Privacy Notice
We take the privacy of children, parents and carers seriously. This notice explains what information we hold, why we hold it, and what you can ask us to do with it.
Last updated: 25 August 2026
Who We Are
Mindset Through Sport (“MTS”, “we”, “us”) delivers football, cricket and mindset coaching for girls and boys aged 7–16 in Wheaton Aston, Staffordshire. We are the data controller for the personal information described in this notice.
Information We Collect
You can book a place on our programmes and camps through the booking form on this website. You can also contact us by email or phone. When you do, we collect the information needed to keep your child safe and run the session:
Through the booking form (completed by a parent or carer with parental responsibility):
- Your name as parent or carer, email address and mobile number
- A second emergency contact — their name and phone number
- For each child: first name, last name, date of birth and school year
- For each child: medical conditions, allergies or medication relevant to safe participation
- For each child: dietary requirements
- For each child: any additional needs or anything else we should know
- Your photo and media consent preference for each child
- How you heard about us (optional) and any further notes for the coaching team (optional)
- Confirmation that you have read and accepted our Booking Terms and this Privacy Notice
For payment, we use Stripe to take card payments securely. Your card details are entered directly into Stripe’s payment form and are never seen, stored or processed by us. We receive only a record that payment was made, the amount and a reference that links it to your booking.
By email or phone, we may also collect:
- Your address, if needed for a specific booking
- Attendance records and session notes
- Correspondence about your child’s participation
Why We Use It
- To deliver coaching sessions, programmes and camps safely
- To contact you about the sessions your child is attending
- To respond to accidents, injuries or safeguarding concerns
- To keep registers, risk assessments and incident records
- To take payment and keep accounting records
- To send you information you have asked to receive
Our Legal Bases
We rely on contract to deliver a place you have booked, legitimate interests to run our sessions and communicate with you about them, legal obligation for safeguarding and accounting records, and consent for optional things such as photography and marketing emails. Health information is special category data and is handled under the health and safety and safeguarding conditions in UK data protection law. You can withdraw consent at any time.
Who We Share It With
We do not sell personal information. We share it only where necessary: with coaches and volunteers working with your child, with emergency services or medical professionals if needed, with statutory safeguarding partners such as children’s social care or the police where we have a duty to refer, and with our service providers who act on our instructions. Our service providers include:
- Stripe — processes card payments. Stripe receives your card details directly; we do not. See stripe.com/privacy for how Stripe handles card data
- Our website and database hosting provider — stores the booking information you submit, under our instructions and with strict access controls
- Email and communication tools — used to contact you about the sessions your child is attending
Booking information is stored in a secure database that is not publicly accessible. Only our authorised server-side systems can read or write to it, and children’s medical and personal details are never exposed publicly.
How Long We Keep It
- Booking details (parent/carer and child information): for the period your child participates, then up to 3 years after their last session
- Medical, allergy and dietary information: retained while your child is participating and for up to 3 years afterwards, unless kept longer under safeguarding guidance
- Accident, incident and safeguarding records: retained in line with statutory safeguarding guidance, which can be many years
- Financial and payment records: 6 years plus the current tax year
- Photo and media consent: kept until you withdraw it, then removed from active use
Children’s Information
Registration is completed by a parent or carer with parental responsibility. We keep the information we hold about a child to the minimum needed to keep them safe and to coach them well.
Your Rights
You can ask us for a copy of the information we hold, ask us to correct it, ask us to delete it, object to or restrict how we use it, and ask us to move it elsewhere. Where we rely on consent, you can withdraw it. To make a request, contact us using the details below. If you are unhappy with how we have handled your information you can complain to the Information Commissioner’s Office at ico.org.uk.
Security
Booking information submitted through the website is stored in a secure database with strict access controls — it is not publicly readable, and only our authorised server-side systems can access it. Card details never touch our systems; they are entered directly into Stripe’s secure payment form. Other information is kept on password-protected devices and accounts, shared only with those who need it, and paper registers are stored securely and destroyed when no longer needed.
Contact Us
Mindset Through Sport, Wheaton Aston, Staffordshire.
Email: mts@mindsetthroughsport.com
Phone: 07581 490 587