Privacy Policy

Privacy Notice

Vela Coaching Academy Limited

Vela Community Football CIC

Last updated: 14 July 2026

 

Who We Are

Vela Coaching Academy Limited and Vela Community Football CIC (“we”, “our”, “us”) provides football coaching and alternative provision education for children and young people. We are committed to protecting the privacy and security of the personal information we hold.

If you have any questions about this privacy notice or how we use personal information, please contact:

Name: Candice Vela

Email: hello@velacoachingacademy.co.uk

Telephone: 07562759034

What Information We Collect

We may collect and process the following information about children, parents/guardians, staff, volunteers and referrers:

Children’s Information

  • Name
  • Date of birth
  • Home address
  • School or referring organisation
  • Emergency contact details
  • Attendance records
  • Behaviour and progress records
  • Safeguarding information where necessary
  • Photographs or videos (only where appropriate)

Special Category Information

Where necessary to provide our services safely, we may collect:

  • Medical conditions
  • Allergies
  • Disabilities or additional needs
  • Ethnicity (where required)
  • Dietary requirements
  • Information relating to safeguarding or welfare concerns

Parent/Carer Information

  • Name
  • Address
  • Telephone number
  • Email address
  • Relationship to the child
  • Payment information (where applicable)

Staff and Volunteers

We also collect information necessary for recruitment, employment, safeguarding and legal obligations.

Why We Collect Personal Information

We use personal information to:

  • Deliver football coaching, holiday camps, after-school clubs, private birthday parties and alternative provision education.
  • Keep children safe and meet safeguarding responsibilities.
  • Respond appropriately to medical needs and emergencies.
  • Communicate with parents, guardians and referring organisations.
  • Record attendance and participation.
  • Assess progress and support children’s development.
  • Comply with legal obligations.
  • Manage payments and bookings.
  • Improve our services.

Our Lawful Basis for Processing

Under the UK GDPR, we process personal information under one or more of the following lawful bases:

  • Performance of a contract.
  • Compliance with a legal obligation.
  • Legitimate interests.
  • Consent, where appropriate.

Where we process special category data, we rely on the relevant conditions under UK data protection law, including those relating to safeguarding, social protection, education, or explicit consent where required.

Who We Share Information With

We will only share personal information where necessary and lawful.

This may include:

  • Parents and guardians.
  • Schools and educational settings.
  • Local authorities.
  • Health professionals where necessary.
  • Emergency services.
  • Safeguarding agencies.
  • Professional advisers or insurers.
  • Service providers who help us operate our organisation, such as secure IT or booking systems.

We will never sell personal information.

Safeguarding

Protecting children is one of our primary responsibilities. Where we have concerns about a child’s welfare, we may share relevant information with appropriate safeguarding agencies or statutory authorities where required by law or to protect a child from harm.

Photographs and Videos

We may take photographs or videos during activities for coaching, promotional or social media purposes.

We will always seek appropriate permission before using identifiable images for publicity and parents/guardians may withdraw consent at any time.

How Long We Keep Information

We only keep personal information for as long as necessary to fulfil the purposes for which it was collected or to meet legal, safeguarding and insurance requirements.

Retention periods are reviewed regularly and information is securely destroyed when no longer required.

Keeping Information Secure

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

These include secure electronic systems, password protection, restricted access. We do not hold paper records.

Your Rights

Under UK data protection law, you have the right to:

  • Be informed about how your information is used.
  • Request access to your personal information.
  • Request correction of inaccurate information.
  • Request deletion of information in certain circumstances.
  • Restrict or object to certain processing.
  • Request transfer of your information where applicable.
  • Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us using the details above.

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve your concerns.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Changes to This Privacy Notice

We may update this privacy notice from time to time to reflect changes in our services or legal obligations. The latest version will always be available on our website and on request.