Privacy Policy
Privacy Policy
Active School Organisation Ltd
Last updated: June 2026
Company No.: 16668889
Registered address: 34 Clifton Road, Salisbury, SP2 7BS
Contact: info@activeschool.org.uk | www.activeschool.org.uk
1. Who We Are
Active School Organisation Ltd (trading as Active School Org and UK Academies of Gymnastics) is a provider of after-school gymnastics, trampolining, and multi-sport enrichment programmes delivered in primary schools across England.
For the purposes of UK data protection law, Active School Organisation Ltd is the data controller responsible for your personal data.
2. What Data We Collect
When you register a child for one of our programmes, we collect the following information:
About the parent or guardian:
- Full name
- Email address
- Phone number(s)
- Relationship to the child
About the child:
- Full name
- Date of birth
- School attended
- Year group
- Medical conditions, allergies, or additional needs relevant to participation
- Emergency contact details (if different from the booking parent)
- Photography consent preference
Through use of our services:
- Attendance records
- Session registers
- Any incident or safeguarding reports where your child is involved
- Communications you send to us
3. How We Use Your Data
We use your data for the following purposes:
To deliver our service:
- Managing your booking and account on ClassForKids
- Running session registers and tracking attendance
- Communicating with you about your child's sessions, including changes, cancellations, and updates
To keep your child safe:
- Sharing relevant medical or additional needs information with the coach delivering your child's session
- Fulfilling our safeguarding obligations under Keeping Children Safe in Education (KCSIE) and the Children Act 1989
- Managing late collection, incident reporting, and emergency contacts
To run our business:
- Processing payments
- Issuing credits or resolving booking queries
- Maintaining financial records as required by law
To improve our programmes:
- Anonymised attendance and participation data to help us plan sessions and report to schools
For marketing (where consent is given):
- Sending you information about upcoming programmes, new clubs, and term dates
- You can opt out of marketing communications at any time by emailing info@activeschool.org.uk or using the unsubscribe link in any email we send
4. Our Legal Basis for Processing
We process your data under the following lawful bases:
PurposeLegal basisDelivering the service you have bookedContractProcessing paymentsContractSafeguarding and child protectionLegal obligation / Vital interestsEmergency contact and medical informationVital interestsMaintaining financial recordsLegal obligationSending programme updatesLegitimate interestsMarketing communicationsConsentPhotography and image useConsent
5. Photography and Image Use
We may take photographs or short video clips during sessions for use in our marketing materials, website, and social media. We will only do this where you have given consent at the time of booking.
If you did not give consent, or wish to withdraw consent at any time, please email info@activeschool.org.uk. Withdrawal of consent will not affect any images already published in good faith prior to your request.
Only authorised ASO staff (Lead Coach level and above) are permitted to take photographs at sessions.
6. Who We Share Your Data With
We do not sell your data. We do not share your data with third parties for their own marketing purposes.
We may share your data with:
ClassForKids — our booking platform. ClassForKids processes data on our behalf as a data processor. Their own privacy policy is available at classforkids.io.
The school where your child attends — we share relevant attendance and safeguarding information with the school as required by our partnership agreement and legal obligations.
Our coaching staff — coaches receive only the information they need to safely deliver your child's session (name, medical notes, contact details, consent flags).
Statutory authorities — where we are legally required to share information, for example with the police, social services, or Ofsted. GDPR does not prevent the sharing of information for the purposes of keeping children safe.
Our accountancy and payroll systems — financial data only, for the purposes of bookkeeping and tax compliance.
7. How Long We Keep Your Data
We keep your data for as long as your child is enrolled with us, plus a reasonable period afterwards to handle any queries or disputes.
Specific retention periods:
Data typeRetention periodBooking and payment records7 years (HMRC requirement)Session registers and attendance3 years after last sessionSafeguarding recordsUntil the child's 25th birthday, or longer if requiredMedical and emergency contact informationDuration of enrolment, then securely deletedMarketing consent recordsUntil consent is withdrawnPhotography consentDuration of enrolment, then securely deleted
8. How We Keep Your Data Safe
We take reasonable steps to protect your data, including:
- Access to personal data is limited to staff who need it to do their job
- Our booking platform (ClassForKids) uses industry-standard encryption and security practices
- Paper records (where used) are stored securely and disposed of confidentially
- We do not store sensitive data in personal email accounts or unsecured messaging apps
9. Your Rights
Under UK GDPR, you have the following rights:
Right to access — you can request a copy of the personal data we hold about you or your child.
Right to rectification — you can ask us to correct inaccurate or incomplete data.
Right to erasure — you can ask us to delete your data where we no longer have a lawful reason to hold it. Note that we may be required to retain certain records by law.
Right to restrict processing — you can ask us to limit how we use your data in certain circumstances.
Right to object — you can object to us processing your data on the basis of legitimate interests, including for direct marketing.
Right to withdraw consent — where processing is based on consent (e.g. photography, marketing), you can withdraw that consent at any time.
To exercise any of these rights, please email info@activeschool.org.uk. We will respond within 30 days.
10. Complaints
If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO):
Website: ico.org.uk
Phone: 0303 123 1113
We would always prefer to resolve concerns directly first — please contact us at info@activeschool.org.uk before escalating to the ICO.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through ClassForKids. The current version will always be available on our website and booking platform.
12. Contact Us
For data and privacy queries:
Naima Clarke — Admin and Operations
For safeguarding-related data concerns:
Shelley Wood — Designated Safeguarding Lead
safeguarding@activeschool.org.uk | 07814 899151