Privacy Policy

This Privacy Policy explains how VerifiedCoaches Ltd ("VerifiedCoaches", "we", "us", or "our") collects, uses, stores, and protects personal data when users access or use the VerifiedCoaches platform at verifiedcoaches.co.uk and any associated applications (the "Platform").

We handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003, and applicable amendments, including the Data (Use and Access) Act 2025 where relevant and in force.

1Who We Are

1.1VerifiedCoaches Ltd is the data controller for personal data collected through the Platform. This means we decide how and why personal data is processed.

1.2We are registered with the Information Commissioner's Office (ICO) under registration number ZC135545.

1.3Contact details: VerifiedCoaches Ltd, 192 Wilderspool Causeway, Warrington, United Kingdom. Email: hello@verifiedcoaches.co.uk.

2Personal Data We Collect

2.1 Parents and guardians

We may collect full name, email address, phone number, postcode, account login credentials, booking history, payment information processed through Stripe, communications through the Platform, complaints, refund requests, and safeguarding or safety reports.

2.2 Players and children

We may collect limited Player information provided by a Parent or guardian, including first name, age, gender where provided, playing level, position, development goals, attendance records, Session notes, injury or incident records where necessary, and safeguarding information where relevant.

2.3 Coaches

We may collect full name, email address, phone number, postcode, address, date of birth, proof of identity, account login credentials, professional biography, qualifications, coaching experience, specialisms, age groups coached, availability, pricing, venues, reviews, complaints, booking history, Session notes submitted, earnings, payout records, and communications through the Platform.

We may also collect verification information including Enhanced DBS certificate details, DBS Update Service reference where provided, FA Safeguarding Children Course certificate details, coaching qualification details, public liability insurance details, right-to-work information, and related suitability information.

2.4 Website visitors

We may collect IP address, browser type, device information, operating system, pages visited, usage events, approximate location derived from IP address, and cookie information.

3How We Use Personal Data and Our Lawful Bases

3.1Performance of a contract: to create and manage accounts, process bookings, payments, refunds, cancellations, communications, Session records, Coach profiles, and Platform access.

3.2Legitimate interests: to verify Coach credentials, maintain safety and trust, prevent fraud, enforce terms, investigate complaints, improve the Platform, respond to user enquiries, manage disputes, and protect VerifiedCoaches, users, and children.

3.3Consent: to send marketing communications where consent is required, to use non-essential cookies, and to process certain optional information where consent is the appropriate lawful basis.

3.4Legal obligation: to comply with accounting, tax, regulatory, safeguarding, law enforcement, court, statutory, and data protection obligations.

3.5Vital interests: where necessary to protect a child or another person in an emergency or serious safety situation.

4Children's Data

4.1The Platform is designed for use by Parents and Coaches. Children should not create accounts or communicate directly with Coaches through the Platform.

4.2We process limited children's personal data solely for coaching, safeguarding, safety, development tracking, booking administration, and related Platform purposes.

4.3We do not use children's personal data for direct marketing and we do not sell children's personal data.

4.4Where a child is under 13, we require the Parent or legal guardian to provide explicit confirmation that they consent to the creation of the Player profile and the processing of the child's personal data for the stated Platform purposes.

4.5Parents and guardians may request deletion or export of their child's personal data by contacting hello@verifiedcoaches.co.uk. We will delete, anonymise, or export the data where appropriate, subject to legal, safeguarding, accounting, dispute, and record-retention obligations.

4.6We apply enhanced safeguards to children's personal data, including data minimisation, restricted access, secure storage, privacy by design, safeguarding-led access controls, and controls designed to ensure that children are not contacted directly through the Platform.

5DBS, Criminal Offence, and Safeguarding Verification Data

5.1Coach verification may involve processing DBS information, suitability information, safeguarding information, or information relating to allegations, investigations, restrictions, or absence of relevant convictions.

5.2We process this information only where necessary for safeguarding, child protection, safer recruitment, platform trust, legal compliance, and determining whether a Coach may offer Sessions involving children.

5.3Our lawful basis for this processing will usually be legitimate interests, legal obligation, vital interests, or another lawful basis where applicable.

5.4Access to DBS, verification, and safeguarding information is restricted to authorised personnel who need access for verification, safeguarding, legal, or platform integrity purposes.

5.5We maintain appropriate safeguards, records of processing, and an Appropriate Policy Document where required by law. We do not publish DBS certificates or detailed criminal record information on Coach profiles.

6Who We Share Personal Data With

6.1When a booking is made, we share relevant booking information between the Parent and Coach, including names, booking details, Player first name, Player age, Player goals, Session location, and contact information necessary to conduct the Session safely.

6.2We share payment information with Stripe, our payment processor, for the purpose of processing transactions, refunds, chargebacks, and payouts. Stripe may act as an independent controller for some payment data.

6.3We use Resend for transactional email delivery, including booking confirmations and notifications. Resend processes relevant email addresses and message content on our behalf.

6.4We use Supabase for database hosting and user authentication. Supabase processes Platform data on our behalf as a processor where applicable.

6.5We may disclose personal data to the police, local authorities, safeguarding bodies, the FA, DBS, regulators, courts, insurers, professional advisers, payment processors, or other third parties where required or permitted by law, or where necessary to protect a child or other person.

6.6We do not sell personal data. We do not share personal data with advertisers.

6.7If we introduce WhatsApp Business or similar messaging channels, we will update this Privacy Policy and obtain any consent required before using that channel for non-essential notifications.

7How Long We Keep Personal Data

7.1Active account data: retained for the duration of the account and for 2 years after account closure unless a longer period is required.

7.2Booking and transaction records: retained for 6 years from the date of the transaction for tax, accounting, chargeback, and legal purposes.

7.3Coach verification documents: retained for the duration of the Coach's active account and for 3 years after account closure, unless a longer period is required for safeguarding, legal, insurance, dispute, or regulatory reasons.

7.4Safeguarding reports, low-level concerns, complaints involving children, and investigation records: retained for at least 10 years from the date of the report or longer where required by safeguarding best practice, legal advice, insurance, or regulatory requirements.

7.5Marketing consent records: retained for 2 years after the last interaction with marketing communications, unless a longer period is required to evidence consent or suppression preferences.

7.6Player development records, including Session notes and progress data: retained for the duration of the Parent's active account and for 5 years after account closure, unless deletion, anonymisation, export, safeguarding retention, or legal retention applies.

7.7We may anonymise personal data so that it no longer identifies an individual and may use anonymised data for analytics, service improvement, safety monitoring, or product development.

8Your Rights

8.1Under UK data protection law, individuals may have the right to access personal data, request correction, request deletion, restrict processing, object to processing, request data portability, withdraw consent, and complain to the ICO.

8.2These rights are not absolute and may be limited by safeguarding, legal, accounting, dispute, regulatory, or child protection obligations.

8.3To exercise your rights, contact hello@verifiedcoaches.co.uk. We will normally respond within one calendar month.

8.4If you are dissatisfied with how we handle your personal data, you may complain to the Information Commissioner's Office at ico.org.uk.

9Personal Data Breaches

9.1If a personal data breach is likely to result in a risk to the rights and freedoms of individuals, we will notify the ICO without undue delay and, where feasible, within 72 hours of becoming aware of the breach.

9.2If a breach is likely to result in a high risk to the rights and freedoms of individuals, we will also notify affected individuals without undue delay, unless an exemption applies.

9.3We maintain an internal breach register recording the facts of any breach, its effects, and remedial action taken.

10Data Security

10.1We use appropriate technical and organisational measures to protect personal data, including encrypted database connections, role-based access controls, row-level security policies where applicable, secure authentication, restricted access to verification documents, and internal access controls.

10.2No system is completely secure. Users are responsible for keeping login credentials confidential and notifying us promptly of suspected unauthorised access.

11Cookies and Similar Technologies

11.1The Platform uses essential cookies and similar technologies for authentication, security, session management, and core Platform functionality. These are strictly necessary and do not require consent.

11.2We may use analytics or performance cookies only where required consent has been obtained.

11.3Users can manage cookie preferences through browser settings or any cookie consent tool made available on the Platform.

12International Transfers

12.1Personal data is primarily stored in the United Kingdom and European Economic Area where possible.

12.2Where personal data is processed outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, UK international data transfer agreements, addenda, standard contractual clauses, or other lawful transfer mechanisms.

13Changes to This Policy

13.1We may update this Privacy Policy from time to time. We will notify users of material changes by email, Platform notice, or other appropriate means.

13.2The current version will be available at verifiedcoaches.co.uk/privacy.