Privacy Policy
Elite Player Performance is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it, and your rights under UK GDPR and the Data Protection Act 2018. We will never sell your data to third parties.
01Who We Are
Elite Player Performance ("EPP", "we", "us", "our") is the data controller responsible for your personal data collected via this website (www.eliteplayerperformance.co.uk).
We are a sports performance coaching and assessment business based in Birmingham, West Midlands, providing speed, agility, and strength development services for youth and elite athletes.
Contact: 07538 064092 | eliteplayerperformance.co.uk/pages/contact
We are not currently required to register with the Information Commissioner's Office (ICO) as a data controller, but we are fully committed to complying with UK GDPR and the Data Protection Act 2018 in all our data processing activities.
02Data We Collect
2.1 Data you provide directly
| Data | When collected | Why |
|---|---|---|
| Name & email address | Booking forms, enquiry forms, community sign-up | To process bookings and communicate with you |
| Phone number | When provided voluntarily | To contact you about bookings or enquiries |
| Athlete age / sport | Booking and assessment forms | To tailor our programmes appropriately |
| Performance data | During assessment sessions (sprint times, jump height, agility scores, anthropometric data) | To generate performance reports and track development |
| Health information | Where disclosed for safety or injury context | To ensure safe participation in sessions |
| Payment information | Via Setmore booking platform | To process session payments (we do not store card details) |
2.2 Data collected automatically
When you visit our website we may collect standard technical data including your IP address, browser type, device type, pages visited, and time spent on pages. This data is collected via our hosting provider (Netlify) and may be used to monitor site performance and security.
2.3 Data from third-party platforms
If you book via Setmore, sign up via our MailerLite forms, or access the Everfit or BE ELITE app platforms, those services collect and process data under their own privacy policies. We receive only the data necessary to deliver your service.
03How We Use Your Data
We use personal data for the following purposes:
- Processing bookings and managing your athlete account
- Delivering coaching sessions, assessments, and performance reports
- Sending service-related communications (booking confirmations, session reminders)
- Sending marketing communications where you have given consent (see Section 5)
- Improving our services and understanding athlete needs
- Meeting our safeguarding obligations for youth athletes
- Complying with legal obligations
- Conducting or facilitating approved research programmes (see Section 8)
We do not use your data for automated decision-making or profiling that produces significant legal or similar effects.
04Legal Basis for Processing
| Processing activity | Legal basis (UK GDPR Art. 6) |
|---|---|
| Processing bookings & delivering sessions | Contract — necessary to perform the contract with you (Art. 6(1)(b)) |
| Service communications (confirmations, reminders) | Contract / Legitimate interests (Art. 6(1)(b) / (f)) |
| Marketing emails & the Performance Series | Consent (Art. 6(1)(a)) — you may withdraw at any time |
| Performance and assessment data | Contract — core service delivery (Art. 6(1)(b)) |
| Health / injury information | Vital interests / Explicit consent (Art. 6(1)(d) / Art. 9(2)(a)) |
| Site analytics & security monitoring | Legitimate interests — keeping our site secure and functional (Art. 6(1)(f)) |
| Research programme participation | Explicit consent — separate consent form provided (Art. 6(1)(a) / Art. 9(2)(a)) |
| Safeguarding records (youth athletes) | Legal obligation (Art. 6(1)(c)) |
05Marketing & Email Communications
We only send marketing emails where you have given us clear, informed consent — for example, by signing up for our 12-Month Performance Series or by ticking a marketing consent box at booking.
Every marketing email we send includes an unsubscribe link. You can withdraw consent at any time by:
- Clicking the unsubscribe link in any email
- Emailing us at the contact details in Section 15
- Calling us on 07538 064092
Withdrawal of consent does not affect the lawfulness of processing before withdrawal. We will process your unsubscribe request within 10 working days.
Our email marketing is managed through MailerLite. Subscriber data is stored on MailerLite's servers. See MailerLite's Privacy Policy for details.
06Third Parties & Data Processors
We share data with the following categories of third party, all of whom are bound by data processing agreements:
| Third party | Purpose | Location |
|---|---|---|
| Netlify, Inc. | Website hosting and delivery | USA (Standard Contractual Clauses apply) |
| Setmore | Online booking and payment processing | USA (SCCs apply) |
| MailerLite | Email marketing and subscriber management | EU / Lithuania (GDPR compliant) |
| Everfit | Exercise programme delivery | USA (SCCs apply) |
| BE ELITE / beelite.app | Athlete performance dashboard | UK |
| Google (Maps) | Venue location display | USA (SCCs apply) |
| University research partners | Approved research programme only — with separate ethical approval and consent process | UK |
We do not sell, rent, or trade your personal data to any third party for their own marketing purposes.
We may disclose data where required by law, court order, or to protect the safety of any person.
07Children's Data
We provide services to children aged 8 and above. When working with athletes under 18, we collect and process data with particular care in compliance with our safeguarding obligations and UK GDPR.
Parental / guardian consent
For athletes under 16, we require a parent or legal guardian to provide consent for participation and for the collection and processing of personal and performance data. Consent forms are provided at the point of booking and before any session takes place.
Safeguarding records
All coaches hold enhanced DBS certificates and FA Safeguarding Children certification. Safeguarding records are maintained securely and retained in line with our legal obligations. A Designated Safeguarding Officer is present at all youth sessions.
No direct marketing to children
We do not send marketing communications directly to children under 16. Any communications are directed to the parent or guardian who consented on their behalf.
Photographic / video consent
We may capture high-speed video during assessment sessions for biomechanical analysis purposes. This footage is used exclusively for athlete development and is never published without separate explicit consent from a parent or guardian.
08University Research Programme
Elite Player Performance is a practitioner partner in an approved university research programme studying youth football physical and cognitive development. Participation is entirely voluntary and operates under a separate, dedicated consent process.
- Research is conducted under university ethics committee approval
- A full Participant Information Sheet is provided before any data collection
- Separate written informed consent (and parental consent for under-16s) is obtained
- All research assistants hold enhanced DBS certificates and FA safeguarding qualifications
- Data is pseudonymised at the point of analysis and stored on university-approved secure systems
- Participants may withdraw from the research at any time without consequence
- Research data is not used for commercial purposes
The legal basis for processing research data is explicit consent (UK GDPR Art. 6(1)(a) and Art. 9(2)(a) for special category health data). For full details of the research data processing, please contact us or request the full Participant Information Sheet.
09Cookies
Our website uses a minimal set of cookies. We do not use advertising or tracking cookies.
| Cookie | Type | Purpose | Duration |
|---|---|---|---|
| Netlify session | Strictly necessary | Site security and delivery | Session |
| Google Maps | Functional | Displaying our venue location (only loaded if you interact with the map) | Up to 6 months |
| Setmore | Functional | Booking flow (only set when you visit the booking page) | Session / 30 days |
We do not use Google Analytics, Facebook Pixel, or any other behavioural advertising or analytics tools on this website. You can manage cookies through your browser settings at any time.
10Data Retention
| Data category | Retention period |
|---|---|
| Booking & customer records | 7 years from last service (HMRC requirements) |
| Performance assessment data | Duration of athlete relationship + 3 years, unless you request earlier deletion |
| Email marketing subscribers | Until you unsubscribe, then deleted within 30 days |
| Safeguarding records (youth) | Until the child reaches age 25 (or 8 years after last contact, whichever is later) |
| CCTV / high-speed video | 30 days unless retained for specific coaching analysis purposes (with consent) |
| Research data | Per university ethics approval — typically 10 years in pseudonymised form |
| Website logs | 90 days |
When data is no longer required, it is securely deleted or anonymised so it can no longer be linked to an individual.
11Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
| Right | What it means |
|---|---|
| Access | Request a copy of the personal data we hold about you (Subject Access Request) |
| Rectification | Ask us to correct inaccurate or incomplete data |
| Erasure | Ask us to delete your data (where no legal obligation requires us to keep it) |
| Restriction | Ask us to restrict processing in certain circumstances |
| Portability | Receive your data in a structured, machine-readable format (where processing is automated and based on consent or contract) |
| Object | Object to processing based on legitimate interests or for direct marketing |
| Withdraw consent | Where processing is based on consent, withdraw it at any time without affecting prior lawful processing |
| Automated decisions | Not to be subject to solely automated decision-making that significantly affects you (we do not carry out such processing) |
How to exercise your rights
Contact us using the details in Section 15. We will respond within one calendar month. Requests are free of charge. We may ask you to verify your identity before processing a request.
Right to complain
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
- Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
We would appreciate the opportunity to address your concerns before you contact the ICO.
12Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These include:
- HTTPS encryption on all web pages (TLS 1.2+)
- Strict HTTP security headers (X-Frame-Options, Content-Security-Policy, etc.)
- Access controls limiting who can access personal data within our organisation
- Use of reputable, GDPR-compliant third-party processors with appropriate security certifications
- Regular review of our data handling practices
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay, as required by UK GDPR Art. 33–34.
13International Transfers
Some of our third-party processors (Netlify, Setmore, Everfit) store data in the United States. Where data is transferred outside the UK, we ensure appropriate safeguards are in place, including:
- UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs)
- Adequacy decisions where applicable
- Binding Corporate Rules where applicable
MailerLite is based in the EU and is subject to GDPR directly, providing an equivalent level of protection.
14Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The "Last updated" date at the top of this page will always show when the policy was last revised.
For significant changes, we will notify active subscribers by email. Continued use of our services after changes constitutes acceptance of the updated policy.
Previous versions of this policy are available on request.
15Contact Us
Elite Player Performance
Birmingham, West Midlands
Phone: 07538 064092
Website: eliteplayerperformance.co.uk/pages/contact
For Subject Access Requests, data deletion requests, or any other data protection query, please contact us using the details above. We aim to respond within 5 working days and will always act within the statutory one-month deadline.