Privacy Policy

Last updated: 11 October 2026. This notice explains how D.R Sports uses personal information in connection with its clubs, camps, coaching and enquiries.

Who is responsible for your information?

D.R Sports provides children’s clubs, sports camps and coaching. Contact David Richards at admin@drsportsclubs.co.uk or 07739 424270 about personal information.

ICO registration: ZA355886, registered to Mr David James Richards. Registered on 2 May 2018; the supplied certificate shows an expiry date of 1 May 2027. Business correspondence address: 6 Butts Hill Court, Chester Road, Gresford, Wrexham, LL12 8NH. David James Richards trades as D.R Sports and is responsible for the use of information described in this notice.

Information covered by this notice

This notice covers enquiries and club bookings, including information parents provide through iPAL. Depending on the activity, records may include parent and emergency contact details, children’s names, ages or school years, attendance, booking and payment records, and information needed to support safe participation.

Photographs and publicity

Parents give separate permission for photographs used on the D.R Sports website and social media. This permission is separate from booking a place. Where we rely on consent, you can withdraw it by contacting admin@drsportsclubs.co.uk. Withdrawal does not affect the lawfulness of use before withdrawal. We review photographs against their continuing purpose and permission. Contact us to withdraw permission or request removal from channels we control; copies already shared by other people may be outside our control.

Parents provide medical and allergy information through iPAL and give separate consent for its use to support their child’s safe participation. Records are held securely online. Access should be restricted to people who need the information for their role. Health information is special category personal data; routine consent-based use relies on explicit consent under Article 9(2)(a), alongside the applicable Article 6 basis. Safeguarding, emergencies and legal claims require their own assessment of the appropriate lawful basis and additional condition.

D.R Sports stores children’s records only in iPAL. Parents supply booking and medical/allergy information through that system. Enquiry information is also provided when you contact us. This notice distinguishes children’s club records from correspondence and publicity material.

Why information is used

Information is used to answer enquiries, administer bookings, communicate with parents and organise children’s participation.

We use parent/customer details to take steps towards and perform booking contracts; to meet legal duties such as applicable childcare record keeping and tax requirements; and for legitimate interests in responding to enquiries, organising safe activities and handling complaints or claims. Children’s information used for safe participation is assessed against their interests and rights. Separate consent applies to publicity photographs and the routine use of medical/allergy information. When safeguarding, an emergency or a legal claim requires information to be used or shared, the applicable legal basis and, for sensitive information, additional legal condition must be assessed for that situation. Booking agreement does not provide blanket consent for every use.

You can ask us to stop promotional messages at any time. Booking confirmations, safety messages and essential service updates are separate from promotion.

Bookings through iPAL and other recipients

Online bookings are made through iPAL at drsports.ipalbookings.com.

iPAL is provided by Complete Education Solutions (CES), which describes its role for software records as a data processor. Its GDPR and Privacy Policy explains its processing, payment-provider involvement, security, retention and possible transfers outside the UK/EEA with safeguards. Contact us for information about arrangements relevant to your records.

Information may be accessed by authorised staff who need it to run the activity. Relevant information may also be shared when necessary with emergency services, safeguarding authorities, Ofsted or other regulators, insurers, professional advisers or payment services for their respective purposes. The amount shared should be limited to what is needed. Parents requesting information from D.R Sports should use the contact details in this notice.

How long records are kept

Retention approach: For provision on the Ofsted Childcare Register, routine child identity/contact, attendance, accident and medication records are retained for at least two years from recording; complaint records, investigation outcomes and resulting actions for at least three years. Financial records supporting sole-trader tax returns are retained for at least five years after the relevant 31 January submission deadline.

Records needed for safeguarding, an insurance claim, investigation or legal proceedings are reviewed separately and kept for as long as necessary for those purposes, taking account of regulatory requirements, insurer instructions, applicable claim periods and any preservation directions. They are not automatically deleted at the routine two-year point. Each extension should have a documented reason and review date.

Enquiries are kept while needed to respond and resolve related matters. Promotional preferences are kept while needed to honour your choices, including an appropriate record of opt-outs. Photographs are reviewed against the purpose for which permission was given and any withdrawal. Records no longer needed are reviewed for secure deletion, subject to required retention and the provider’s backup arrangements. You can contact us to ask about the retention of a particular record.

Your rights and questions

You can contact us to request access to your personal information or ask for inaccurate information to be corrected. Depending on the circumstances, you may also have rights to erasure, restriction, portability and objection. Where processing relies on consent, you can withdraw it without affecting the lawfulness of earlier processing. These rights are subject to applicable conditions and exceptions.

You can raise a concern with us using the contact details above, or complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

Information needed for participation

Booking, emergency-contact and relevant safety information is needed to arrange appropriate care and participation. If you do not provide information needed for safety, contact us to discuss whether participation can be arranged. Publicity photo permission is separate from booking.

For children’s rights requests, we consider the child’s understanding, interests and the requesting adult’s authority. Identity checks may be needed before records are disclosed. Requests involving safeguarding or other people’s information may require additional assessment.

Website storage and external services

See our Cookie Notice for the website checks and browser-storage information. External booking and social-media services have their own notices.