browser and the pages you visit, collected through cookies. See our Cookie Policy for the details.
3.How we use it and why
Under UK data protection law we need a lawful reason to use your information. Here’s what we use it for and the reason we rely on:
| What we use it for | Our lawful reason |
|---|---|
| Taking and managing bookings, taking payment, and letting you know about changes or cancellations to a session | To fulfil our contract with you |
| Keeping your child safe, including knowing about medical needs and contacting you or the emergency services if something happens | Your consent, and to protect your child’s vital interests in an emergency |
| Keeping financial records | Legal obligation |
| Replying to your messages and enquiries | Legitimate interests |
| Sending you news about upcoming sessions, camps and events | Your consent, which you can withdraw any time |
| Using photos and videos on our website and social media | Legitimate interests (you can opt out at any time) |
| Recruiting coaches and staff, including safeguarding checks | To take steps before entering a contract, and legal obligation |
| Keeping our website working and understanding how it’s used | Legitimate interests, and consent for non-essential cookies |
Health information is “special category” data, so we only collect what we need to keep your child safe, and we only share it with the coaches running their session.
4.Children’s information
Almost everyone who takes part in JCSS is under 18, so we take extra care with children’s information.
- Bookings must be made by a parent or guardian, who provides the information on the child’s behalf.
- We only collect what we need to run sessions safely.
- Coaches only see the information they need for the sessions they’re running.
- We never use a child’s information for marketing, and we never sell it.
5.Photos and videos
We love sharing what goes on at JCSS, so we sometimes take photos and videos at sessions and events and share them on our website, Facebook and Instagram.
- If you’d rather your child didn’t appear in photos or videos, just tell your coach or email jack@jcss.uk and we’ll make sure they don’t.
- We never publish a child’s full name alongside their photo.
- You can change your mind at any time. Just email jack@jcss.uk and we’ll stop using new photos of your child and remove existing ones from our website and social media where we can.
At some events we may use a professional event photographer. When that happens we’ll let you know in advance.
6.Who we share it with
We never sell your information. We only share it with trusted organisations that help us run JCSS, and only as much as they need:
- Our payment provider to process payments securely.
- Website hosting and booking system (Bluehost, WordPress and WooCommerce) to run our website and store bookings.
- Email and messaging services (including WhatsApp) to keep in touch with you.
- Our insurers and professional advisers where needed, for example if there’s an insurance claim.
- Emergency services or medical professionals if your child needs help.
- The police, local authority or other agencies where the law requires it or where we have a safeguarding concern.
Some of these providers may store information outside the UK. Where that happens, we make sure appropriate safeguards are in place, such as UK-approved contract terms.
7.How long we keep it
| Information | How long we keep it |
|---|---|
| Booking and payment records | 6 years, for tax and accounting purposes |
| Medical, allergy and emergency contact details | Up to 12 months after your child last attends |
| Accident and incident records | As long as needed for insurance and legal purposes |
| Safeguarding records | In line with national safeguarding guidance |
| Photos and videos | Until you ask us to remove them, or we no longer need them |
| Unsuccessful job applications | 6 months after the role is filled |
| Enquiries and messages | Up to 12 months |
When we no longer need information, we delete it securely.
8.Keeping it secure
We use sensible measures to protect your information, including secure (HTTPS) connections on our website, password-protected accounts, and limiting access to only the people who need it. No system is 100% secure, but if something ever went wrong that put your information at risk, we’d tell you and the ICO where the law requires it.
9.Your rights
You have the right to:
- Access the information we hold about you and your child
- Correct anything that’s wrong or incomplete
- Delete your information, where we don’t need to keep it
- Restrict or object to how we use it
- Move your information to another organisation (data portability)
- Withdraw consent or opt out at any time, for example for marketing emails or photos
To use any of these rights, email jack@jcss.uk. There’s no charge, and we’ll reply within one month.
10.Complaints
If you’re unhappy with how we’ve handled your information, please talk to us first and we’ll do our best to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.
11.Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.