Last updated: July 2026
1. Who we are
- Legal name: M-M Academy
- Address: North Bristol RFC, Oaklands, BS32 4AG
- Data protection contact: info@mmacademy.co.uk
- ICO registration number (if applicable):
2. This policy and children
Because we coach children, we take particular care with children’s personal data. Most registrations and bookings are made by a parent or guardian on a child’s behalf. Where we rely on consent for an online service and the person is a child under 13, we obtain and record parental consent. We keep this policy in plain language so that both parents and older children can understand it.
3. The personal data we collect
Depending on how you interact with us, we may collect:
- Registration & contact details — parent/guardian and child name, email address, phone number, postal address.
- Participant details — child’s age/date of birth, school year or age group, and emergency contact details.
- Health & welfare information — medical conditions, allergies, injuries, disabilities or additional needs you tell us about so we can keep participants safe. This is “special category” data and is treated with extra care.
- Booking & payment information — the sessions/camps booked and payment records. Card payments are processed by our payment provider [Stripe]; we do not store full card numbers.
- Marketing preferences — if you sign up to our newsletter/mailing list.
- Photographs / video — images from sessions and events, where consent has been given.
- Website & technical data — information collected via cookies and similar technologies (see Section 9), such as IP address and pages viewed.
4. How and why we use your data (lawful bases)
| Why we use it | Lawful basis (UK GDPR) |
|---|---|
| To register participants, take bookings and provide coaching sessions, camps and courses | Performance of a contract |
| To take payment and manage subscriptions | Performance of a contract |
| To keep participants safe, respond to medical/emergency situations and meet safeguarding obligations | Vital interests / legal obligation / substantial public interest (safeguarding); explicit consent for health information where required |
| To send you service messages (e.g. session changes) | Performance of a contract / legitimate interests |
| To send newsletters and marketing | Consent (you can withdraw at any time) |
| To use photos/video for promotion | Consent |
| To run and improve our website and keep it secure | Legitimate interests |
| To keep financial records and comply with the law | Legal obligation |
5. Who we share your data with
We do not sell your personal data. We share it only where necessary with:
- Trusted service providers who help us operate, such as our website host, email/CRM platform [FluentCRM], and payment provider [Stripe], acting on our instructions.
- Our coaches and staff, on a need-to-know basis, to deliver sessions safely.
- Relevant authorities (e.g. the local authority designated officer, police or NGB) where we are required to share information to safeguard a child or comply with the law. In safeguarding situations, the best interests of the child come first.
6. Keeping your data safe and where it is stored
We use appropriate technical and organisational measures to protect personal data. Some providers may process data outside the UK; where they do, we ensure appropriate safeguards (such as UK-approved transfer mechanisms) are in place.
7. How long we keep your data
We keep personal data only as long as necessary for the purposes above — for example, for the duration of your involvement with the Academy and for a reasonable period afterwards, and longer where the law requires (e.g. financial records). Safeguarding records may be retained in line with statutory guidance. [Confirm your specific retention periods.]
8. Your rights
Under UK data protection law you have the right to: be informed; access your data; have inaccurate data corrected; have data erased; restrict or object to processing; data portability; and rights relating to automated decision-making. Where we rely on consent, you can withdraw it at any time. To exercise any right, contact info@mmacademy.co.uk.
You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we’d appreciate the chance to help first.
9. Cookies
Our website uses cookies and similar technologies to make the site work, remember your preferences, and understand how the site is used. You can control non-essential cookies through the cookie banner and your browser settings. [If a separate Cookie Policy exists, link it here.]
10. Marketing
If you opt in to our newsletter we will send you news about sessions, camps and events. Every marketing email includes an unsubscribe link, and you can opt out at any time by contacting us.
11. Changes to this policy
We may update this policy from time to time. The current version is always available on mmacademy.co.uk, with the “last updated” date shown above.
Contact: M-M Academy — info@mmacademy.co.uk — mmacademy.co.uk
