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Privacy Policy

Last updated: September 2026

Cheer London Allstarz Ltd (“CLA”, “we”, “us” or “our”) is committed to protecting the privacy, personal information and confidentiality of our athletes, parents and carers, website visitors, staff, coaches, volunteers, school partners and other individuals who interact with us.

As an organisation working extensively with children and young people, we recognise that we have a particularly important responsibility to handle personal information carefully, securely and transparently.

This Privacy Policy explains what information we collect, why we collect it, how it is used and stored, when information may be shared, and the rights you have in relation to your personal information.

This policy applies to information collected through our website, Members Hub, registration and booking systems, enquiries, classes, teams, events, school programs and other interactions with Cheer London Allstarz Ltd.

WHO WE ARE

Cheer London Allstarz Ltd

Company Number: 15887653

VAT Registration Number: 425680490

Registered/Office Address:

124–128 City Road

London

EC1V 2NX

United Kingdom

Website: www.cheerlondonallstarz.com

General enquiries: info@cheerlondonallstarz.com

CLA Office: 07850 685897

For the purposes of UK data protection legislation, Cheer London Allstarz Ltd is the data controller for personal information where we determine how and why that information is processed.

THE INFORMATION WE MAY COLLECT

The information we collect depends on your relationship with CLA and the services you use.

For parents, carers and adult members, this may include your name, address, email address, telephone number, emergency contact information, payment and transaction information, communication preferences, enquiries and correspondence with CLA.

For children and young people participating in our activities, this may include their name, date of birth, age, school, class or year group, emergency contact details, attendance information, team/class information and information required to safely participate in our activities.

Where necessary, we may also collect information concerning allergies, medical conditions, injuries, medication, disabilities, SEND requirements, access requirements or other health and support information.

Some health information is considered special category personal data under UK data protection law and is therefore subject to additional protections.

We only seek information that we reasonably require to operate our services safely and effectively.

INFORMATION ABOUT CHILDREN

The majority of CLA's athletes are children and young people, and protecting their information is particularly important to us.

Information about children will normally be supplied by their parent/carer, their school where appropriate, or through our authorised registration systems.

We may process children's information so that we can register them for activities, allocate them to appropriate classes or teams, record attendance, communicate relevant information to parents/carers, respond appropriately to medical needs or emergencies, provide suitable SEND or additional support, safeguard children, manage competitions/events and operate our programs safely.

Children have data protection rights in relation to their personal information in the same way that adults do, although how those rights are exercised can depend on factors including the child's age and understanding. The ICO specifically requires privacy information concerning children to be clear and age appropriate. ICO

Where appropriate, CLA may provide simplified or child-friendly explanations about how information is used.

MEDICAL, SEND AND ADDITIONAL SUPPORT INFORMATION

The safety and wellbeing of our athletes is extremely important.

Parents/carers are responsible for ensuring that the medical, health, SEND and emergency information supplied to CLA is complete, accurate and kept up to date.

This may include information concerning medical conditions, allergies, medication, injuries, disabilities, SEND, accessibility requirements and reasonable adjustments.

This information may be made available only to those members of the CLA team who reasonably require it to safeguard and support the athlete.

Where necessary for the safety or wellbeing of a child, relevant information may also be communicated to emergency services, healthcare professionals, schools, venues or other appropriate organisations.

SAFEGUARDING INFORMATION

As a provider of children's activities, CLA has safeguarding responsibilities.

Where a safeguarding or welfare concern arises, we may record information concerning the incident or concern, actions taken, communications with parents/carers, information provided by coaches or other individuals and information shared with safeguarding professionals.

Where necessary and lawful, safeguarding information may be shared with a school's Designated Safeguarding Lead, local authority safeguarding services, children's social care, police, emergency services or another appropriate safeguarding body.

Protecting a child may mean that it is not always appropriate or legally possible to obtain consent before information is shared.

Safeguarding records are treated as confidential and access is restricted to individuals who require the information to perform their safeguarding responsibilities.

HOW WE COLLECT INFORMATION

We may collect information when you register yourself or your child for a CLA activity; create or use an account; complete a form; contact us by telephone, email, WhatsApp or through our website; make a payment; join a team or class; attend an event, competition or showcase; provide medical or support information; interact with the Members Hub; communicate with our staff or coaches; or provide information through one of our school partners.

Where a school books or coordinates an activity, some information may be provided to CLA by the school rather than directly by the parent/carer.

Where we obtain personal information from another source, we will handle it in accordance with applicable data protection requirements.

CLASSFORKIDS

CLA uses ClassForKids as an online registration, booking and data-management platform.

Our existing GDPR statement confirms that ClassForKids is used to store registration information and that parents/carers accept the relevant terms and privacy information when registering. GDPR Statement 202627.pdf u

Parents/carers are responsible for keeping the information held within their account accurate and up to date, particularly medical and emergency information.

ClassForKids operates its own data protection and retention arrangements. Their data retention information can be accessed here:

ClassForKids Data Retention Policy

OUR WEBSITE AND MEMBERS HUB

When you use our website or Members Hub, certain technical information may be collected automatically.

Depending on the functionality enabled on our website, this may include IP address, browser/device information, pages visited, date and time of visits, website interactions and cookie information.

We may use this information to operate and secure the website, understand how it is being used, troubleshoot technical problems and improve the experience for our members and visitors.

WIX + SQUARESPACE

Our website and/or Members Hub may be hosted or operated using Wix/Square Space.

Where Wix/Square Space processes information on our behalf in connection with website hosting, accounts, forms, online-store functionality or other website services, information may be processed through Wix's/Square Spaces’s systems in accordance with its contractual and data-protection arrangements.

Please see Privacy Policies Below

WIX: www.wix.com/about/privacy?utm_source=chatgpt.com

SquareSpace: https://www.squarespace.com/privacy?utm_source=chatgpt.com

CONSTANT CONTACT & EMAIL COMMUNICATIONS

Cheer London Allstarz Ltd uses Constant Contact, an email marketing and communications platform, to send bulk email communications to our members, parents/carers, customers and individuals who have chosen to receive information from us.

These communications may include CLA news and updates, information about upcoming classes and programs, events and showcases, new opportunities, registration information, offers and other relevant CLA communications.

Where required, we will only use your email address for marketing communications where we have an appropriate lawful basis to do so.

You have the right to opt out of our marketing communications at any time.

Every marketing email sent by CLA through Constant Contact includes an Unsubscribe link. You can use this link at any time to withdraw from future marketing emails. Constant Contact records the email address as unsubscribed and prevents further marketing emails being sent to that address unless the individual subsequently chooses to resubscribe. Constant Contact Knowledge Base

Where available, you may also be given the option to update your communication preferences, allowing you to select which types of CLA communications you wish to receive rather than unsubscribing from all communications. Constant Contact Knowledge Base

You may also contact CLA directly and ask us to remove you from our marketing mailing list. We will respect your request and update your communication preferences accordingly.

Please note: opting out of marketing communications does not necessarily prevent us from contacting you about essential administrative or service-related matters connected with an active CLA membership, class, team, booking or payment. For example, we may still need to contact you regarding class changes or cancellations, your child's team, competitions, payments, safeguarding matters, emergencies or other information necessary to provide the service you have registered for.

We will not sell your email address or provide your details to unrelated third parties for their own marketing purposes.

Constant Contact processes certain personal information on our behalf in order to provide its email communication services. For more information about how Constant Contact handles personal information, please see the Constant Contact Privacy Notice.

Your choice: You can unsubscribe from CLA marketing communications at any time by selecting “Unsubscribe” at the bottom of one of our marketing emails or by contacting us directly at info@cheerlondonallstarz.com.

PAYMENTS AND ONLINE PURCHASES

Where you make a payment to CLA, payment information may be processed through our booking platform, website provider or payment-processing provider.

CLA does not need to retain complete payment-card details where payments are processed securely by an authorised payment provider.

Payment and transaction records may be retained where necessary for accounting, taxation, fraud prevention, dispute resolution and other legal or business requirements.

PHOTOGRAPHY AND VIDEO

Photography and video form an important part of celebrating our athletes, teams, events and community.

We may take photographs or video at classes, competitions, showcases, school activities or CLA events where appropriate permissions are in place.

Images may potentially be used on CLA's website, Members Hub, social-media accounts, marketing materials, promotional materials, printed materials or displays, depending on the permissions provided.

We will respect applicable photography and video permissions.

Parents/carers should contact us if they believe their permissions are incorrect or require updating.

You MUST select non photo permission on Classforkids if you DO NOT WISH for your child to be in any photograohs or videos captured and taken by the Cheer London Allstarz

Safeguarding considerations will always take priority when photographs or video involve children.

PROFESSIONAL PHOTOGRAPHY & VIDEOGRAPHY AT EXTERNAL EVENTS

CLA athletes may attend competitions, showcases, performances and other events that are organised and operated by independent third-party event providers.

Some event providers appoint professional photographers, videographers, media teams or photography companies to capture images and footage during their events. Photographs and videos may subsequently be made available through the event provider or photography company's website, online gallery, social-media channels, promotional materials or other platforms.

Where professional photography or videography is organised and controlled by the external event provider rather than Cheer London Allstarz Ltd, CLA does not control how that photography service operates, what images are captured, how images are stored, how long they are retained or how they are subsequently made available, subject to the event provider's own policies and legal obligations.

Parents/carers should therefore review the photography, videography and privacy policies of the relevant event provider before attending an external event where this is a concern.

If you have a concern regarding an image or video taken by an event-appointed photographer or videographer, including a request concerning the publication, use, removal or storage of an image, you should contact the event provider or professional photography company directly, as they are responsible for responding to requests concerning photography that they control.

CLA will, where reasonably possible, assist parents/carers in identifying the appropriate event organiser or photography provider to contact. However, CLA cannot guarantee the removal of photographs or footage held or published by an independent third party and cannot make decisions on their behalf.

Where an athlete has specific safeguarding circumstances or photography restrictions that CLA needs to be aware of, parents/carers should inform us before attending the event. We will take reasonable steps to communicate relevant restrictions to the event organiser where appropriate, but attendance at externally operated events remains subject to that organiser's own photography and privacy arrangements.

This section applies specifically to third-party events and independently appointed photographers/videographers. Photography and videography commissioned or controlled directly by Cheer London Allstarz Ltd is managed separately in accordance with CLA's own photography permissions, safeguarding procedures and Privacy Policy.

WHY WE USE PERSONAL INFORMATION

We may process personal information in order to provide and administer CLA classes, teams and services; manage memberships and registrations; communicate with parents/carers and athletes; manage attendance; process payments; organise events, competitions and showcases; maintain appropriate medical and emergency information; support athletes with SEND or additional needs; fulfil safeguarding responsibilities; respond to enquiries and complaints; manage our relationship with schools and partner organisations; operate our website and Members Hub; maintain financial and business records; comply with legal requirements; protect our organisation, staff and members; and, where appropriate, send marketing communications.

OUR LAWFUL BASES FOR PROCESSING

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, CLA may rely upon:

Contract – where processing is necessary to provide a service that you have requested or entered into with us.

Legal obligation – where we need to process information to meet a legal or regulatory responsibility.

Legitimate interests – where processing is reasonably necessary for the operation, administration, safety or development of CLA and those interests do not override an individual's rights.

Consent – where you have actively agreed to a particular use of your information and consent is the appropriate lawful basis.

Vital interests – where processing may be necessary to protect someone's life or physical safety.

Where we process special-category information, such as health information, we will also identify an appropriate additional legal condition for processing that information.

The appropriate lawful basis can differ depending upon the particular processing activity.

COMMUNICATION WITH MEMBERS

If you register for a CLA class, team or service, we may need to contact you with information necessary for delivering that service.

This could include timetable changes, cancellations, team information, payment information, competition details, safeguarding information, important operational notices or other information directly connected with your membership or your child's participation.

These service communications are different from optional marketing communications.

EMAIL AND MARKETING COMMUNICATIONS

CLA may send news, updates, opportunities and marketing communications where we have an appropriate lawful basis to do so.

Our existing GDPR commitment is that information provided to CLA will not be passed to third parties for their own marketing purposes.

Where marketing consent is required, we will seek it appropriately.

You can unsubscribe from marketing communications at any time using the unsubscribe facility contained within the communication or by contacting us.

Unsubscribing from marketing does not necessarily prevent CLA from sending essential communications concerning an active class, membership, booking, payment, safeguarding matter or service.

WHATSAPP AND OTHER COMMUNICATION CHANNELS

CLA use communication services such as WhatsApp to provide operational information and communicate with parents/carers and members.

Where you choose to participate in a group communication service, information such as your profile name, profile image or telephone number may be visible to other participants depending upon the platform and your personal privacy settings.

You should therefore review the privacy settings available within any third-party communication platform you use.

WHO WE MAY SHARE INFORMATION WITH

We do not sell personal information.

We do not provide our members' details to unrelated third parties for their own marketing purposes.

However, operating CLA safely and effectively requires us to work with selected service providers and organisations. Depending on the circumstances, information may therefore be shared with organisations such as our booking/registration provider, website/hosting provider, payment processors, IT and communications providers, schools, venues, competition or event providers where required, insurers, professional advisers, accountants, emergency services, healthcare professionals, local authorities, safeguarding agencies, police or regulators.

We only share information where there is a legitimate reason and lawful basis for doing so.

Where an organisation processes personal information on our behalf, we expect appropriate contractual and security arrangements to be in place.

INTERNATIONAL DATA TRANSFERS

Some of the technology providers used by CLA may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will seek to ensure that an appropriate lawful transfer mechanism and safeguards are in place as required by UK data protection legislation.

HOW WE PROTECT INFORMATION

We take reasonable organisational and technical measures to protect personal information against unauthorised access, accidental loss, alteration, disclosure or misuse.

These measures may include secure online systems, password-controlled access, access restrictions, staff procedures, safeguarding protocols and limiting access to information to those who reasonably require it.

No internet-based system can be guaranteed to be completely secure, but we take reasonable steps to protect the information entrusted to us.

HOW LONG WE KEEP INFORMATION

We do not intend to retain personal information indefinitely.

Different categories of information need to be retained for different periods depending upon their purpose.

We consider factors including the reason the information was collected, safeguarding requirements, legal obligations, insurance requirements, financial/accounting obligations, limitation periods and whether information remains necessary for the operation of our services.

Once information is no longer reasonably required, it will be securely deleted, anonymised or otherwise disposed of where appropriate.

Some safeguarding records may need to be retained for longer periods because of the nature of the information and applicable safeguarding or legal requirements.

Our website may use cookies and similar technologies.

Cookies can be necessary for website functionality and security or may be used for functions such as remembering preferences, analysing website usage or enabling third-party functionality.

Strictly necessary cookies may operate without consent where legally permitted. Optional cookies should not be activated until the appropriate consent has been obtained.

Current ICO guidance requires website operators to explain the cookies being used and obtain appropriate consent before setting cookies that are not strictly necessary. ICO

Visitors should be able to manage their cookie choices through the cookie controls provided on our website.

I would also have a separate Cookie Policy/page on the new Wix site, listing the actual cookies being used, their provider, purpose and duration rather than trying to guess those within this Privacy Policy. The ICO recommends identifying which cookies are first/third party, their purposes and how long they last. ICO

LINKS TO OTHER WEBSITES

Our website may contain links to external websites or services, including booking platforms, payment providers, social-media platforms or partner organisations.

Once you leave our website, the privacy practices of the external organisation apply.

CLA is not responsible for the privacy policies or content of independent third-party websites, and we recommend reviewing their privacy information before providing personal information.

YOUR DATA PROTECTION RIGHTS

Depending upon the circumstances and lawful basis used for processing, you may have rights concerning your personal information.

These can include the right to:

• be informed about how your information is used;

• request access to personal information held about you;

• request correction of inaccurate or incomplete information;

• request deletion of information in certain circumstances;

• request restriction of processing in certain circumstances;

• object to certain processing;

• request portability of certain information;

• withdraw consent where processing relies upon consent; and

• raise a concern about how your personal information has been handled.

• Not every right applies in every circumstance.

ICO guidance confirms that the applicable rights depend partly upon the lawful basis used for the processing. ICO

YOUR RIGHT TO OBJECT

You have the right to object to certain processing of your personal information, including the use of your personal information for direct marketing.

If you object to direct marketing, we will stop using your information for that purpose.

REQUESTING ACCESS TO YOUR INFORMATION

If you wish to exercise a data protection right or ask a question about the information CLA holds about you or your child, please contact us.

We may need to verify your identity before releasing or changing personal information.

Where a request concerns information about a child, we may also need to consider the child's age, understanding, rights and individual circumstances when determining how to respond.

KEEPING YOUR INFORMATION ACCURATE

Parents/carers and members are responsible for informing CLA when important personal information changes.

This is particularly important for emergency contact details, medical information, allergies, medication, injuries, SEND requirements and information that may affect safe participation.

Where your information is managed through ClassForKids, please ensure your account is kept up to date.

DATA BREACHES

If a personal-data breach occurs, CLA will assess the nature and potential impact of the incident and take appropriate steps to contain and investigate it.

Where required by data protection legislation, we will report qualifying breaches to the Information Commissioner's Office and notify affected individuals where necessary.

COMPLAINTS ABOUT DATA PROTECTION

We would encourage you to contact CLA first if you have a concern about how your information has been handled so that we have an opportunity to investigate and respond.

You also have the right to raise a complaint with the UK's independent data-protection regulator, the Information Commissioner's Office (ICO).

Information Commissioner's Office – Make a Complaint

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes to our services, technology, systems, legal obligations or data-processing practices.

The latest version will be published on our website together with the date it was last updated.

Where a significant change materially affects how we use personal information, we may also communicate the change directly to affected members where appropriate.

For questions about this Privacy Policy, personal information held by CLA or your data-protection rights, please contact: