Last updated: September 2026

This Privacy Policy explains how we collect, use, store and share personal information when you use our website or take part in our services.

It applies to:

• Healthy Active Lifestyles Ltd
• Healthy Active Sports Events Ltd
• Footy Factory Coaching, a trading name of Healthy Active Sports Events Ltd
• School PE, clubs, competitions and events
• North and South Liverpool Sports Networks
• Football coaching, teams and holiday camps
• Outdoor activities, guided walks and adventure events

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1. Who is responsible for your information?

The organisation responsible for your personal information will depend on the service you use.

Healthy Active Lifestyles Ltd

Healthy Active Lifestyles Ltd is responsible for personal information connected with school PE, sports clubs, competitions, events and related school services.

Company number: 09169173

Registered office: [INSERT REGISTERED OFFICE]

Healthy Active Sports Events Ltd

Healthy Active Sports Events Ltd is responsible for personal information connected with outdoor activities and Footy Factory Coaching camps, sessions, teams and events.

Company number: 14364244

Registered office: [INSERT REGISTERED OFFICE]

Each company is a separate data controller for the services it provides.

For some school services, the school may be the data controller and Healthy Active Lifestyles Ltd may process pupil information on the school’s instructions. In these circumstances, the school’s privacy notice will also apply.

2. How to contact us

Questions about this policy or the use of your personal information should be sent to:

Email: info@healthyactivelifestyles.co.uk
Telephone: 07479 953 465
Post: [INSERT DATA-PROTECTION CONTACT ADDRESS]

3. Information we collect

Depending on the service, we may collect:

Contact and booking information

• Names of customers, parents, guardians and participants
• Postal and email addresses
• Telephone numbers
• Booking details and attendance information
• School and organisation contact details
• Payment and invoice records

Payment-card details are normally processed by our payment provider and are not stored directly by us.

Information about children and participants

• Name and date of birth
• School, class, team or age group
• Parent or guardian details
• Emergency contacts
• Attendance and collection permissions
• Relevant behavioural or additional-support information
• Activity preferences and participation records

Health and accessibility information

Where necessary for safe participation, we may collect:

• Medical conditions
• Allergies
• Injuries
• Medication requirements
• Disabilities and accessibility requirements
• Information supplied through consent forms or Physical Activity Readiness Questionnaires

Health information is special-category personal data and is given additional protection.

Safeguarding and incident information

We may record relevant information about:

• Accidents, injuries and first aid
• Safeguarding concerns
• Behavioural incidents
• Complaints
• Emergency-service involvement

Photographs and recordings

We may collect photographs or video recordings where appropriate permission has been obtained.

Website information

When you use our website, we may collect technical information such as:

• IP address
• Browser and device type
• Pages visited
• Cookie information
• Website usage and performance data

Further information should be provided through our Cookie Policy and cookie-consent settings.

4. Where we obtain information

We may receive personal information directly from:

• Parents, guardians and adult participants
• Schools, teachers and authorised school staff
• Organisations making group bookings
• Online booking, enquiry and consent forms
• Participants attending our activities
• Coaches, instructors and members of staff
• Payment, website and booking providers

Schools and group organisers are responsible for ensuring that they are authorised to provide relevant participant information to us.

5. How we use personal information

We may use personal information to:

• Respond to enquiries
• Process and manage bookings
• Deliver school, football and outdoor services
• Maintain attendance and collection records
• Communicate changes, joining instructions and safety information
• Assess whether an activity is suitable for a participant
• Make reasonable adjustments
• Protect participants’ health, safety and welfare
• Provide first aid or contact emergency services
• Manage competitions, fixtures and events
• Process payments, invoices and refunds
• Monitor participation and service quality
• Handle complaints and incidents
• Meet safeguarding, insurance and legal requirements
• Improve our services and website
• Send marketing where we have an appropriate legal basis

6. Our lawful bases

Under UK data-protection law, we must have a lawful basis for using personal information.

We may rely on:

• Contract: to manage and deliver a service you have booked.
• Legal obligation: where we must keep or disclose information to comply with the law.
• Legitimate interests: to operate, protect and improve our services, provided those interests do not override your rights.
• Consent: for certain uses, including some marketing, photography and health information.
• Vital interests: where information must be used to protect someone’s life in an emergency.
• Public task or substantial public interest: where applicable to safeguarding or work carried out with schools.

When we process health or other special-category information, we will also identify an additional legal condition. This may include explicit consent, vital interests, safeguarding or another condition permitted by law.

7. Children’s information

Many of our services are provided to children. We only collect information that is reasonably necessary to deliver activities safely and effectively.

Information may be supplied by a parent, guardian or school. We aim to explain the use of information clearly and in a way appropriate to the child’s age where required.

Parents, guardians and schools should only provide information that is accurate, relevant and necessary.

We will not use children’s personal information for unrelated marketing.

8. School services and sports networks

For curriculum PE, clubs, competitions and the North and South Liverpool Sports Networks, we may receive pupil information from participating schools.

This may include:

• Pupil names and year groups
• Team and competition entries
• Attendance information
• Relevant medical or accessibility requirements
• Emergency information
• Photography permissions

Access will be limited to people who need the information to organise and deliver the activity safely.

Schools remain responsible for their own data-protection obligations and for providing appropriate privacy information to pupils and parents.

9. Footy Factory Coaching

For FFC camps, sessions, teams and events, Healthy Active Sports Events Ltd may use participant information to:

• Register players
• Allocate children to suitable groups
• Manage camps, sessions and fixtures
• Record attendance
• Contact parents and guardians
• Manage authorised collection
• Support medical and additional needs
• Respond to incidents and emergencies

Parents and guardians must tell us if a child’s contact, medical or collection information changes.

10. Get Fit Get Outdoors UK – Outdoor activities

For guided walks, climbing and other outdoor activities, Healthy Active Sports Events Ltd may use participant information to:

• Assess activity suitability
• Plan group arrangements
• Provide joining and equipment information
• Adapt activities where reasonably possible
• Manage safety and emergencies
• Communicate route, weather or timetable changes

Participants must provide accurate information about medical conditions, injuries or other matters that may affect safe participation.

11. Marketing

We may send information about relevant activities, camps, events or services where:

• You have given consent;
• The law allows us to contact an existing customer about similar services; or
• We are contacting a school or organisation where we have a legitimate reason to do so.

You can unsubscribe at any time by using the unsubscribe option in the message or emailing info@healthyactivelifestyles.co.uk.

Service messages relating to an existing booking are not marketing and may still be sent after you unsubscribe from promotional communications.

12. Photography and publicity

We will only use identifiable photographs or recordings of children for promotional purposes where appropriate consent has been obtained.

For school services, we will follow the photography permissions communicated by the school.

For FFC services, consent will normally be obtained from the parent or guardian.

Consent can be withdrawn for future use by contacting us. Withdrawal will not affect material already lawfully published, although we will consider reasonable requests to remove material under our control.

13. Who we share information with

Where necessary, we may share relevant information with:

• Employees, coaches, instructors and authorised contractors
• Schools and group organisers
• Venues and activity providers
• Booking, website and IT providers
• Payment processors and accountants
• Insurers and professional advisers
• Governing bodies, leagues and competition organisers
• Emergency services and healthcare professionals
• Safeguarding authorities, regulators or law-enforcement bodies
• Other organisations where disclosure is required by law

We do not sell personal information.

Only the information reasonably required for the relevant purpose will be shared.

14. International transfers

Some technology or service providers may process information outside the United Kingdom.

Where this occurs, we will take reasonable steps to ensure that appropriate legal safeguards are in place, such as an approved adequacy arrangement or recognised contractual protections.

15. How long we keep information

We only keep personal information for as long as reasonably necessary.

Our retention periods depend on the type of information and why it was collected. As a general guide:

• Routine enquiries may be retained for up to 12 months after the last contact.
• Booking, invoice and financial records may be retained for up to six years for accounting and legal purposes.
• Routine registers, consent forms and participant information will normally be deleted when no longer required for delivery, reporting or safeguarding.
• Accident, insurance and safeguarding records may be retained for longer where required by law, insurers or safeguarding guidance.
• Marketing information will be retained until consent is withdrawn, an objection is made or it is no longer required.
• A limited suppression record may be retained to ensure that someone who has unsubscribed is not contacted again.

Information supplied by a school may be returned or securely deleted in accordance with the school’s instructions and any applicable agreement.

16. Data security

We use appropriate organisational and technical measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Inappropriate disclosure
• Alteration
• Destruction

Access is limited to people who reasonably need the information to perform their role.

No internet or electronic-storage system is completely secure. However, we take reasonable steps to protect the information under our control and respond appropriately to suspected data breaches.

17. Your rights

Depending on the circumstances, you may have the right to:

• Request access to your personal information
• Ask us to correct inaccurate or incomplete information
• Ask us to delete information
• Ask us to restrict how information is used
• Object to certain processing
• Request the transfer of information
• Withdraw consent
• Object to direct marketing
• Challenge a decision made solely through automated processing

These rights are not absolute and may be subject to legal exemptions.

We do not currently make decisions that have significant legal effects based solely on automated processing.

To exercise a right, contact info@healthyactivelifestyles.co.uk. We may ask for information to confirm your identity before responding.

18. Complaints

Please contact us first if you have concerns about how your information has been handled. We will investigate and try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator:

Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

19. Changes to this policy

We may update this Privacy Policy when our services, suppliers or legal responsibilities change.

The current version will be published on our website with the date of the latest update. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of the people affected.