Privacy policy

Last Updated: August 2026

Thank you for visiting our website and using our services. This Privacy Notice is provided by asquare.

We respect your privacy and are committed to protecting your and your child's personal data. This policy explains what information we collect, how we use it, who we share it with, and how we keep it safe in accordance with UK data protection laws, including the UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act.

Who We Are

Under UK data protection law, asquare is the "Data Controller" of your personal data. This simply means we are the organisation responsible for deciding how and why your personal information is used.

When we say “asquare,” “we,” “us,” or “our” in this policy, we are referring to our youth sports academy.

The Data We Collect About You

Personal data means any information capable of identifying an individual. Because we run a youth sports academy, we collect data about both parents/guardians and the children attending our classes. We have grouped this data as follows:

• Parent/Guardian Contact Data: Your first name, last name, residential address, email address, and emergency contact phone numbers.
• Child Data: Your child's first and last name, date of birth, and age.
• Health & Medical Data (Special Category Data): Information regarding your child's allergies, medical conditions, or previous injuries. We collect this strictly to ensure their health, safety, and wellbeing during physical activity.
• Transaction Data: Details about payments to and from you, and other details of classes or services you have purchased from us (e.g., billing addresses on receipts).
• Technical & Usage Data: Your internet protocol (IP) address, browser type and version, time zone setting, and information about how you navigate and interact with our website.

How We Collect Your Data

We collect your data through different methods, including:

• Direct Interactions: When you email us, fill in an enquiry form on our website, register your child for a class, or provide emergency contact and medical details.
• Automated Technologies: As you interact with our website, we automatically collect Technical & Usage Data about your equipment and browsing actions using cookies and similar technologies. (See our Cookie Policy).

Children’s Privacy

The safety of your children is our highest priority. Our website is intended for use by parents and guardians, not children. All personal data relating to children is provided strictly by the parent or legal guardian for the purposes of class registration, safeguarding, and health & safety.

How and Why We Use Your Data

We will only use your personal data when the law allows us to. Below are the ways we plan to use your data, and the "legal basis" we rely on to do so:

• To provide our classes to you: (Legal Basis: Performance of a Contract). We use your Contact and Child Data to manage bookings, process payments, and place your child in the correct session.
• To protect your child's wellbeing: (Legal Basis: Explicit Consent & Vital Interests). We use Health & Medical Data to ensure our coaches can safely train your child and respond appropriately in the event of a medical emergency.
• To improve our website and services: (Legal Basis: Legitimate Interests). We use Technical and Usage Data to analyse how parents use our website and improve our business.
• To send you communications: (Legal Basis: Consent or Legitimate Interests). We may use your data to send you details about upcoming terms, camps, or updates. You can ask us to stop sending marketing messages at any time.
• To comply with the law: (Legal Basis: Legal Obligation). We may process your data to comply with our safeguarding, health & safety, tax, and accounting obligations

Data Security and Retention

• Security: We have put in place appropriate security measures—including data encryption, firewalls, and secure servers—to prevent your personal data from being accidentally lost, used, altered, or accessed in an unauthorised way. We also limit access to your personal data strictly to asquare coaches and staff who have a business or safety need to know.
• Retention: We will only keep your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. Note that by law, we may be required to retain certain records (such as accident report forms or safeguarding logs) for extended periods to comply with UK health and safety and child protection regulations.

Sharing Your Data & International Transfers

We do not sell your personal data. However, we may share it with trusted third parties to help run our academy:

• Service Providers: Class booking/management software, IT administration, payment gateways, and web hosting platforms.
• Authorities & Medical Professionals: Safeguarding authorities, emergency services, or medical professionals if required in an emergency or by law.
• Analytics Partners: Third parties that help us analyse website traffic.

International Transfers

Some of our external software providers (e.g., booking platforms) may be based outside the UK. Whenever we transfer your personal data out of the UK, we ensure it is protected by implementing legal safeguards, such as:

• Transferring data to countries deemed to meet the UK's data protection test (including approved UK "data bridges").
• Using specific contracts approved for use by the UK Government (such as the International Data Transfer Agreement or the UK Addendum), which give personal data the same protection it has in the UK.

Your Legal Rights

Under UK data protection law, you have the right to:

• Request access to your personal data (a "data subject access request"). Note: Under UK law, we will conduct reasonable and proportionate searches to fulfil your request. If we require clarification from you to locate the requested data, the statutory time limit for us to respond will be paused until we receive that clarification.
• Request correction of any incomplete or inaccurate data we hold about you or your child.
• Request erasure of your personal data where there is no legal or safety reason for us continuing to process it.
• Object to processing of your personal data for direct marketing purposes.
• Request restriction of processing (i.e., asking us to suspend the processing of your data).
• Request the transfer of your data to you or a third party.
• Withdraw consent at any time where we are relying on consent to process your data (such as medical data, though this may prevent your child from participating safely).

If you wish to exercise any of these rights, please email us at design@asquare.co.uk.

Your Right to Complain

If you have concerns about how we handle your or your child's data, you have a statutory right to raise a data protection complaint directly with us by emailing design@asquare.co.uk.

When you submit a complaint:

• We will acknowledge receipt of your complaint within 30 days.
• We will investigate and respond to your concerns without undue delay, keeping you informed of the progress throughout.
• We will communicate the final outcome of our investigation to you clearly.

If you remain dissatisfied with our response or how we handled your complaint, you have the ultimate right to escalate your complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns internally first.

Last Updated: August 2026

Cookies are small text files placed on your computer or mobile device when you visit a website. They help the site work properly and provide us with insights into how you use it.

ASQUARE

How We Use Cookies

By consenting to non-essential cookies via our banner, you agree that asquare may use cookies to:

• Track aggregate visitor numbers and analyse website traffic.
  ASQUARE
• Remember your preferences to improve your browsing experience.
• Understand which services may interest you to tailor our marketing.

Cookies Used on This Website

• Strictly Necessary: Essential for the website to function securely and properly (e.g., managing your cookie preferences and booking systems). These cannot be switched off. (Expiration: End of session)
• GoDaddy: Used to make your experience better, faster, and safer, and to continuously improve our site's functionality. (Expiration: End of session)
• Google Analytics: Monitors user behaviour to help us compile activity reports and refine our services. (Expiration: 6 months)
• LinkedIn Insight Tag: Tracks conversions and gathers insights about users interacting with our ads. IP addresses are truncated/hashed for privacy. (Expiration: 180 Days)
• Adobe Analytics: Analyses engagement, device types, and page visits to help us tailor our content. (Expiration: Varies)
• Third-Party Analytics (Google): We use Google Analytics to capture website engagement data. To ensure your privacy, our website uses Google Analytics with IP anonymisation extensions, meaning your IP address is truncated (shortened) within the UK or European Economic Area before processing. You can prevent Google Analytics from collecting your data by installing the Google Analytics Opt-out Browser Add-on.

Managing Your Cookies

You can freely choose to Accept or Decline non-essential cookies using our website cookie banner when you first arrive.

You can also 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 this website (such as our booking system or specific functionalities) may become inaccessible or not function properly.

Policy Updates & Contact

We keep this policy under regular review. If you have any questions, concerns, or wish to exercise your data rights, please contact us at:

• Email: design@asquare.co.uk

Your Right to Complain

If you have concerns about how we handle your data, you have a statutory right to raise a data protection complaint directly with us by emailing design@asquare.co.uk.

When you submit a complaint:

• We will acknowledge receipt of your complaint within 30 days.
• We will investigate and respond to your concerns without undue delay, keeping you informed of progress throughout.
• We will communicate the final outcome of our investigation to you clearly.

If you remain dissatisfied with our response or how we handled your complaint, you have the ultimate right to escalate your complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns internally first.