1. Who we are
Top-Notch Football LTD is the data controller responsible for your personal data.
Registered address:
5 Brayford Square
London
E1 0SG
Email: info@top-notchfootball.co.uk
This privacy notice explains how we collect, use and protect personal data in connection with our football coaching services, website and social media platforms, and outlines your rights under UK data protection law.
2. The Personal Data We Collect
We may collect and process the following categories of personal data:
2.1 Identity Data
First name, last name, title, date of birth and gender.
2.2 Contact Data
Postal address, email address and telephone numbers.
2.3 Children’s Personal Data
As we provide football coaching services to young children, we collect personal data relating to participating children. This information is provided by a parent or legal guardian and may include:
- Child’s name
- Date of birth / age
- Gender (where provided)
- Attendance records
- Emergency contact details
- Relevant health information
- We do not knowingly collect personal data directly from children.
2.4 Health Data (Special Category Data)
We collect limited health information relating to participating children where necessary to ensure their safety during coaching sessions. This may include:
- Medical conditions (e.g. asthma)
- Allergies
- Injuries
- Additional support needs
- Emergency medical information
Health data is processed strictly for safeguarding, health and safety, and risk management purposes.
Such data is processed under Article 9(2)(c) and/or Article 9(2)(g) of the UK GDPR, where processing is necessary to protect the vital interests of the child and/or for safeguarding purposes in accordance with applicable data protection legislation.
3. How We Collect Personal Data
We collect personal data:
- Through online registration forms (including Google Forms)
- When you register for sessions
- Through direct communication (email, telephone or WhatsApp)
- Via our website
- When you contact or interact with us through social media platforms
- We may securely store information using cloud-based systems such as Google Drive.
4. How We Use Personal Data
We use personal data for the following purposes:
4.1 To Register and Manage Membership
We use parent identity and contact data, and children’s identity data, to:
- Register participants
- Manage bookings
- Maintain attendance records
- Administer sessions
- Lawful basis: Performance of a contract.
4.2 To Ensure Health, Safety and Safeguarding
We use children’s health data and emergency contact information to:
- Ensure safe participation in sessions
- Respond appropriately in the event of injury or medical need
- Meet safeguarding responsibilities
Lawful basis:
Legal obligation; and
Article 9(2)(c) and/or 9(2)(g) UK GDPR (special category data for safeguarding and vital interests).
4.3 To Communicate with Parents
We use parent contact data to:
- Provide session updates
- Notify schedule changes
- Share important operational information
Lawful basis: Performance of a contract and legitimate interests.
4.4 For Marketing (Where Consent Is Given)
We use parent contact data to send marketing communications where consent has been provided.
Lawful basis: Consent.
4.6 For Business Administration and Legal Compliance
We use relevant identity, contact and attendance data to:
- Maintain financial records
- Comply with tax obligations
- Meet insurance and legal requirements
Lawful basis: Legal obligation and legitimate interests.
5. Marketing and Communications
Where required by law, we rely on consent to send marketing communications.
You may withdraw consent at any time by:
Using the unsubscribe link in marketing emails; or
Contacting us at info@top-notchfootball.co.uk
Opting out of marketing communications does not affect essential communications relating to bookings, safeguarding, health and safety or operational matters.
6. Photography and Social Media
We may take photographs or video recordings during coaching sessions for promotional purposes.
Where explicit written consent has been obtained from a parent or legal guardian, images or recordings may be:
- Used in printed promotional materials
- Published on our website
- Shared on our public social media platforms
- Shared within private parent groups where applicable
- Images may be processed using secure cloud-based design or media platforms (such as Canva or similar tools) prior to publication.
- Once content is published on social media platforms, it may be viewed, shared or downloaded by others outside our control.
- Consent may be withdrawn at any time. Withdrawal does not affect any lawful use prior to withdrawal.
7. WhatsApp Communication
Where WhatsApp groups are used for parent communication, parents should be aware that their telephone numbers may be visible to other group members.
Children’s health or safeguarding information is not shared within group messaging environments.
8. Paid Advertising
We may use social media and advertising platforms to promote our services using demographic and location-based targeting tools.
We do not use children’s personal data (such as names, ages, attendance records or health information) for advertising audience targeting purposes.
Where explicit written consent has been obtained from a parent or legal guardian, photographs or video recordings of children may be used within promotional materials, including paid advertisements.
9. Who We Share Personal Data With
We may share personal data with:
9.1 Coaches and Authorised Staff
On a strict need-to-know basis for safeguarding and session delivery.
9.2 Service Providers
Including:
- Google (registration forms and cloud storage)
- Communication platforms (including WhatsApp)
- Social media platforms
- Website hosting providers
- Design or media platforms used for promotional materials
- Payment processing providers (where applicable)
These providers process personal data in accordance with applicable data protection laws.
9.3 Professional Advisers
Including insurers, accountants and legal advisers where necessary.
9.4 Regulators and Public Authorities
Where required by law or necessary to protect the safety and wellbeing of children.
We do not sell personal data.
10. International Transfers
Some service providers (including Google, WhatsApp and social media platforms) may process personal data outside the United Kingdom.
Where this occurs, appropriate safeguards are implemented in accordance with UK data protection law.
11. Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
- Restricted access on a need-to-know basis
- Secure password-protected systems
- Two-factor authentication where available
- Secure storage of safeguarding and health information
- We have procedures in place to manage suspected data breaches and will notify affected individuals and the Information Commissioner’s Office where required by law.
12. Data Retention
Personal data is retained only for as long as necessary.
For active members, personal data is retained for the duration of membership.
Following the end of membership, relevant records may be retained for up to six years for safeguarding, insurance and legal purposes.
Health data is retained only for as long as required to meet safeguarding and legal obligations.
13. Your Legal Rights
Under UK data protection law, you have rights in relation to your personal data and, where applicable, your child’s personal data.
These include the right to:
- Request access to personal data
- Request correction of inaccurate data
- Request erasure (where applicable)
- Withdraw consent (where consent applies)
- Request restriction of processing
- Object to processing
- Request data portability
Some rights may be limited where we are required to retain personal data to comply with legal or safeguarding obligations.
To exercise your rights, contact:
14. Changes to This Notice
This privacy notice may be updated from time to time. The latest version will always be available.
Last updated: 18 February 2026
15. Queries or Complaints
If you have any questions about this privacy notice or how we handle personal data, please contact:
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).