Privacy Policy

1. Scope

This notice explains how we collect, use, store, and protect personal data when you visit our websites or register a child for Flag Frenzy Football Camp. It applies to parents/guardians and website visitors.

2. Who We Are (Data Controller)

Flag Frenzy Football Ltd is the data controller. Registered in England & Wales. Registered Office: [Registered Office]. Company No: [Company Number]. Contact: info@flagfrenzyfootball.co.uk.

Data Protection Lead: [Name/Role] — info@flagfrenzyfootball.co.uk.

3. What Information We Collect

• Parent/guardian details: name, email, phone, address.
• Child details: name, date of birth, age, attendance choices.
• Medical & emergency: relevant medical information (e.g., allergies), GP/emergency contacts.
• Payment: processed securely by providers (e.g., Stripe/PayPal); we do not store full card details.
• Website usage: cookies/analytics (aggregated, non-identifiable where possible).
• Communications: emails/messages you send us and our replies.

We collect data directly from you (e.g., registration forms, emails) and from systems we use to deliver services.

4. How We Use Your Information & Lawful Bases

• Camp registration & administration — to process bookings, take payment, allocate places, manage attendance. Basis: Contract.
• Safety, safeguarding & medical — to keep children safe and meet safeguarding obligations. Basis: Legal obligation; Vital interests (emergencies).
• Operational communications — schedules, cancellations, essential updates. Basis: Contract; Legitimate interests.
• Service improvement & analytics — to improve camps and websites. Basis: Legitimate interests (balance with privacy).
• Marketing updates (optional) — newsletters or future camp news. Basis: Consent (you can withdraw any time).
• Photos/videos (optional) — for promotion if consent is given or you do not object where applicable. Basis: Consent/Legitimate interests (with opt-out).

5. Emails & Marketing

We may email you about your booking, schedules, and important reminders. We only send marketing emails or promotional updates where you have actively opted in. You can unsubscribe at any time by clicking the link in the email or contacting us directly.

6. Sharing Your Information & Processors

We don’t sell your data. We share only when necessary:

• Payment processing: Stripe and/or PayPal (for secure transactions).
• Forms/hosting: Netlify (hosting & Netlify Forms).
• Automation: Zapier (to move registration data securely to internal systems).
• Productivity/storage: Google (e.g., Sheets/Drive) for registration lists, attendance, and admin.
• Email: our email service provider for transactional messages.
• Emergency services: if needed to protect vital interests.
• Legal/safeguarding: when required by law or to fulfil safeguarding duties.

Each provider is expected to meet UK GDPR standards and appropriate security measures.

7. Cookies & Analytics

We may use essential cookies to make the site work and optional analytics to understand usage (e.g., page views). Where required, we’ll ask for consent. You can clear or block cookies via your browser. If you disable cookies, some features may not work.

8. International Transfers

Some providers (e.g., Netlify, Google, Stripe, PayPal) may store data outside the UK/EEA. Where this occurs, we use appropriate safeguards such as adequacy decisions or UK-approved Standard Contractual Clauses to protect your information.

9. How Long We Keep Your Data

After these periods, data is securely deleted or anonymised unless we need to keep it for a legal claim or investigation. Payment data is handled directly by third‑party processors (e.g., Stripe/PayPal) and is not stored by us.

10. Security

• Password-protected systems and role-based access for staff.
• Use of reputable providers with encryption in transit and at rest where available.
• Internal procedures for handling sensitive data and devices.

11. Children’s Privacy & Photos

• We collect children’s data from parents/guardians to run the camp safely.
• Photo/video use is optional and controlled by your consent/opt-out on registration; we respect your choice.
• Do not send unnecessary sensitive data. Tell us only what we need to keep your child safe.

12. Your Rights (UK GDPR)

• Access a copy of your data
• Correct inaccurate data
• Delete your data (where applicable)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time (for marketing/photos)

13. How to Exercise Your Rights

Email info@flagfrenzyfootball.co.uk with your name, child’s name, what you’re asking for, and any relevant booking details. We’ll respond as soon as possible and within the time required by law.

14. Complaints

Please contact us first so we can help. If you’re not satisfied, you can complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint/.

15. Changes to This Policy

We may update this policy for operational, legal or regulatory reasons. The latest version will be posted on our website. Material changes will be highlighted for a reasonable period.

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