Privacy Policy

CRYO SPORTS UK

Privacy Policy

This Privacy Policy explains how Cryo Sports UK collects, stores and protects personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Cryo Sports UK provides sports coaching, athletic development programmes, training camps and recreational activities for children and young people.

For data protection purposes, Cryo Sports UK is the Data Controller.

2. Information We Collect

We may collect the following information.

Participant Information

Full name
Date of birth
Gender where relevant for sport participation
Medical information
Emergency contact details
Attendance records
Performance information where coaching analysis is required

Parent / Guardian Information

Full name
Address
Telephone number
Email address
Payment details
Emergency contact information

Staff and Coaches

Contact details
Coaching qualifications
DBS information where applicable
Employment or volunteer records

3. Why We Collect Data

We collect information in order to:

Register participants
Deliver coaching sessions
Organise camps and sports programmes
Process payments
Communicate with parents
Manage attendance
Maintain safeguarding records
Respond during emergencies
Meet insurance and legal obligations

4. Legal Basis for Processing

We process personal data under lawful bases including:

Consent
Contractual necessity
Legal obligations
Legitimate business interests
Protection of vital interests

5. Medical Information

Medical information is collected solely to ensure participant safety.

This may include:

Asthma
Allergies
Medication requirements
Injuries
Physical restrictions

Sensitive information is accessed only where necessary for participant welfare.

6. Sharing Information

Cryo Sports UK does not sell personal data.

Information may be shared where necessary with:

Emergency medical professionals
Insurance providers
Governing sports organisations
Safeguarding authorities
Legal authorities where required by law

Data is only shared where necessary and appropriate.

7. Photography and Video Recording

Cryo Sports UK may take photographs and videos for:

Coaching review
Website promotion
Social media
Marketing materials
Club development activities

Separate parental consent may be requested.

Parents may withdraw consent at any time.

8. Data Security

We take reasonable measures to protect personal information including:

Password protected systems
Restricted access to records
Secure online storage
Secure handling of paper documents

Only authorised staff may access personal data.

9. Data Retention

We retain information only for as long as necessary.

Typical retention periods include:

Membership records – 3 years after leaving
Incident reports – legal retention periods apply
Safeguarding concerns – retained where legally necessary

Information no longer required will be securely deleted.

10. Your Rights

Under UK GDPR you have the right to:

Access personal data
Request correction of inaccurate information
Request deletion where appropriate
Restrict data processing
Object to processing
Withdraw consent
Request data transfer where applicable

Requests may be made using our contact details.

11. Children’s Data Protection

Cryo Sports UK recognises that children’s data requires enhanced protection.

We only collect information necessary to safely provide services.

Parents and legal guardians provide consent on behalf of children where required.

12. Data Breaches

If a personal data breach occurs, Cryo Sports UK will take immediate action.

Where legally required, breaches will be reported to relevant authorities.

13. Complaints

If you have concerns regarding your personal information, please contact Cryo Sports UK first.

You may also contact the UK regulator:

Information Commissioner’s Office (ICO)

14. Policy Updates

Cryo Sports UK reserves the right to update this policy periodically.

Updated versions will be made available to all members.

Signed on behalf of Cryo Sports UK