Privacy notice
How Cic Cymru Academy uses the information you give us about you and your child. Last updated [date].
1. Who we are
Cic Cymru Academy runs football sessions for children aged 2 to 5 in North Wales, starting in Menai Bridge. We are the “controller” of the personal information described in this notice, which means we decide how and why it is used.
- Organisation: [Legal name], a community interest company registered in [England and Wales] with number [CIC number].
- Registered address: [address]
- ICO registration number: [number]
- Contact for privacy questions: [email address] or [phone number]. You can also message us on social media as “Cic Cymru Academy” ([platform]), though please do not send health or other private details that way.
This notice is for parents and carers. Children do not have their own accounts. You give us your child’s information, and we use it only as set out here.
2. What information we collect
We collect the information you enter in the family area of our website, in two steps.
Step 1: reserving a place. We ask only for the basics, so we can hold a place for your child. Nothing is taken at this stage.
Step 2: activating your membership. When membership opens and you decide to go ahead, we ask for the rest, including an emergency contact and, if you choose, health information.
About you (parent or carer)
- When you reserve a place: name, email address and password (the password is handled by Wix and we cannot see it), and phone number
- When you activate membership: an emergency contact name and phone number and, if you choose to give it, your home address
- A membership number we create for your family, for example CCA-123456
- Whether you have agreed to us holding your child’s health information, and when
About your child
- When you reserve a place: first name and date of birth, so we can place your child in the right group
- When you activate membership: last name and, only if you agree, allergies, medical conditions, any medication needed during a session, and other notes you think coaches should know
- Which sessions you have booked or cancelled
Payments
When you pay for membership, the payment is taken by Wix and its payment provider. We do not see or store your card number. We keep a record that your membership is active.
When you visit the website
Our site remembers your language and accessibility choices in your browser. See section 9.
If you apply to be a coach
- Your name, email address, phone number and the town or area where you live
- Where you would like to coach, any coaching badge you hold and whether you would like our support to gain one
- The experience, availability and reasons you choose to tell us about, and your confirmation that you are 18 or over
- We do not ask for your date of birth, DBS details or health information in the application form. If we offer you a role, DBS checks and training are arranged separately.
3. Why we use it and our legal basis
UK data protection law requires us to have a lawful reason for each use of your information.
| What we do | Information used | Our lawful reason |
|---|---|---|
| Set up your account, take membership payments and book places | Your details, your child’s name and date of birth, bookings | Contract: we need it to provide the membership you ask for |
| Run sessions safely, including contacting you in an emergency | Emergency contact and phone number, collected when you activate membership | Legitimate interests (keeping children safe), and vital interests in a real emergency |
| Keep registers and group children by age | Child’s name, date of birth, bookings | Legitimate interests (running the academy properly) |
| Look after your child’s health needs during sessions | Allergies, conditions, medication, notes | Your explicit consent (see section 4) |
| Answer your questions and tell you about changes to sessions | Name, email, phone | Legitimate interests, or contract where it is about your booking |
| Meet legal duties, such as keeping financial records and responding to safeguarding concerns | Payment and membership records, relevant child and parent details | Legal obligation |
| Consider and reply to a coach application | The details you put in the application form | Steps you ask us to take before a possible agreement with you |
We do not use your information for advertising, we do not sell it, and we do not use it to make automated decisions about you.
4. Your child’s health information and consent
Health information is “special category” data, so we take extra care and only hold it if you say yes.
- We do not ask for health information when you reserve a place. When you activate your membership you can tick a box to agree that we may hold your child’s health details. The box is not ticked for you, and you can still activate your membership and book sessions without ticking it.
- If you do not agree, the health fields stay empty and we do not store any health details for your child.
- You can withdraw your consent at any time by unticking the box in your family area. When you do, the website removes the health details already stored for your children. Withdrawing does not affect anything we did before.
- Coaches see health details that matter for training, such as allergies and medication, on session registers. They do not see more than they need.
If your child has a serious condition, please also tell the coach in person, so nothing depends on a website alone.
5. Who can see your information
Access depends on a person’s role, and the website enforces this.
- You can see and change your own family’s details only.
- Coaches can see the registers for their sessions, with each child’s name, age, allergies, conditions affecting activity and medication needed during a session, plus the parent’s emergency contact. Coaches are added by us, and only once their identity and qualifications have been checked.
- Administrators at the academy can see the member list and manage the coaches list. They cannot see children’s health information through the member list.
- Coach applications can be seen by administrators at the academy only.
- Wix hosts the website and processes payments for us (see section 6).
We do not sell your information or share it with advertisers. We share it with others only if the law requires it, or if it is needed to protect a child, for example with the police, the local authority or the Football Association of Wales in a safeguarding matter.
6. Where it is stored, payments and transfers abroad
Your information is stored on the Wix platform, which hosts our website and holds the member records. Wix acts as our “processor”, meaning it handles data only on our instructions and under a data processing agreement. Wix and its sub-processors may store or access data outside the UK. Where they do, Wix relies on safeguards required by UK law, such as the UK addendum to standard contractual clauses. [Confirm where Wix stores your site’s data and that its current terms suit you.]
Card payments are handled by the payment provider connected to our Wix account, [provider name]. It has its own privacy notice, and we never receive your full card details.
7. How long we keep it
We keep information only as long as we need it. [Suggested periods for you to confirm:]
| Information | How long |
|---|---|
| Reservations that do not become memberships | Deleted within [3] months of membership opening on 1 January 2027, unless you ask us to keep them |
| Coach applications | Unsuccessful applications deleted within [6] months of our decision, unless you ask us to keep yours for future roles. If you join us, your details move to our coach records. |
| Family profile and child details | While your membership is active, then deleted within [12] months of it ending |
| Children’s health information | Removed straight away if you withdraw consent or remove the child, and in any case when membership ends |
| Session bookings and registers | [12] months after the session, unless needed for an accident or safeguarding record |
| Payment and accounting records | [6] years, as required for company accounts and tax |
| Accident, incident and safeguarding records | Kept for the period set by our insurer and safeguarding policy: [period]. Records about children are often kept until the child turns 21 or 25. |
You can delete a child’s profile yourself in your family area, which also removes their bookings. To delete your whole account, contact us and we will remove it as soon as we can, subject to the legal records above.
8. Your rights and how to complain
You have these rights over your information and, as a parent or carer, your child’s:
- to be told how it is used (this notice) and to ask for a copy of it
- to have wrong information corrected
- to have it deleted, in many cases
- to restrict or object to some uses
- to withdraw consent at any time, where we rely on consent
- to receive information you gave us in a portable format, where it applies
To use any of these rights, contact us at [email address]. We will reply within one month. You do not need to pay a fee.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO) atico.org.uk or on 0303 123 1113.
9. Cookies and similar technologies
We use only what the website needs to work:
- Login: Wix sets a session cookie so that you stay logged in to your family area. Without it, login would not work.
- Your choices: your browser stores your language (English or Cymraeg) and accessibility settings, such as text size and high contrast, on your own device. We do not receive them.
We do not use advertising or tracking cookies. [Confirm that no analytics tool is switched on in your Wix account. If one is added later, this section and a cookie banner will need updating.]
This notice was last updated on [date]. If we change it in a way that matters, we will tell members by email.