Privacy Policy

ULTIMATE PRO COACHING LTD

Effective date: 15 August 2026 Version 2.0 In short: We use personal information to provide safe, organised football coaching and related services. We do not sell personal information. Optional marketing and promotional media choices are kept separate from participation. 1. WHO WE ARE Ultimate Pro Coaching Ltd, company number 17027909, trading as Ultimate Pro, is the controller responsible for the personal information described in this Privacy Notice. “We”, “us” and “our” mean Ultimate Pro Coaching Ltd. Contact details: Email: info@ultimate-pro.co.uk Office: 01253 609902 Mobile: 07484 709532 Website: www.ultimateprocoaching.com 2. WHO THIS PRIVACY NOTICE COVERS This Privacy Notice applies to: • Players and children • Parents and guardians • Current and prospective customers • Website visitors • Event and programme attendees • Coaches, staff and contractors • Job applicants • Schools, clubs and other organisations • Anyone else who communicates or interacts with us Where a child is involved, we aim to explain relevant uses of their information in clear and age-appropriate language, as well as providing information to their parent or guardian. 3. PERSONAL INFORMATION WE COLLECT Depending on your relationship with Ultimate Pro, we may collect the following information: • Identity and contact details, including names, dates of birth, addresses, email addresses, telephone numbers and parent or guardian details. • Membership, booking and service details, including the selected programme, session history, attendance, availability, communications, preferences, fees, discounts and contract information. • Payment and accounting information, including payment status, transaction references and invoices. Full card details are normally handled securely by our payment provider rather than stored directly by us. • Health, medical, disability, allergy, injury, medication, emergency and additional-needs information where reasonably required to support safe participation. • Safeguarding, welfare, behaviour, accident, incident and complaint records. • Football development information, including coach observations, Individual Learning Plans, assessment scores, Speed Gate results, BlazePod results, VOON Board results, development reports, video analysis and progress records. • Photographs, video recordings, audio recordings and testimonials recorded during sessions or supplied to us. • Technical and website information, including IP addresses, device and browser information, cookie choices and information about how visitors interact with our website. • Recruitment and workforce information, including qualifications, references, right-to-work evidence, insurance information, availability and safeguarding checks where applicable. We normally receive personal information directly from you or from the player’s parent or guardian. We may also receive information from coaches, schools, football clubs, event partners, referees, payment providers, booking providers, emergency services, safeguarding organisations or publicly available sources where this is appropriate and lawful. 4. WHY WE USE PERSONAL INFORMATION AND OUR LAWFUL BASES Responding to enquiries, registration and service delivery We use personal information to: • Respond to enquiries • Register players • Take and manage bookings • Deliver coaching sessions • Manage memberships • Process and monitor payments • Provide customer service • Communicate about the selected service Our lawful basis is normally taking steps before entering a contract or performing our contract with you. Administration and protection of our services We use personal information for: • Session administration • Safety notices • Venue and timetable changes • Maintaining business records • Improving our services • Preventing fraud or misuse • Establishing, exercising or defending legal claims Our lawful basis may be our legitimate interests, compliance with a legal obligation or performance of our contract. Our legitimate interests include operating, improving and protecting a safe, effective and sustainable coaching business. Before relying on legitimate interests, we consider whether the use is necessary and proportionate and whether the individual’s rights override our interests. Safeguarding, medical information and emergencies We may use information for: • Safeguarding children • Responding to accidents and emergencies • Managing health conditions and allergies • Making reasonable coaching adjustments • Protecting the health and safety of players, coaches and other people Our lawful basis may include performance of a contract, compliance with a legal obligation, legitimate interests or protection of someone’s vital interests. Health information is special category personal data. Where required, we will also identify an appropriate special category condition. This will commonly be explicit consent. In a genuine emergency, vital interests or another lawful condition may apply. Performance testing and player development We may use personal information for: • Speed Gate testing • BlazePod testing • VOON Board testing • Football assessments • Coach observations • Individual Learning Plans • Development reports • Video analysis • Monitoring long-term player development Our lawful basis may be performance of our contract or legitimate interests where the activity is an integral part of the selected service. Where performance testing, reports or another activity is optional, we may ask for a separate consent choice. Promotional photographs, videos and testimonials We will normally rely on consent before using an identifiable child’s photograph, video or testimonial for promotional purposes. Refusing or withdrawing promotional consent will not affect the child’s ordinary coaching place or the quality of the coaching they receive. Marketing communications We may send promotional messages by email, SMS, WhatsApp or another electronic messaging service where: • The recipient has given appropriate consent; or • The legal requirements for the existing-customer “soft opt-in” have been met. Where appropriate, our legitimate interests may support the related handling of information. Legal, tax and regulatory purposes We may use and retain information where necessary for: • Tax and accounting • Insurance • Legal compliance • Safeguarding requirements • Regulatory enquiries • Complaints and disputes • Establishing, exercising or defending legal claims Our lawful basis may be compliance with a legal obligation, our legitimate interests or the establishment, exercise or defence of legal claims. 5. CHILDREN, CONSENT AND PARENTAL RESPONSIBILITY Children have their own data-protection rights. We take account of the child’s: • Age • Maturity • Understanding • Best interests • The nature and sensitivity of the decision being made We may ask a parent or guardian to make or confirm choices on behalf of a child. However, an older child’s views, understanding and legal rights may also need to be considered. A person providing parental permission confirms that they have parental responsibility or appropriate authority to make the relevant decision. Acknowledging that this Privacy Notice has been received does not amount to consent for every use of personal information. Where consent is legally required, we will request a separate, specific and informed choice. We may retain a minimal record of withdrawn consent or an objection to ensure that the individual’s preference continues to be respected. 6. HEALTH AND OTHER SENSITIVE INFORMATION Health information is special category personal data and receives additional legal protection. We only collect information that is reasonably necessary to: • Support safe participation • Make appropriate coaching adjustments • Respond to accidents or emergencies • Protect the welfare of the child • Meet safeguarding responsibilities Access to this information will be restricted to people who reasonably need it, such as an authorised coach, staff member or emergency responder. Where we rely on explicit consent, that consent may be withdrawn at any time. If necessary safety information cannot be processed, we will consider whether the relevant coaching service can still be provided safely. In some circumstances, we may be unable to provide a particular service or adjustment without the information reasonably required to protect the player or other people. 7. PHOTOGRAPHS, VIDEO AND SOCIAL MEDIA We will not use an identifiable child’s photograph or video for our promotional purposes without the relevant permission. Parents and guardians may be offered separate choices covering use on: • The Ultimate Pro website • Ultimate Pro social-media accounts • Printed promotional materials • Digital advertisements • Brochures, posters and other marketing materials We may record footage where it is reasonably required for an expressly selected coaching, development or video-analysis service. That footage will be handled according to the lawful basis explained when the service is selected. Promotional consent may be withdrawn for future use by contacting info@ultimate-pro.co.uk. Following a valid withdrawal, we will stop making new promotional use of the material and take reasonable steps regarding material under our control. However, withdrawal cannot always remove material that has already been: • Printed • Lawfully published • Distributed • Shared or copied by another person • Archived • Placed outside our reasonable control We will avoid identifying or tagging children with unnecessary personal information and will consider safeguarding risks before publishing material. 8. WHO WE SHARE PERSONAL INFORMATION WITH We only share personal information where it is reasonably necessary and lawful. Recipients may include: • Authorised Ultimate Pro coaches, staff members and contractors. • Parents, guardians and, where appropriate, the player. • Venues, schools, football clubs, competition organisers and event partners where necessary to provide the selected service. • Booking, coaching-management, payment, accounting, email, messaging, cloud-storage, website, automation and IT-support providers. • Providers used by Ultimate Pro from time to time may include CoachIQ, Calendly, Stripe, Xero, Google and Zapier. • Professional advisers, insurers, banks, auditors and debt-recovery providers. • A prospective purchaser, investor or reorganised business entity where the business is sold, transferred or restructured, subject to appropriate confidentiality and legal protections. • Police, emergency services, local authorities, safeguarding bodies, regulators, courts or other organisations where disclosure is necessary and lawful. Service providers acting on our behalf are required by contract or law to protect personal information and use it only for authorised purposes. Ultimate Pro Coaching Ltd does not sell personal information. 9. INTERNATIONAL TRANSFERS Some technology and service providers may store or access personal information outside the United Kingdom. Where UK data-protection law requires safeguards, we will use an appropriate legal transfer mechanism. This may include: • A UK adequacy regulation • The UK International Data Transfer Agreement • The UK Addendum to approved contractual clauses • Another lawful transfer safeguard You may contact us for further information about the safeguards relevant to your personal information. 10. HOW LONG WE KEEP PERSONAL INFORMATION We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. This may include retaining information for safety, safeguarding, insurance, taxation, accounting, contractual or legal-claims purposes. When deciding how long to retain information, we consider: • The child’s age • The type of record • The sensitivity of the information • The reason the information was collected • Whether an issue, complaint or claim remains open • Contractual and statutory limitation periods • Safeguarding requirements • Insurance requirements • Legal and regulatory obligations Our usual retention approach is as follows: General enquiries Unsuccessful general enquiries will normally be kept for up to 12 months after the last meaningful contact. Contracts, invoices and transactions Customer contracts, invoices and core transaction records will normally be retained for six years after the end of the relevant financial year or customer relationship where this is necessary for tax, accounting or legal-claims purposes. Booking, attendance, testing and development records Routine booking, attendance, performance-testing and player-development records will be reviewed when the service ends. They will be securely deleted or anonymised when they are no longer reasonably required for player development, service administration, safety, insurance or legal purposes. Accident, complaint and safeguarding records Accident, complaint, insurance and safeguarding records will be retained under a risk-based retention schedule. The relevant period will take account of the child’s age and any safeguarding, insurance, regulatory and legal requirements. Promotional photographs and videos Promotional photographs and videos will be reviewed periodically. Following a valid withdrawal of consent, we will stop making new use of the material, subject to the practical limitations explained in section 7. Marketing information Marketing contact details will be retained until: • Consent is withdrawn • The person objects • The information is no longer accurate or useful • We determine that it is no longer appropriate to continue marketing We may retain a minimal suppression record after an opt-out to ensure that no further marketing is sent to that person. 11. SECURITY We use proportionate organisational and technical measures designed to protect personal information. These measures may include: • Access controls • Password and account-security measures • Restricted access to sensitive information • Secure and approved service providers • Appropriate staff and coach guidance • Controlled information sharing • Secure backups where appropriate • Procedures for responding to suspected data incidents No electronic or physical system can be guaranteed as completely secure. However, we review relevant risks and improve our controls where reasonably required. 12. YOUR DATA-PROTECTION RIGHTS Depending on the circumstances, you may have the right to: • Be informed about how personal information is used. • Request access to personal information held about you or your child. • Request the correction of inaccurate or incomplete information. • Request the deletion of personal information. • Request that the use of personal information is restricted. • Object to certain uses of personal information. • Receive certain information in a portable format. • Withdraw consent where processing is based on consent. • Object to the use of personal information for direct marketing. • Not be subject to a decision based solely on automated processing where that decision produces legal or similarly significant effects. These rights are not all absolute. Legal exemptions and restrictions may apply depending on the circumstances. To exercise a data-protection right, contact: info@ultimate-pro.co.uk We may request information reasonably required to confirm the identity and authority of the person making the request. We normally respond to a valid request within one month. The law may permit additional time where a request is complex or where several requests have been made. Ultimate Pro does not currently make decisions based solely on automated processing that produce legal or similarly significant effects. 13. MARKETING PREFERENCES Service communications concerning the following are not normally promotional marketing: • Existing bookings • Payment administration • Safety information • Session or venue changes • Membership administration • Changes to the service • Important contractual information Marketing choices are optional and may be separated by communication method, including: • Email • SMS • WhatsApp You may unsubscribe, withdraw consent or object to marketing at any time by using the instructions provided in the message or by contacting info@ultimate-pro.co.uk. We may maintain a minimal suppression record to ensure that an opt-out continues to be respected. 14. COOKIES AND EXTERNAL SERVICES Our website may use cookies or similar technologies. Strictly necessary technologies may be used to provide core website functions and maintain security. Non-essential analytics or advertising technologies should only be used in accordance with applicable consent requirements. Our website should provide a separate cookie notice or cookie-settings facility explaining the current: • Cookies and similar technologies • Service providers • Purposes • Retention periods • Available user choices Our website and communications may contain links to third-party websites or social-media services. Ultimate Pro is not responsible for the privacy practices of independent third parties. Their use of personal information will be governed by their own privacy notices. 15. PERSONAL-DATA INCIDENTS We investigate suspected personal-data incidents and take proportionate steps to: • Contain the incident • Protect affected information • Reduce the risk of harm • Recover information where possible • Prevent the incident from happening again We will notify the Information Commissioner’s Office and affected individuals where notification is legally required. 16. COMPLAINTS Please contact Ultimate Pro first so that we have the opportunity to investigate and resolve your concern. Email: info@ultimate-pro.co.uk Office: 01253 609902 Mobile: 07484 709532 You also have the right to complain to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. Information Commissioner’s Office Website: www.ico.org.uk/make-a-complaint Telephone: 0303 123 1113 Your right to complain to the Information Commissioner’s Office is not affected by contacting Ultimate Pro first. 17. CHANGES TO THIS PRIVACY NOTICE We will review this Privacy Notice and may update it where our services, systems, providers or legal obligations change. The current version will be published on our website together with its effective date. Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected people before beginning the new use where legally required. 18. CONTACT DETAILS Ultimate Pro Coaching Ltd Company number: 17027909 Email: info@ultimate-pro.co.uk Office: 01253 609902 Mobile: 07484 709532 Website: www.ultimateprocoaching.com