1. Controller
NXTGEN Coaching is the data controller for the personal data described here. Contact us about any privacy matter using the email address at the foot of this page.
2. Data we collect
- Player data: name, date of birth, school year, programme, attendance, development notes, medical conditions, allergies and additional needs.
- Parent and guardian data: name, relationship, email, phone, address, emergency contacts and consents.
- Payment data: membership status, payment history, amounts and references. Card details are handled by Stripe and are never stored by us.
- Account and app data: login email, roles, posts, comments, reactions and notification settings.
- Media: photos and video where photo consent has been given.
- Technical data: basic device and log data needed to keep the service secure.
3. Why we use it and our lawful basis
- Contract: registering players, running sessions, taking payments, managing memberships and bookings.
- Legal obligation: safeguarding records, accident and incident reporting, accounting records.
- Vital interests: medical and emergency situations.
- Legitimate interests: service updates, academy administration, fraud prevention and improving our coaching.
- Consent: photography and media, and optional marketing messages. Consent can be withdrawn at any time.
Health and safeguarding information is special category data, handled under the substantial public interest and vital interests conditions, with access restricted to the staff who need it.
4. Who we share data with
- Coaches and academy staff, on a need-to-know basis.
- Stripe, for payment processing.
- Our hosting, database and email providers, under written data processing terms.
- Venues, where an attendance list is required for access.
- Statutory partners such as local authority children's services, the police or the FA where safeguarding or the law requires it.
We never sell personal data.
5. Storage and security
Data is stored on secure, access-controlled systems within the UK or the European Economic Area, or under approved safeguards where a provider operates elsewhere. Access is role-based, photos and video are stored privately and only shown through short-lived secure links, and administrative actions are logged.
6. How long we keep it
- Membership and attendance records: for the duration of membership plus 3 years.
- Financial records: 6 years, as required for accounting.
- Safeguarding and incident records: retained in line with statutory safeguarding guidance, which may be until the child's 25th birthday or longer.
- Marketing consents: until withdrawn.
7. Your rights
You have the right to access, correct, delete or restrict your data, to object to processing, to data portability and to withdraw consent. Parents and guardians may exercise these rights for their children. We respond within one month, and you can request a full copy of your family record at any time.
If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk.
8. Cookies
See our cookie policy.
9. Changes
We may update this policy and will notify you of material changes by email or in the member app.