Privacy Policy

Privacy Policy for Valiant Sports & Fitness acts as a Data Controller for the purposes of GDPR. This policy sets out how we collect, use, and store any personal data. To process your booking or enquiry, we need to collect personal details about you and the children on your booking. Additionally, when you visit our website or interact with our ads, we collect information about those sessions for marketing purposes. By creating an account with us, you agree to us storing and processing this information as outlined below. You are responsible for ensuring you have obtained the agreement of all individuals on your account and booking to share their details with us. We respect and protect your privacy at all times. When Do We Collect Data? We collect personal data in the following circumstances: • When you register your details with us or make a booking to process your child’s attendance at our clubs. • Prior to sessions when we collect sensitive personal data about your children, such as medical conditions, allergies, or educational needs, to ensure appropriate care can be provided. • When completing forms during sessions or when you contact us with queries or complaints. • For monitoring and marketing purposes when you visit our website, click on our ads, enter a competition, follow us on social media, or sign up for email. What Data Do We Collect? Account Holder Details: • Name, address, date of birth, telephone numbers, email address, encrypted login password, security word, and payment details. • Records of interactions with us, such as queries, complaints, comments, and service reviews. • Work address and telephone number (if provided). • Social media usernames if you contact us through social platforms. Children’s Details: • Name, address, date of birth, medical, behavioural, or educational needs, school, registered GP, language. To ensure accuracy, we remind customers to update their details when logging into their accounts. Employees will also confirm customer details during telephone conversations. Website Data: Valiant Sports & Fitness Privacy Notice • Browser type, IP address, operating system, device details, pages visited, time spent on the site, and location information. • This statistical data does not identify individuals but helps us enhance the online experience for users. Our website uses cookies and may link to third-party websites. These include Google Analytics, Google Ads, Facebook, Instagram, and other platforms. Data from these sources may be used for personalising marketing communications. How Do We Use Your Data? Service Delivery: • To manage bookings, contact you about your booking, and ensure your child’s safety and wellbeing. • To comply with legal obligations and process payments securely. Marketing Communications: • To send updates about offers, news, and feedback requests if you opt in. • To administer competitions or surveys you have entered. • You may opt out of marketing communications at any time. Opting In/Out: • You control your preferences by logging into your account or contacting us at valiantsports@hotmail.com Third Parties: • Your payment is processed securely via our booking system, stripe. • At times, third parties may assist us with services such as email campaigns, data analysis, or profiling. Approved suppliers include stripe, Google Analytics, Facebook, Instagram, and other marketing platforms. We only share data with third parties when necessary and in a secure manner. Some third parties may process data outside the UK. How Do We Protect Data? Storage: • Data is stored securely in encrypted databases and password-protected systems. •  valiant Sports & Fitness Privacy Notice Passwords and Security: • Your account requires an email and secure password. Passwords should include letters, numbers, and symbols for maximum security. • A security word is required for phone or live chat queries to verify your identity. We recommend keeping your password and security word confidential. If you suspect unauthorised access to your account, notify us immediately. How Long Do We Keep Data? • Child Records: Kept for three years after the child turns 21, as required by safeguarding regulations. • Active Use: Data is used for marketing purposes for up to three years after your last booking or enquiry. • After this period, data is securely deleted or destroyed. What Is Our Legal Basis for Processing Data? We process data under the following lawful bases: • Consent: For marketing communications and sensitive child data. • Contract: To fulfil our agreement with you. • Legitimate Interest: To deliver services and improve our offerings in ways that do not infringe on your rights. Your Rights You have the right to: • Access, rectify, or erase your data. • Restrict or object to data processing. • Data portability. To exercise these rights, contact us: • Email: valiantsports@hotmail.com• Post: valiant Sports & Fitness 1 huxley court, rochester, ME11BJ - We may ask for identification to verify your request. If unsatisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO): • Website: www.ico.org.uk • Phone: 0303 123 1113 Valiant Sports & Fitness Privacy Notice Cookies This website uses cookies to personalise content, provide social media features, and analyse traffic. Some cookies are essential for the site’s operation, while others are used for analytics and marketing purposes. You can manage your cookie preferences at any time through the Cookie Declaration on our website. For details of our third-party partners and their privacy policies, refer to the Cookies section of this policy. Last Updated: November 2025 We reserve the right to update this policy to reflect changes in regulations or our operations. Thank you for trusting Valiant Sports & Fitness with your data. We are committed to providing a secure and transparent service for you and your children.

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Privacy and Data Policy for Valiant Sports & Fitness Introduction At Valiant Sports & Fitness, we are dedicated to protecting and respecting your privacy. This Privacy Policy details how we collect, use, and share your personal data when you engage with our services, which include our multi activity programmes, after-school club provisions, community clubs, work within schools, Sport consultancy and our specialised division, Valiant Sports & Fitness operating under pickleball weight loss leagues ltd, which supports children with Special Educational Needs and Disabilities (SEND). We are committed to complying with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. The safeguarding of children’s personal information is a priority for us, and we aim to be clear and transparent about how this data is collected, used, and managed. Who We Are Valiant Sports & Fitness is a company focused on providing physical education, sport programmes, personal training, clubs for children. For the purposes of this Privacy Policy, both Valiant Sports & Fitness and pickleball weight loss leagues ltd are referred to collectively as "we", "our", or "the Company". Contact Information If you have any questions or concerns regarding this Privacy Policy or how we handle your personal information, you can reach us using the following contact details: Email: valiantsports@hotmail.com Address: Valiant Sports & Fitness address 1 huxley court, Rochester , ME1 1BJ Telephone: 07857019406 Information We Collect We collect and process a variety of personal data depending on how you interact with us, whether as a parent, guardian, or child. This information is essential for the delivery of our services and ensuring the safety and wellbeing of children. For parents and guardians, we may collect: • Your name and contact details (address, phone number, email) • Payment information for service fees • Emergency contact details for use in urgent situations • Signed consent and permission forms that outline agreements for participation For children and participants, we may collect: Valiant Sports & Fitness Privacy and Data Policy • The child’s name and date of birth • The school attended • Health and medical information, including details of allergies, disabilities, or special needs, especially for SEND children enrolled in Valiant Sports & Fitness • Attendance records and participation details for specific programmes • Photographs and videos, but only with explicit consent from parents or guardians This information is gathered to ensure the safety, security, and individual needs of each child in our care. When Do We Collect Data? When you register your details with us or make a booking we will need to collect certain personal details in order to process your booking and make the necessary arrangements for your child. Prior to attending a Valiant Sports & Fitness event, we will also need to collect more sensitive personal data, specifically relating to the children on your bookings, such as medical conditions, allergies and educational needs in order to ensure we can provide the appropriate care for your child. You may need to complete forms which will require personal information relating to you or your child or if you contact us with a query/complaint. We will also collect data from you for monitoring and marketing purposes including when you visit our website, follow us through social media or sign up to email or text messages. How We Use Your Information We use the personal information we collect to provide our services effectively, ensure compliance with regulations, and maintain the safety and wellbeing of children. The data we process is essential for the following reasons: 1. Service Provision: We use the information to register children for sessions within our gym to manage bookings, and tailor activities to each child’s needs. For SEND children in Valiant Sports & Fitness, health and medical information is used to ensure appropriate care is provided. 2. Communication: We use contact information to provide updates, inform you of any changes to our services, and communicate in emergencies. This allows us to keep parents and guardians informed at all times about their child’s activities. Valiant Sports & Fitness Privacy and Data Policy 3. Health and Safety: We collect health-related data to ensure that appropriate measures are in place for any medical conditions or special needs. For example, staff may be informed of allergies or specific requirements on a need-to-know basis to safeguard children during their time with us. 4. Legal Compliance: We are required by law to collect and retain certain information to comply with child protection, safeguarding, and regulatory obligations. 5. Photographs and Videos: With your consent, we may capture images and videos of your child during activities for promotional purposes or internal newsletters. However, no such materials will be used without prior explicit permission. We will never use your personal data for purposes beyond those outlined in this policy unless we have obtained your explicit consent or are required to do so by law. Legal Basis for Processing We rely on different legal bases to process personal data, depending on the context: • Contractual Necessity: To provide services, such as registering your child in our programmes and facilitating communication with parents and guardians. • Legal Obligation: To comply with statutory requirements, including child protection laws and safeguarding regulations. • Consent: For the collection and use of photographs, videos, and sensitive personal data, especially concerning the health of SEND children. • Legitimate Interests: To manage the day-to-day operations of our services and improve service delivery, ensuring that we meet the needs of children and parents. Sharing Your Information Your personal data is shared only when absolutely necessary and always in a secure manner. We may share information with: • Service Providers: Third parties that support our administrative processes, such as payment processing companies, to ensure smooth service delivery. • Medical Professionals: In the case of an emergency, health-related information may be shared with medical personnel to provide the appropriate care for a child. • Regulatory Bodies: If required by law, we may need to share personal information with child protection or safeguarding authorities. Under no circumstances will we sell or trade your personal data to third parties. Valiant Sports & Fitness Privacy and Data Policy Security of Personal Data We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data. We will store your personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems. Only appropriate members of the company have access to secure data as required for the necessary running of the company. Data relating to enquiries that are sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology. You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. Data Retention We retain personal data only for as long as it is necessary to fulfil the purposes described in this Privacy Policy or to comply with legal obligations. The specific retention periods include: • Registration and attendance records: Kept for six years after a child has stopped attending our services. • Health and safety records: Retained for up to 25 years in the case of incidents or accidents. • Financial records: Stored for seven years for auditing and tax compliance. After these periods, we will securely destroy or anonymise the data. Third Party Websites Our website may include hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties. Your Rights As a data subject under the GDPR, you have a number of rights regarding your personal data, including: • Right to Access: You can request a copy of the personal information we hold about you or your child. • Right to Rectification: If you believe the data we hold is inaccurate or incomplete, you have the right to ask us to correct it. Valiant Sports & Fitness Privacy and Data Policy • Right to Erasure: In certain circumstances, you can request the deletion of your personal data, although some records may need to be retained for legal reasons. • Right to Restrict Processing: You can request that we restrict how we process your data in specific situations. • Right to Object: You have the right to object to the processing of your data in some cases, such as for direct marketing purposes. To exercise any of these rights, please contact us using the details provided in the Contact Information section above. We will respond to your request within one month. Data Security We take data security very seriously and have implemented appropriate measures to protect personal information from loss, unauthorised access, and misuse. These measures include the secure storage of paper records, encryption of digital data, and regular staff training on data protection and safeguarding practices. In the event of a data breach, we will follow all legal requirements, including notifying affected individuals and reporting the incident to the relevant regulatory authorities if necessary. Cookies and Website Usage When you use our website, we may collect anonymised data through the use of cookies. These are small text files that help us analyse how visitors use our website, allowing us to improve its functionality and user experience. You can manage your cookie preferences through your browser settings. Changes to This Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our services, data processing practices, or legal obligations. Any significant changes will be communicated to you directly, either via email or through other communication channels. We recommend that you review this Privacy Policy regularly to stay informed of how we handle your personal data. Contact Us If you have any questions or concerns about this Privacy Policy or the way we handle your personal data, please feel free to contact us using the details provided. Valiant Sports & Fitness Privacy and Data Policy If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk or by phone on 0303 123 1113. By using our services, you acknowledge and agree to the terms set out in this Privacy Policy. This Privacy Policy has been developed in accordance with UK GDPR and the Data Protection Act 2018, to provide clarity on how Valiant Sports & Fitness processes, stores, and protects personal data, particularly for children involved in our services.