Privacy Policy

A legal disclaimer

1. Jones Badminton Academy privacy notice

This notice explains how we, Jones Badminton Academy (“JBA”, “we”, “our”, “us”) process your personal data when you use our services such as our website, app, content or otherwise engage with us online or offline – in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any question about your data protection rights or if you do not understand anything explained in this notice, please contact us by email to: contact@jonesbadmintonacademy.co.uk.

2. Who we are

Jones Badminton Academy is the trading name of Jones Badminton Academy Limited, registered in England and Wales, company number 16440057.

We are the “data controller” for the purposes of UK data protection law.

Email: contact@jonesbadmintonacademy.co.uk

Website: www.jonesbadmintonacademy.co.uk

3. Who does this privacy notice apply to?

This notice applies to:

Players participating in JBA sessions, events or classes (including children and young people).
- In line with UK GDPR Article 8, for children below 13 years, parental consent must be obtained in order to lawfully process a child’s personal data.
Parents, guardians or carers responsible for young players.
Our users who access our website, app, content, booking facility or other online service.
Our prospective members identified as such by us or our third parties.
Our members
Our suppliers and business partners
Our volunteers and job applicants
Our staff, contractors, coaches and other workforce
Anyone else who interacts with us, when you call, email or visit us or otherwise interact with us.

4. What data we collect

We may collect the following personal data/information for players, parents, guardians and carers:

Player name, date of birth, gender
Parent/guardian/carer name and contact details (phone, email address, address)
Pronoun preferences
Emergency contract/next of kin information
Competition history and achievements
Medical conditions, allergies, dietary requirements and/or additional needs information
Special Educational Needs and Disabilities (SEND) information
Session attendance and performance data, physical fitness data
Consent forms and safeguarding declarations
Photos/videos and other digital/print media (where consent is provided)
Communication preferences

We may collect the following personal data/information for coaches, staff, contractors, volunteers and other workers:

Full name, date of birth, contact details (email, phone number etc.)
Address
Proof of ID, right to work in the UK information
National Insurance number
Coaching, safeguarding and protecting children qualifications, DBS certificate/s and professional coaching insurance documents
Employment history
Education history
Payment details
Emergency contact information
Attendance and performance feedback
Photos/videos and other digital/print media (where consent is provided)
Communication preferences

5. Why we use your data (lawful basis)

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the Information Commissioner’s Office (ICO) website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website. See below a list of possible lawful bases which may constitute the use of your personal data:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Contract – the processing is necessary for a contract we have with you or because you have asked us to take specific steps prior to entering into a contract.

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Vital interests – collecting or using the information is needed to protect someone’s life and/or when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Public task – the processing is necessary for us to perform a task in the public interest or for our official functions and the task or function has a clear basis in law.

Legitimate interests – the processing is necessary for our legitimate interests of the legitimate interests of a third part, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

In some cases, we collect and use special category personal data (UK GDPR Article 9), such as medical information, emergency contact details and information relating to special educational needs or disabilities (SEND). The legal basis for processing this type of data is your explicit consent, or, where applicable, to protect your vital interests (for example, in the event of a medical emergency). In certain circumstances, we may also process special category data where it is necessary for reasons of substantial public interest, such as safeguarding children and vulnerable individuals, in line with the Data Protection Act 2018.

See below for the lawful bases for collecting and processing your personal information.

Our lawful bases for collecting or using personal information for student education and welfare are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – the processing is necessary for a contract we have with you or because you have asked us to take specific steps prior to entering into a contract.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Vital interests – collecting or using the information is needed to protect someone’s life and/or when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – the processing is necessary for a contract we have with you or because you have asked us to take specific steps prior to entering into a contract.

Our lawful bases for collecting or using personal information for recruitment purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – the processing is necessary for a contract we have with you or because you have asked us to take specific steps prior to entering into a contract.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Vital interests – collecting or using the information is needed to protect someone’s life and/or when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information Emergency contact are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

6. Your data protection rights

Right to be informed – you have the right to be informed about the collection and use of their personal data
Right of access – you have the right to access and receive a copy of your personal data and other supplementary information
Right to rectification – The UK GDPR includes a right for you (individuals) to have inaccurate personal data rectified or completed if it is incomplete
Right to erasure – The UK GDPR introduces a right for you to have your personal data erased
Right to restrict processing – You have the right to request the restriction or suppression of your personal data
Right to data portability – You have the right to obtain and reuse your personal data for your own purposes across different services
Right to object – You have the right to object to the processing of your personal data in certain circumstances
Right to lodge a complaint – You have the right to lodge a complaint with the ICO.

To exercise your right to make a data protection request, please contact us using the contact details at the top of this privacy notice. We may need to verify your identity before processing your request. We must respond to you without undue delay and in any case within one month from receipt of your request.

It is your right to withdraw consent for processing of your personal data at any time; this can be done by contacting us via the email address at the start of this privacy notice.

7. How we collect personal information

We may collect data directly from you, via regulatory authorities and/or via parents/carers/guardians.

We may collect data from you in various ways including but not limited to:

Online registration forms (via Google Workspace, Coacha, JustGo or other platforms).
Email or phone communications
Consent and medical forms
Safeguarding or training documents
Direct submission of personal information
Direct submission of CV’s or applications (for staff)
Platforms and third-party data processors

We use trusted third-party platforms to collect and manage personal data, including but not limited to:

Coacha – used for club management, membership records and session attendance
Google workspace – used for registration forms, feedback, safeguarding logs and other word processing
GoCardless – used for secure online payments
JustGo – for Badminton England membership registrations and insurance
Badminton England – for membership and club affiliation

The personal data entered into these platforms may include names, contact details, medical/emergency information, session attendance records, player progress and reporting and payment information.

These providers act as data processors on our behalf and are subject to data processing agreements and appropriate security safeguards. All platforms we use are GDPR compliant and store data on secure, encrypted servers. Where data is held outside the UK, this is protected by appropriate safeguards.

We regularly review our data processors for compliance and security and ensure they only use your data for the purposes outlined in this privacy notice.

8. How long we keep your data

We only keep personal data for as long as necessary for the purposes listed above or longer, as may be required by law or for legal claims. You may contact us for further details or request deletion of your personal data at any time.

Player, parent/guardian/carer, account holder general details and contact information – 2 years after account closure or last interaction unless required for safeguarding or other legal proceedings.
Medical and/or safeguarding records and files – retained for up to 6 years.
Coaches, staff and/or volunteers – retained for up to 6 years, in line with employment and/or safeguarding regulations.
Digital media (e.g. photos and videos) – where you have consented to use, data may be retained indefinitely unless you withdraw your consent, in which case we will remove such content from future use where feasible.
Who we share information with

We only share your data where strictly necessary, in line with the purposes set out above and other purposes that pertain the execution of our trading activities and business operations. Third parties that we may share your data with include:

Badminton England – for membership and insurance purposes
Coacha - our club management software
DBS and training providers – for safeguarding purposes
Medical professionals – in case of emergency
HMRC or financial service providers – where relevant for payments
Our venue partner – for safeguarding and health and safety purposes
Marsh Sport or other insurance companies – for our insurance purposes
Organisations that we need to provide information with for safeguarding reasons
Regulatory bodies
Organisations that we are legally obliged to share personal information with
Publicly on our website, social media or in other marketing, informational or publicity content – where you have consented to our video/photo and social media policies.
Other third parties – where you have provided consent

We do not sell or share your personal data with third parties for marketing.

Our services and digital content or communications may contain links to other websites, partners, or third parties such as Twitter, Facebook (Meta), LinkedIn or YouTube. Some of the third parties who we share your personal data with such as payment service providers or public authorities may process your personal data for their own purposes. You should check the privacy statements of these relevant third parties and we are not responsible for how they may process your personal data. Some of our third party service providers may use your anonymised personal data for business administration purposes.

9. How do we secure your personal data?

We maintain appropriate organisational and technological safeguards to help protect against unauthorised loss, alteration or destruction of the personal data we hold.

We will endeavour to use the least amount of personal data as is required for each purpose (UK GDPR Article 5(1)(c).

Where appropriate, we apply security measures such as encryption when sharing your data with third parties.

Our staff, coaches, volunteers and workforce will only access your personal data on a “need to know” basis.

10. Where is your personal data processed?

Your personal data will be held in the UK. However, some of our data processors may store data on servers outside the UK. In such cases, we ensure appropriate safeguards are in place in line with UK GDPR.

However, we may use suppliers, business partners and other third parties such as Google Workspace who house data on servers in other countries.

Each of our partners and third parties is subject to appropriate safeguards such as due diligence and the standard contractual clauses for international transfers of personal data.

11. Cookies and online tracking

Our website uses cookies and similar technologies to enhance your experience, analyse site usage and support marketing efforts.

What are cookies?

Cookies are small text files placed on your device by websites you visit. They help the site remember information about your visit, like your preferred language or login status.

Types of cookies we use:

Necessary cookies – essential for the site to function properly (e.g. security, accessibility).
Analytics cookies – help us understand how visitors use out site, so we can improve it.
Functionality cookies – remember choices you make (e.g. preferences).

Analytics and functionality cookies will only be set if you provide consent via our cookie banner when you first visit the site.

Your choices:

You can manage your cookie preferences through the cookie banner when you visit our site, or through your browser settings. You can also clear or block cookies using your browser’s settings at any time.

12. Opt-out

We will not send you marketing communications without your prior consent and you can withdraw your consent at any time. To withdraw your consent, please contact us via the email address at the start of this privacy notice. Please note that this does not affect service communications (e.g. booking confirmations or emergency notices).

13. Changes to this privacy notice

We may update this policy from time to time. When we do, we will update the “last updated” date at the top and notify relevant stakeholders via email or through our website or booking platform where appropriate. The most up to date versions of all our policies and procedures can be accessed via our website (www.jonesbadmintonacademy.co.uk).

14. How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint