Your Data Protection Rights
How to exercise your GDPR rights and make data requests
Last Updated: February 2026 | Version 1.0
Self-Service Data Tools
You can now exercise most of your data rights directly from your account dashboard — no email required.
Download Your Data
Export all your data in JSON or PDF format
Delete Your Data
Request full or selective data deletion
Pause Data Processing
Restrict how your data is used
Correct Your Data
Submit corrections for review
Access these tools at Settings → My Data & Rights after signing in. You can also manage visibility settings at Settings → Privacy & Visibility.
Submit a Data Request by Email
You can also exercise your data protection rights by contacting our Data Protection team directly:
Email: dataprotection@awasportscoaching.com
Response Time: Within 30 days of receipt
Cost: Free (first request); £10 for subsequent requests within 12 months
1. Your Data Protection Rights Under UK GDPR
Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, you have several important rights regarding your personal data. AWA Coaching is committed to honoring these rights and making it easy for you to exercise them.
This page explains each right in plain language, how to make a request, and what to expect.
2. Your Individual Rights Explained
📋2.1 Right to Access (Subject Access Request)
You have the right to request a copy of the personal information we hold about you.
What this includes:
- •All personal data we process about you
- •The purposes of processing
- •Categories of data and recipients
- •How long we will store your data
- •The source of the data (if not collected from you directly)
- •Whether automated decision-making is used
How to exercise this right:
Use the "Download My Data" tool in Settings → My Data & Rights to get an instant export. Alternatively, email dataprotection@awasportscoaching.com with "Subject Access Request" in the subject line.
✏️2.2 Right to Rectification
You have the right to have inaccurate or incomplete personal data corrected.
What this includes:
- •Correction of factual errors in your data
- •Updating out-of-date information
- •Completing incomplete data
How to exercise this right:
Use the "Fix My Data" tool in Settings → My Data & Rights to submit corrections for admin review. Most information can also be updated directly in your account settings.
🗑️2.3 Right to Erasure ("Right to be Forgotten")
You have the right to request deletion of your personal data in certain circumstances.
What this includes:
- •When data is no longer necessary for the original purpose
- •When you withdraw consent (where consent was the lawful basis)
- •When data has been unlawfully processed
- •When deletion is required by law
How to exercise this right:
Use the "Delete My Data" tool in Settings → My Data & Rights. You can choose full or selective deletion, with a guided wizard explaining what can and cannot be removed. A 14-day cooling-off period applies.
⚠️ Some data cannot be deleted due to legal obligations. We will explain any exemptions that apply to your request.
⏸️2.4 Right to Restrict Processing
You have the right to ask us to limit how we use your data in certain situations.
What this includes:
- •While we verify the accuracy of disputed data
- •When processing is unlawful but you don't want erasure
- •When we no longer need the data but you need it for a legal claim
- •While we verify legitimate grounds for processing
How to exercise this right:
Use the "Pause Data Use" tool in Settings → My Data & Rights to instantly restrict analytics, performance tracking, and coach data sharing. You can also email dataprotection@awasportscoaching.com for broader restrictions.
📦2.5 Right to Data Portability
You have the right to receive your personal data in a structured, machine-readable format.
What this includes:
- •Data you provided to us (not data we generated)
- •Data processed by automated means
- •Data processed based on consent or contract
- •Export in CSV, JSON, or PDF format
How to exercise this right:
Use the "Download My Data" tool in Settings → My Data & Rights to export your data in JSON (machine-readable) or PDF (human-readable) format. Exports are typically ready within minutes.
✋2.6 Right to Object
You have the right to object to certain types of processing.
What this includes:
- •Processing based on legitimate interests
- •Direct marketing (including profiling)
- •Processing for scientific/historical research or statistics
How to exercise this right:
Email dataprotection@awasportscoaching.com with your objection. For marketing objections, you can also use the unsubscribe link in emails or update your notification preferences in your account.
🚫2.7 Right to Withdraw Consent
Where we process data based on your consent, you can withdraw it at any time.
What this includes:
- •Photography and media consent
- •AI analysis consent
- •Marketing communications consent
- •Optional data collection
How to exercise this right:
Update your consent settings in Settings → Privacy & Visibility, or email dataprotection@awasportscoaching.com. Withdrawal does not affect the lawfulness of processing before withdrawal.
📢2.8 Right to Complain
You have the right to lodge a complaint with the Information Commissioner's Office (ICO).
What this includes:
- •If you believe we have mishandled your data
- •If we have not responded to your request appropriately
- •If you are dissatisfied with how we process your data
How to exercise this right:
Contact the ICO at ico.org.uk or call 0303 123 1113. However, we encourage you to contact us first so we can try to resolve the issue directly.
3. How to Make a Data Request
Email us
Verify identity
We process
Receive response
Complete
Request Template
To: dataprotection@awasportscoaching.com
Subject: [Type of Request] - [Your Name]
Dear Data Protection Team,
I am writing to exercise my [right name, e.g., "right to access"].
My details:
- Full Name: [Your name]
- Date of Birth: [If athlete]
- Email: [Your email]
- Account Type: [Parent/Athlete/Coach]
[Specific details of your request]
Please confirm receipt of this request.
Yours sincerely,
[Your name]
4. Identity Verification
To protect your privacy, we must verify your identity before fulfilling data requests. We may ask for:
Standard Verification
- • Confirmation of email address and date of birth
- • Answer to security questions
- • Two-factor authentication if enabled
Enhanced Verification (if needed)
- • Photo ID (passport, driving license)
- • Proof of address (utility bill, bank statement)
- • Video verification call
We will only request the minimum information necessary to verify your identity. Documents provided for verification will be deleted securely once verification is complete.
5. Response Times and Costs
| Request Type | Response Time | Cost |
|---|---|---|
| Subject Access Request (first in 12 months) | Within 30 days | Free |
| Subject Access Request (subsequent) | Within 30 days | £10 |
| Rectification | Within 30 days | Free |
| Erasure | Within 30 days | Free |
| Restrict Processing | Within 30 days | Free |
| Data Portability | Within 30 days | Free |
| Object to Processing | Immediate (for marketing) | Free |
| Withdraw Consent | Immediate | Free |
We may extend the deadline by a further two months for complex requests or if we receive multiple requests from you. We will inform you of any extension within one month of receipt and explain the reasons for the delay.
6. Limitations and Exemptions
When we may refuse or limit your request:
If we refuse your request, we will explain why and inform you of your right to complain to the ICO.
7. Data Requests for Children
Under 13:
Parents/guardians must make data requests on behalf of children under 13. The parent must verify their parental responsibility.
Ages 13-15:
Either the child or parent may make requests, but we may require parental consent for certain requests (e.g., data portability).
Ages 16-17:
Athletes aged 16-17 can make their own data requests. Parents can also request data if they have an active parental oversight role.
18+:
Adult athletes have full control over their data requests. Parents cannot make requests on their behalf without written authorization.
8. Complaint to the ICO
If you are unhappy with how we have handled your data request, you have the right to complain to the UK's data protection supervisory authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113
Live Chat: Available on ICO website
Postal Address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Related Policies
This page provides guidance on exercising your UK GDPR rights with AWA Coaching.
Version 1.0 | Last Updated: February 2026 | Next Review: February 2027