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Privacy Policy

Koora Academy is committed to safeguarding your privacy and handles personal information with the utmost care. This Privacy Notice outlines our procedures for collecting, using, and protecting the personal data we receive from you. We act as the data controller and take measures to secure your information, preventing unauthorised access or usage.

 

Types of Personal Data We Maintain:

Personal data refers to information that can identify an individual. We collect, use, store, and transfer certain personal data from our participants, their parents or guardians, and other Academy members.

You provide us with information when you register with the Academy, complete forms at events or online, or communicate with us through phone, email, or other channels. This information may include your name, date of birth, address, email address, phone number, gender, and emergency contact details. In certain cases, we may also request relevant health information, categorised as special category personal data, which is collected for purposes related to your health, well-being, welfare, and safeguarding. When we retain such data, it will be with the explicit consent of the participant or, if applicable, the participant's parent or guardian.

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Academy Information:

 

Purpose of Collecting Your Personal Data: 

We will solely use personal data for the specific purposes for which it was provided. We collect participants' and members' personal data to operate the academy, organise matches, administer memberships, and deliver the membership services you sign up for when registering with the academy. Our legal basis for processing your personal data is our contractual obligation to you as a participant or member, to provide the services you are registering for.

 

How We Use Your Personal Data: 

Outlined below is a list detailing how we intend to use your personal data.

  • Handling membership forms and processing payments or subscriptions.

  • Coordinating matches and disseminating match and club updates.

  • Transmitting information to coaches, managers, or officials to facilitate training sessions and event participation.

  • Sharing data with affiliated leagues, county associations, and competition organisers for event registrations.

  • Providing data to committee members for club activity updates, membership renewals, and social event invitations.

  • Collaborating with third-party service providers or facility operators.

  • Engaging in third-party services that benefit the club, participants, and members.

  • Disseminating anonymised data to funding partners as a requirement for grant funding, e.g., Local Authorities.

  • Publishing match results and league standings.

  • Distributing marketing materials such as newsletters and promotional offers from sponsors.

  • Assessing health-related risks to ensure participant well-being.

 

It's essential to note that we handle your personal data responsibly and only for the purposes for which it was provided. If you choose not to provide certain data necessary for fulfilling Academy responsibilities, we may not be able to honour or administer your membership.

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Data Retention:

We will retain your personal data for as long as it is necessary to fulfil the purposes for which it was collected, including the provision of coaching services, membership administration, and legal compliance. The specific retention periods may vary depending on the nature of the data and legal requirements. In general:

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  • Participant Information: We will retain your personal data for as long as you are an active participant in our coaching programs. After your participation ceases, we may retain your data for a period as required by law or for legitimate business purposes, such as record-keeping.

  • Health Information: Any special category personal data related to health, well-being, welfare, and safeguarding will be retained only for the duration of your participation. Afterwards, it may be kept for legal compliance or legitimate purposes.

  • Contact Information: We will retain your contact information to keep you informed about future coaching programs and events, but you can opt out at any time.

  • Financial Records: Financial data, including payment information, will be retained for accounting and tax purposes in accordance with applicable laws and regulations.

  • Data Sharing: We may share your personal data with the following parties for specific purposes:

  • Coaching Staff: Your information may be shared with our coaching staff to facilitate coaching sessions and ensure your safety and well-being during training.

  • Third-Party Service Providers: We may engage third-party service providers to assist with various aspects of our operations, such as managing our website, communication systems, or conducting background checks. These providers will have access to your data only as needed to perform their services.

  • Authorities: We may disclose your information to comply with legal obligations, respond to lawful requests from public authorities, or protect our rights, privacy, safety, or property.

 

We do not sell or rent your personal data to third parties for marketing purposes.

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Individuals' Rights: As an individual whose personal data we process, you have the following rights:

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  • Access: You can request access to the personal data we hold about you and information about how we process it.

  • Rectification: You have the right to request the correction of any inaccurate or incomplete personal data we hold about you.

  • Erasure: In certain circumstances, you can request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, or if you withdraw your consent and there is no other legal ground for processing it.

  • Restriction of Processing: You have the right to request the restriction of the processing of your personal data in certain situations, such as when you contest the accuracy of the data or the processing is unlawful.

  • Data Portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format and have the right to transmit it to another controller.

  • Objection: You can object to the processing of your personal data on grounds relating to your particular situation, unless we have compelling legitimate grounds for the processing.

  • Withdrawal of Consent: If we rely on your consent to process your personal data, you have the right to withdraw that consent at any time.

 

To exercise any of these rights or for inquiries about your personal data, please contact us at support@koora-academy.co.uk

Please note that while we strive to protect your personal data, no method of transmission over the internet or electronic storage is entirely secure, and we cannot guarantee its absolute security. We will promptly notify you of any data breaches that may affect your personal data.

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We may update this privacy policy notice from time to time and will inform you of an changes in how we handle your personal data

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