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PRIVACY NOTICE

 

This is the privacy notice of Cheer Coaching UK C.I.C.

 

This policy (together with our terms of use www.aviatorscheer.co.uk/policies/website-terms and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. We’ll also tell you about your privacy rights and how the data protection law protects you.

 

The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

 

1. WHO WE ARE AND IMPORTANT INFORMATION 

 

What is the purpose of this privacy notice?

 

This privacy notice aims to give you information on how we collect and process your personal data that you may provide to us.

 

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements any other previously issued notices and is not intended to override them.

 

Data controller(s)

 

Cheer Coaching UK is the controller and responsible for your personal data (collectively referred to as "The Company", "Aviators Cheer", "Aviators", "we", "us" or "our" in this privacy notice). Our contact details are as follows:
 

  • Registered Office Address 50 Hollin Park Crescent, Leeds, West Yorkshire, LS8 3HJ

  • Postal Address Level Up Academy, 4 Lockwood Court, Leeds, West Yorkshire, LS11 5TY

  • Email Address hello@aviatorscheer.co.uk

  • Telephone No +44786263011
     

For all data related matters contact our Data Protection Officer, Mr Martin Wan via hello@aviatorscheer.co.uk or by phoning +44786263011

Third-party links outside of our control


Websites operated by Cheer Coaching UK may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

 

When you leave any website operated by Cheer Coaching UK, we encourage you to read the privacy notice of every website you visit.

 

2. THE PERSONAL DATA WE COLLECT ABOUT YOU

 

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

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  • Identity Data includes First Name, Last Name, Date of Birth

  • Contact Data includes Residential Address, Email Address, Home Phone Number, Mobile Number, Emergency Contact Details

  • Financial Data includes Bank Account and Payment Card Details

  • Transaction Data includes details about payments to and from you for the services you have purchased from us.

  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences

  • Health Data include information regarding any Health Issues that may affect your participation in any service offered and Emergency Contact Details.

 

Other than your Health Data, Special Categories of Personal Data about you is not collected (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions or trade union membership. Nor do we collect any information about criminal convictions and offences.)

 

If you fail to provide personal data

 

Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we will not to perform the contract we have or are trying to enter into with you. In this case, you or your child would not be able to attend or participate in any service offered by Cheer Coaching UK.

 

3. HOW WE COLLECT YOUR PERSONAL DATA

 

We use different methods to collect data from and about you including through:

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  • Directly. You may give us your Identity, Contact, Financial and Health Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

    • Register as an athlete

    • Request marketing and information be sent to you

  • Indirectly. We may receive personal data about you (which may include your Identity, Contact, Financial, Transaction, Marketing and Communication Data) from third party services used by us in the running of our business.

 

4. HOW WE USE YOUR PERSONAL DATA

 

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances

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  • Consent this means processing your data for a specific purpose to which you have given prior consent.
     

  • Performance of Contract this means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

 

  • Legitimate Interest this means the interest of our business in conducting and managing our business to enable us to give you the best service and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting our Data Protection Officer, Martin Wan via hello@aviatorscheer.co.uk

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  • Vital Interests this means processing your data where necessary to protect vital interest’s in relation to your life and health.

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  • Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

 

4. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

 

We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

 

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact our Data Protection Officer, Martin Wan via hello@aviatorscheer.co.uk if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out  below.

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A) Purpose/Activity - To register you or your child as an athlete

 

Type of data;

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  1. Identity

  2. Contact

  3. Financial

  4. Health

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Lawful basis for processing including basis of legitimate interest;

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  1. Consent

  2. Performance of a contract with you

  3. Necessary for our legitimate interests (to keep our records updated and perform tasks that require athlete details i.e. competition entry)

  4. Vital Interests (we need your emergency contacts and to inform the authorities of any health issues in the event of a medical emergency)

  5. Comply with a legal or regulatory obligation

 

B) Purpose/Activity - To process and deliver any service provided by us including:

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  1. Managing payments, fees and charges

  2. Collect and recover money owed to us

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Type of data;

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  1. Identity

  2. Contact

  3. Financial

  4. Transaction


Lawful basis for processing including basis of legitimate interest;

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  1. Consent

  2. Performance of a contract with you

  3. Necessary for our legitimate interests (to recover debts owed to us)

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C) Purpose/Activity - To manage our relationship with you which will include:
 

  1. Notifying you about changes to our terms or privacy policy

  2. Asking you to leave a review or take a survey
     

Type of data;
 

  1. Identity

  2. Contact

  3. Marketing and Communications
     

Lawful basis for processing including basis of legitimate interest;

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  1. Consent

  2. Performance of a contract with you

  3. Necessary to comply with a legal obligation

  4. Necessary for our legitimate interests (to keep our records updated)
     

D) Purpose/Activity - To communicate important information about any service we deliver to you including:
 

  1. Notifying you about any changes to training schedule

  2. Notifying you about any information relating to external events such as competitions
     

Type of data:

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  1. Identity

  2. Contact
     

Lawful basis for processing including basis of legitimate interest;
 

  1. Consent

  2. Performance of a contract with you

  3. Necessary for our legitimate interests (to keep our records updated)

 

E) Purpose?Activity - To communicate/contact you or a third party in the event of an emergency including:

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  1. Contacting you or your child’s emergency contact/next of kin in the event you or your child suffer an injury during participation of a service offered by us

  2. Notifying emergency services of any Health Data you have provided in the event of a medical emergency
     

Type of data;
 

  1. Identity

  2. Contact

  3. Health
     

Lawful basis for processing including basis of legitimate interest;

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  1. Consent

  2. Performance of a contract with you

  3. Necessary to protect your Vital Interests (in the event of a medical emergency)

  4. Comply with a legal or regulatory obligation (we have a legal duty to ensure your safety in the event of a medical emergency)

 

F) Purpose/Activity - To request that marketing or information about the services offered by Cheer Coaching UK be sent to you
 

Type of data;

 

1. Contact

Lawful basis for processing including basis of legitimate interest;
 

  1. Consent
     

G) Purpose/Activity - To investigate any complaints received within compliance with the law

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Type of data:
 

  1. Identity

  2. Contact
     

Lawful basis for processing including basis of legitimate interest;

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  1. Performance of a contract with you

  2. Vital Interests

  3. Comply with a legal or regulatory obligation

 

Marketing


We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.


We have established the following personal data control mechanisms:


Promotional offers from us


We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.

 

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and, in each case, you have not opted out of receiving that marketing.


Opting out


You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by emailing hello@aviatorscheer.co.uk


Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of you subscribing to one of our services such as registering or participating as an athlete.


Cookies


When visiting a website operated by Cheer Coaching UK, you can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of a website may become inaccessible or not function properly. For more information about the cookies we use, please see www.aviatorscheer.co.uk/policies/cookies

 

Change of purpose

 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact Martin Wan at hello@aviatorscheer.co.uk

 

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

 

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

5. WHO WE SHARE YOUR PERSONAL DATA WITH

 

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

  • Coacha Software is an online gym management system used to collect, store and manage athlete records which consists of your Identity, Contact and Health Data.
     

  • MailChimp is an online marketing and email management system used to collect, store and manage records relating to your Identity and Contact Data for the purposes of communication and marketing.
     

  • Stripe is an online payment processor that is used to process fees and payments using your Financial Data.
     

  • Google Drive and Dropbox are online file storage services that are used to collect and store your data for processing by the other parties listed in this paragraph or for the purposes outlined in paragraph 4 above.
     

  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.


6. INTERNATIONAL TRANSFERS


We do not transfer your personal data outside the European Economic Area (EEA).


7. DATA SECURITY


We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.


We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


8. DATA RETENTION


We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.


To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


By law we have to keep basic information about our customers (including contact, identity, financial and transaction data) for [six] years after they cease being customers for [tax] purposes.]


In some circumstances you can ask us to delete your data: see Your legal rights below for further information.


In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.


9. YOUR LEGAL RIGHTS


Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
 

  • The right to request a copy of the personal data which we hold about you;

  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary to retain such data;

  • The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;

  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable 9i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).
     

If you wish to exercise any of the rights set out above, please email Martin Wan via hello@aviatorscheer.co.uk


No fee required – with some exceptions


You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.


What we may need from you


We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.


Time limit to respond


We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.


10.CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES


This version was last updated on 17th May 2018.


From 25 may 2018 there will be changes in data protection laws and we will then be able to respond to some of your requests (for example, a request for the transfer of your personal data). We are still working towards getting our systems ready for some of these changes.


Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.


11.QUERIES, REQUESTS OR CONCERNS


To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our Data Protection Officer, Martin Wan on hello@aviatorscheer.co.uk


If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.

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