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Privacy Policy

Last updated: November 2025

You can download or request a copy of this policy at any time by contacting us.

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1. IMPORTANT INFORMATION AND WHO WE ARE

This privacy policy explains how Cartmell Tennis Coaching Ltd collects and uses your personal data when you use our website, including when you complete a contact form or sign up to receive updates.

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Although our website is designed for adults, children may access some pages and parents may enter children’s details when making enquiries. We comply with the ICO Children’s Code by ensuring that information is clear, limited to what is necessary, and not used for marketing.

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Controller:
Cartmell Tennis Coaching Ltd
Company number: 16700901

When we say “we”, “us” or “our”, this refers to Cartmell Tennis Coaching Ltd.

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If you have any questions about this policy or your rights, please use the contact details in section 10.

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2. THE DATA WE COLLECT ABOUT YOU

We may collect and use the following types of personal data:

  1. Identity Data – names of adults and children, titles, ages, date of birth, gender (if provided).

  2. Contact Data – email address, telephone number, postal address.

  3. Booking Data – information submitted through our contact forms or booking platforms.

  4. Transaction Data – payment details processed by third-party platforms (we do not store full card details).

  5. Technical Data – IP address, browser information, device type, cookies, and website usage patterns.

  6. Usage Data – information about how you navigate and use our website.

  7. Communication Data – messages, enquiries and correspondence.

We may also use aggregated or statistical data which does not identify you.

We do not intentionally collect special category data via the website. If you voluntarily provide health or medical information for safeguarding or safety purposes, this will be handled securely.

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3. HOW WE COLLECT YOUR PERSONAL DATA

We collect personal data in the following ways:

  1. Direct interactions:

  2. Completing a contact form

  3. Signing up to a list

  4. Communicating by email, phone or social media.

 

Third-party sources:

  1. ClubSpark (adult coaching bookings)

  2. ClassForKids (children’s group sessions)

  3. Stripe or GoCardless (payment processors)

  4. Google Analytics

  5. Website hosting providers

  6. Social media platforms when you interact with us

  7. Public sources such as Companies House (for suppliers only)

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4. HOW WE USE YOUR PERSONAL DATA

We only use your personal data when permitted by law. The legal bases we rely on are:

  1. Contract: To respond to enquiries, provide coaching services or fulfil bookings.

  2. Legitimate Interests: Website administration, analytics, fraud prevention, improving our services.

  3. Legal Obligation: Safeguarding, tax, accounting and regulatory requirements.

  4. Consent: Only where you actively opt in to receive non-essential updates.

 

We do not send marketing emails or text messages.

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How we use your data

We may use your data to:

  1. Respond to enquiries and manage booking requests

  2. Provide coaching services

  3. Process and manage payments

  4. Keep safeguarding and safety records

  5. Maintain our website and protect against fraud

  6. Operate waiting lists and contact you with essential updates

  7. Comply with tax and accounting requirements

  8. Improve our website and services

 

Direct Marketing

We may send emails through ClassForKids or our other booking systems to provide information about holiday camps, timetable changes, new programme dates, or other updates connected to our coaching services. These communications are considered essential service updates and not direct marketing.

We do not send unsolicited marketing emails or text messages promoting unrelated products or third-party services. Any communication you receive will relate to our coaching programmes or your existing relationship with us.

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5. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data with:

  1. Coaches and staff within Cartmell Tennis Coaching Ltd

  2. ClubSpark, ClassForKids, Stripe, GoCardless, Google Analytics

  3. Website hosting and IT service providers

  4. Safeguarding bodies or authorities where required

  5. Professional advisers (e.g., accountants)

  6. Regulators and legal authorities

  7. A future business buyer or successor if ownership changes

 

We do not sell your data. Third-party providers may only process your data on our instructions.

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6. DATA SECURITY

We use appropriate security measures to protect your data, including:

  1. Access controls

  2. Secure data storage

  3. Staff confidentiality obligations

  4. Breach-response processes

If a breach occurs that affects your data, we will notify you and any regulator where legally required.

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7. DATA RETENTION

We only keep your personal data for as long as necessary.

Retention is based on:

  1. The type and sensitivity of the data

  2. Safeguarding requirements

  3. Legal and accounting obligations

  4. The reason the data was collected

 

Financial and transaction data must be kept for six years for tax purposes.


Safeguarding records may be kept for longer if required by regulatory guidance.

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We may anonymise data for statistical use, which can then be stored indefinitely.

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8. YOUR LEGAL RIGHTS

You have the right to:

  1. Request access to your personal data

  2. Request correction of your data

  3. Request erasure (in certain circumstances)

  4. Object to processing based on legitimate interests

  5. Request restriction of processing

  6. Request transfer of your data

  7. Withdraw consent (if consent was used)

We normally respond within one month.

We may need proof of identity to process your request.

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9. CONTACT DETAILS

If you have any questions or requests relating to this policy or your personal data, please contact:

Cartmell Tennis Coaching Ltd
Email: cartmelltennis@gmail.com
Telephone: 07523866116

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10. COMPLAINTS

If you have concerns about how we handle your data, please contact us first.
We follow the requirements of the Data (Use and Access) Act 2025 which requires organisations to maintain a complaints process.

If you remain unsatisfied, you may contact:

Information Commissioner’s Office (ICO)
www.ico.org.uk

0303 123 1113

The ICO will usually expect you to raise the issue with us before contacting them.

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11. CHANGES TO THIS POLICY

We keep this policy under regular review.
This version was last updated in November 2025. 

Please inform us if your personal data changes during your relationship with us.

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12. THIRD-PARTY LINKS

Our website may include links to third-party platforms such as ClubSpark, ClassForKids or payment processors.
We are not responsible for the privacy practices of those websites.
We recommend you read their privacy policies.

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