Your privacy is important to us. At Sportsessionplanner.com, we respect your privacy and are committed to protecting your personal data. This Privacy Policy sets out how we look after the personal data we collect from you, how we use it, who we share it with and how long we keep it for. This Privacy Policy will also tell you about privacy rights and how the law protects you.
We do not knowingly collect data relating to children.
Name: Sportsessionplanner.com Limited a company registered in England under number 07390259 with registered address at 1st Floor 85 Great Portland Street, London, W1W 7LT.
Parent Company: The Coaches Voice Ltd a company registered in Jersey under number FC038826 with registered address at 9 Bond Street, St Helier, JE2 3NP, Jersey.
Other Group Companies:
E-mail: support@sportsessionplanner.com
In this Privacy Policy, Group shall mean Sportsessionplanner.com Limited, its parent company and other group companies.
This Privacy Policy aims to give you information on how we collect and process your personal data, including through your use of our website at https://www.sportsessionplanner.com (“Website”), including any data you may provide through the Website when you sign up to our services, purchase a subscription plan, login to your profile or contact us via the “contact us” form.
We act as a data controller, which means we are responsible for deciding how and why we hold and use your personal data.
This Privacy Policy is issued on behalf of the Group so when we mention Sportsessionplanner.com, we/us or our in this Privacy Policy, we are referring to the relevant company in the Group responsible for processing your data.
If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact us at: admin@sportsessionplanner.com.
The Website may include links to third-party websites, plug-ins and applications such as Facebook, Instagram and X. 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 the Website, we encourage you to read the privacy policy of every website you visit.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
| Identity Data | first name, last name, address, email address, country/region, personal identification documents, sports club, gender |
|---|---|
| Contact Data | email address, phone number |
| Technical Data | internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access the Website |
| Profile Data | username and password, purchases/subscriptions made by you |
| Usage Data | information about how you use the Website |
| Marketing and Communications Data | your preferences in receiving marketing from us and our third parties and your communication preferences |
| Photograph and Video Data | a photograph, voice recording and/or video of you |
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as it does not directly or indirectly reveal your identity.
We do not collect any Special Categories of Personal Data about you – i.e. data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data. Nor do we collect any information about criminal convictions and offences.
Where we need to collect 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 may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a contract you have with us but we will notify you if this is the case at the time. It may also mean that we may be unable to deliver our services in accordance with the contract.
We use different methods to collect data from and about you including through:
| Direct interactions
This includes the data you give us directly, such as your Identity Data when you fill out a form or contact us directly. |
Personal data you provide when you:
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|---|---|
| Automated technologies or interactions | We will collect Technical Data when you interact with the Website. We will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies through the Website. |
| Third parties | We will receive personal data about you from various third parties as set out below:
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| Video and Photo Sessions | We collect Photograph and Video Data about you during pre-planned sessions. |
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:
We may rely on consent in relation to any information used for marketing purposes. You may remove your consent and unsubscribe from these communications at any time.
Note:
Legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and 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).
In the table below, we describe all the ways in which we use your personal data, the legal bases we rely on to do so. Where appropriate, we identified what our legitimate interests are.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To register you as a new customer |
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Performance of a contract with you |
| To process your subscription |
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Performance of a contract with you |
To manage our relationship with you which will include:
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| To administer and protect our business and the Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
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| To use data analytics to improve the Website, and our products/services, marketing, customer relationships and experiences |
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Necessary for our legitimate interests (to define types of customers for our products and services, to keep the Website updated and relevant, to develop our business and to inform our marketing strategy) |
| To send you relevant marketing communications |
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Necessary for our legitimate interests (to develop our services and grow our business) |
| To carry out market research through your voluntary participation in surveys |
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Necessary for our legitimate interests (to study how customers use our products/services and to help us improve and develop our products and services). |
| To create content for our services and websites | Photo and Video | Consent |
| For marketing and advertising purposes | Photo and Video | Consent |
| As part of the services that we provide | Photo and Video | Consent |
Note:
We may process personal data for more than one lawful ground depending on the specific purpose for which we are using the personal data. Please contact us 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 in the table above.
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 receive an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
Please note that we may process the personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
When we collect personal data, we will ask you to indicate your preferences for receiving direct marketing communications from us, and each other member of the Group. You will receive marketing communications from us and the Group if you have requested information from us or purchased products or services from us and you have not opted out of receiving the marketing.
We may also analyse your Identity, Contact, Technical and Usage Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.
We will get your express consent before we share your personal data with any third party outside our Group for their own direct marketing purposes.
You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at admin@sportsessionplanner.com. If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.
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 the Website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy https://www.sportsessionplanner.com/index.mpl?a=page&page=privacy_policy.html.
We may share your personal data with the parties set out below for the purposes set out in the table above:
| Internally | our Group for the purposes of research, developing and improving our products and services, and for marketing purposes as set out above. |
|---|---|
| Externally with third parties |
PayPal, located at 2211 North First Street, San Jose, CA 95131, USA, is a global online payment platform offering services for secure money transfers, online purchases, and payment solutions for businesses and individuals. Worldpay, located at 1 Bartholomew Close, London, EC1A 7BL, United Kingdom, is a payment processing company that provides businesses with technology for accepting payments in multiple forms, including credit and debit cards, across various channels. |
| Mailchimp, located at 675 Ponce De Leon Ave NE, Suite 5000, Atlanta, GA 30308, USA, is a marketing automation platform providing tools for email marketing, audience management, and personalized campaigns for businesses of all sizes. | |
| ActiveCampaign, located at 1 North Dearborn Street, 5th Floor, Chicago, IL 60602, USA, is a customer experience automation platform offering tools for email marketing, sales automation, and personalized customer engagement. | |
| Externally with others | 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 policy | |
We may disclose your personal data:
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| Externally with the general public | We may disclose your Photograph and Video Data on the Website and otherwise for marketing and advertising purposes, and as part of the services that we provide. |
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
Note:
Service Providers: 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.
We share your personal data with our parent company located in Jersey, a country which has been recognised as providing an adequate level of protection for personal data by the Information Commissioner’s Office. We also share your personal data with MBP located in Spain in the European Economic Area, which has been recognised as providing an adequate level of protection for personal data by the Information Commissioner’s Office.
We may also need to transfer the Personal Data outside of the United Kingdom to provide services to you and, if we do, we will comply with applicable data protection laws in doing so. Currently we work with the following service providers MailChimp located in USA, ActiveCampaign located in USA and may share your personal data with them.
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, and report, any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, professional, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact and Identity Data) for six years after they cease being customers for tax purposes.
Under certain circumstances, by law you have the right to:
| Access | Request access to personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. |
|---|---|
| Correct | Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected. |
| Erase | Request erasure of personal information. This is enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove personal information where you have exercised your right to object to processing (see below). |
| Object | Object to the processing of personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we process personal information for direct marketing purposes. |
| Restrict |
Request restriction of processing of personal information. his enables you to ask us to suspend the processing of your personal data in the following scenarios:
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| Transfer | Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. |
| Withdraw consent | Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. |
No fee will be payable to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
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.
We try to respond to all legitimate requests within one month. Occasionally it could 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.
If you wish to exercise any of the rights set out above, please contact us at support@sportsessionplanner.com.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
We keep our Privacy Policy under regular review. This version was last updated October 2024.
