Privacy Policy
How AWA Coaching collects, uses, and protects your personal information
Last Updated: February 2026 | Version 1.0
Data Protection Contact
Organization: AWA Coaching
Email: dataprotection@awasportscoaching.com
ICO Registration: [PENDING REGISTRATION NUMBER]
Address: AWA Coaching, Electric Works, 3 Concourse Way, Sheffield, S1 2BJ
1. Introduction
AWA Coaching is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect your personal information when you use our athletics coaching platform.
We are particularly mindful of our responsibilities when handling information about children and young people. As a youth athletics coaching organization, we comply with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Age Appropriate Design Code (Children's Code)
- Online Safety Bill 2023
- Safeguarding legislation and best practices
2. Information We Collect
Account Information
- •Full name, email address, and password (securely hashed)
- •Phone number (verified for account security)
- •Role (Parent/Guardian, Athlete, Coach, Admin)
- •Date of birth (for age-appropriate services)
- •Profile photos (optional)
Medical & Emergency InformationSpecial Category Data
- •Medical conditions, allergies, and current medications
- •Injury history and dietary requirements
- •Emergency contact details (names, phone numbers, relationships)
- •GP contact information
- •EpiPen and inhaler requirements
- •This data is encrypted and stored securely to protect vital health information
Consent & Safeguarding Records
- •Parental consent forms (participation, medical, data collection, performance tracking)
- •Photography and media consent status
- •AI analysis consent (optional)
- •Digital signatures with timestamps and IP addresses
- •Code of Conduct acknowledgements (Athlete, Parent, Coach)
- •Consent renewal dates and audit trails
Attendance & Performance Data
- •Session bookings and attendance records
- •Personal best times and distances
- •Competition results and achievements
- •Training logs (session notes, effort levels, mood tracking)
- •Coach feedback and progress reviews
- •GPS check-in data (when GPS validation is enabled)
Payment & Billing Information
- •Subscription details and payment history
- •Billing and shipping addresses
- •Payment method details (last 4 digits, brand) via Stripe
- •Invoice history and refund records
- •Account credit balances
- •Shop orders and product purchases
Communication Data
- •Messages sent through our platform messaging system
- •Read receipts and message timestamps
- •File attachments (photos, documents, PDFs)
- •Voice notes and transcriptions
- •Notification preferences (email, SMS, WhatsApp, push notifications)
- •Message flagging for safeguarding purposes
Technical Information
- •IP addresses and session tokens
- •Browser type and device information
- •Login timestamps and authentication logs
- •Cookies (see our Cookie Policy for details)
- •Multi-factor authentication (MFA) settings
- •Failed login attempts for security
3. How We Use Your Information
We process your personal information for the following purposes:
Service Delivery
Legal Basis: Contract
Managing bookings, delivering coaching sessions, tracking attendance and performance
Safety & Safeguarding
Legal Basis: Legal Obligation & Vital Interests
Protecting children, emergency medical care, safeguarding investigations
Payment Processing
Legal Basis: Contract
Processing subscriptions, one-off payments, shop orders, and refunds
Communications
Legal Basis: Legitimate Interest
Session updates, booking confirmations, platform notifications, coach feedback
Legal Compliance
Legal Basis: Legal Obligation
Financial record keeping (7 years), safeguarding records (25 years)
Photography & Marketing
Legal Basis: Consent
Photos/videos for website and social media (opt-in only, default: opted out)
4. Third-Party Service Providers
We share your information with trusted third-party processors who help us deliver our services. All processors are carefully selected and contractually required to comply with UK GDPR.
| Service Provider | Purpose | Data Location |
|---|---|---|
| Stripe | Payment processing, subscriptions | EU/US (GDPR compliant) |
| AWS (S3, SES, Rekognition, Transcribe) | File storage, email delivery, content moderation, voice transcription | eu-west-2 (London) |
| Twilio | SMS, WhatsApp notifications, phone verification | US (EU routing available) |
| Resend | Email delivery (alternative) | UK GDPR compliant |
| Hosting Provider | Platform hosting | [To be confirmed - UK/EU] |
International Transfers: Some processors (Stripe, Twilio) may transfer data to the US under appropriate safeguards (Standard Contractual Clauses, adequacy decisions). We ensure all transfers comply with UK GDPR requirements.
5. How We Protect Your Information
Security Measures:
6. How Long We Keep Your Information
We only retain your personal information for as long as necessary to fulfill the purposes outlined in this policy and to meet our legal obligations.
Important: Safeguarding records may be retained beyond your request for deletion if required by law or for the protection of children. We will explain if this applies to your data.
7. Your Data Protection Rights
Under UK GDPR, you have the following rights:
Right to Access
Request a copy of the personal information we hold about you (Subject Access Request)
Right to Rectification
Ask us to correct inaccurate or incomplete information
Right to Erasure (Right to be Forgotten)
Request deletion of your personal data (subject to legal retention requirements)
Right to Restrict Processing
Ask us to limit how we use your data while a dispute is resolved
Right to Data Portability
Receive your data in a machine-readable format to transfer to another service
Right to Object
Object to processing based on legitimate interests or for marketing purposes
Right to Withdraw Consent
Withdraw consent for photography, AI analysis, or marketing at any time
Right to Complain
Lodge a complaint with the Information Commissioner's Office (ICO)
How to Exercise Your Rights: Email us at dataprotection@awasportscoaching.com with details of your request. We will respond within 30 days. For more information, see our GDPR Rights & Data Requests page.
8. Children's Privacy
As a youth athletics coaching platform, we take children's privacy extremely seriously and comply with the UK Age Appropriate Design Code (Children's Code).
Our Commitments to Children's Privacy:
Age-Based Processing
- Under 13: Parental consent mandatory for all processing. No self-management.
- Ages 13-15: Parental consent required. Limited self-management with oversight.
- Ages 16-17: Can consent for themselves, but parents retain oversight capabilities.
- 18+: Full self-management, optional parental oversight.
9. Cookies and Tracking
We use cookies to provide essential functionality and improve your experience. For full details, please see our Cookie Policy.
Essential Cookies
Required for platform functionality
✓ No consent required
Functional Cookies
Remember your preferences
Consent recommended
Analytics Cookies
Help us improve the platform
⚠ Consent required
10. Data Breach Notification
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will:
Notify the ICO
Within 72 hours of becoming aware of the breach
Notify Affected Users
Without undue delay if high risk to your rights
Take Action
Implement measures to mitigate impact and prevent recurrence
Keep You Informed
Provide regular updates on investigation and remediation
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make significant changes:
- We will update the "Last Updated" date at the top of this page
- We will increment the version number
- We will notify you via email and/or platform notification for material changes
- For changes affecting children's data, we will obtain renewed parental consent where required
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
12. Contact Us
If you have any questions about this Privacy Policy, how we handle your data, or wish to exercise your rights, please contact us:
Supervisory Authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113
Related Policies
This policy is reviewed annually and is available to all parents, athletes, coaches, and staff.
Version 1.0 | Last Updated: February 2026 | Next Review: February 2027