Privacy Policy

Kidsgrove Sports Centre is a community leisure facility delivering a wide range of sports, fitness, and community-based activities.

Data Controller: Kidsgrove Sports Centre
Address: Fourth Avenue, Kidsgrove, Stoke-on-Trent, ST7 1DR
Phone: 01782 528887
Email: reception@kidsgrovesportscentre.co.uk

As the data controller, we are responsible for deciding how we hold and use personal information about you.

We may collect and process the following information about you when you interact with Kidsgrove Sports Centre, including via the website, ClubRight app, Swimphony registration, or in-person visits:

• Personal details: Name, email address, phone number, and postal address.
• Account and membership details: Information related to memberships, bookings, or activities you participate in.
• Health information: Any health details you provide, including through the Physical Activity Readiness Questionnaire (PARQ) or similar forms, which are classified as Special Category Data under GDPR. This information is collected only to ensure your safety and wellbeing while participating in our services or activities.
• Child information: When registering children under 18 for activities, lessons, or events, we may collect their name, date of birth, and relevant information required to provide our services safely. For children under 14, parental/guardian consent is obtained via the registration system.
• Communication details: Any messages, enquiries, or correspondence you provide when contacting us.
• Transaction information: Details of payments, bookings, or other transactions you make.

All personal data collected is processed in line with GDPR, and appropriate safeguards are in place to ensure its security and confidentiality.

Kidsgrove Sports Centre recognises that some services are used by children.

• For children under 14, we collect personal data only via a parent or legal guardian, who provides consent. This may include the child’s name, date of birth, contact details, and any relevant health or special requirements.
• For Active Teens memberships (ages 14–17) and Active Teens+ memberships (ages 16–17), personal data is collected and processed in line with the same principles as adult members, with additional care to protect minors’ privacy.

Parents/guardians are responsible for providing accurate information, and we rely on parental consent as the legal basis for processing this data.

We use personal information to:

• Provide and manage services, memberships, bookings, and events.
• Respond to enquiries or communications.
• Process payments and maintain records of transactions.
• Personalise your experience with our services.
• Conduct research, surveys, or feedback requests (with your consent).
• Comply with legal obligations and Centre policies.

Legal basis for processing:

• Contractual necessity: to provide memberships, bookings, or services you have requested.
• Legitimate interests: to improve services, recover debts, or ensure safety and security.
• Consent: only for marketing communications or where required to process children’s data under GDPR.

We do not sell or rent personal data. Data may be shared only when necessary to deliver services or comply with legal obligations. This may include:

• Trusted third-party service providers (e.g. ClubRight, Swimphony, payment processors).
• Regulatory bodies, if legally required.
• For safeguarding purposes, with authorities or organisations handling child protection matters.

All third parties must maintain confidentiality and use data only for the purpose specified.

We will retain personal data only for as long as necessary to provide services and meet our legal obligations. This applies to all information collected through the Centre, the ClubRight system, and our website.

Where specific retention periods are required for legal, regulatory, or accounting purposes, we will comply with those requirements. Once personal data is no longer needed, we will ensure it is securely deleted or anonymised.

If you would like further details about the retention period for any specific type of data we hold, this information is available upon request.

Under GDPR, you have the right to:

• Access the personal data we hold about you.
• Correct or update inaccurate or incomplete information.
• Request deletion of your data, subject to legal or contractual requirements.
• Restrict processing in certain circumstances.
• Object to processing based on legitimate interests or direct marketing.
• Receive your data in a portable format or transfer it to another organisation.
• Withdraw consent at any time, where processing is based on consent.

To exercise your rights, please contact:

Email: reception@kidsgrovesportscentre.co.uk
Phone: 01782 528887
Address: Fourth Avenue, Kidsgrove, Stoke-on-Trent, ST7 1DR

We may request additional information to confirm your identity before responding.

We implement appropriate physical, technical, and administrative measures to protect personal data against unauthorised access, loss, or disclosure. Access to personal data is limited to staff and authorised service providers with a legitimate need.

We may contact you about Centre services, events, or offers only if you have opted in. You can withdraw consent at any time. We do not share your personal data for marketing purposes outside the Centre or our trusted service providers.

Certain services (e.g. Swimphony registration) are hosted on external platforms:

• Please refer to their own privacy policies for information on how they handle your data. For Swimphony, see: https://swimphony.com/wp-content/uploads/2025/03/Swimphony-Privacy-Policy.pdf

Kidsgrove Sports Centre is not responsible for the privacy practices of external sites, though we limit sharing to what is necessary to provide services.

We review this Privacy Policy regularly. Any updates will be published on this page. Please check periodically for changes.

Last updated: February 2026.

If you have concerns about how we process your personal data, you may:

• Contact us at reception@kidsgrovesportscentre.co.uk or 01782 528887.
• Lodge a complaint with the Information Commissioner’s Office (ICO):
  Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  Phone: 0303 123 1113
  Email: icocasework@ico.org.uk