Privacy Policy
Our Commitment to Privacy: Being fair, keeping your information safe and putting you in control of the way we handle
We know that most privacy policies are dry and full of legal terms. So, we’ve done our best to make this one easy to digest. We’ve kept it clear by using plain language, short words and brief sentences so you can easily understand what we do with your data.
Four things to remember:
- We don’t harbour any secrets when it comes to how we use your data. It's all set out in our privacy policy below.
- We put you in control. In your privacy dashboard, you’ll find easy-to-use tools to change your settings.
- We only store the personal data we need to complete your requests and achieve our goal of great coaching.
- We invest in security to keep your information safe.
Quick Links
What information are we talking about?
Personal information is any information that makes you ‘You’ and can be used to identify you.
Your name, email address and your date of birth are all examples of personal information.
Why we collect and use personal data
We collect and store personal data for three reasons.
To:
- Action your requests
- Pursue our charitable goal: more great coaching helping more people be active, more often
- Remain financially sustainable so we can pursue our charitable cause.
We won't collect personal data for any purpose other than those listed above.
What Data Do We Collect and Store?
Use the arrows below to see the core information we collect and store.
- Name
- Email address and password
- Date of Birth
- Contact details
- Learning activities and achievements
- Coaching role
- Enquiries to UK Coaching
- Using of our services
- Purchases
- Leave IP address and cookie data
For How Long Do We Keep Your Data?
We store your data for no longer than is necessary to provide the services you’ve requested and we've promised.
How long we keep your data for varies depending on the service you use.
You can find out specifics on this in the section below.
How We Use Your Information
Find out how we use and treat your data when you:
What we collect and why
Our website, like many others, stores and retrieves information on your browser using cookies.
We use cookies to:
- make our site work as you'd expect it to.
- see how people move around our site so we can see if there is anything we can do to improve our website to better meet the needs of our visitors.
- give you a more personalised web experience. Cookies let us know your actions and whether you are visiting for the first-time or have been before. This allows our website to do useful things that could otherwise annoy you. For example, our website stops displaying our Cookies notice if you’ve already accepted it.
We do not make any attempt to find out your identity when you visit our website without signing-in.
Does anyone else collect information about me when I visit UKCoaching.org?
We use a third party service, Google Analytics, to collect standard information and details of how you use our website. This allows us to measure the performance of our website. This information does not identify you. We do not allow Google to find out the identities of people viewing our website.
Where we feature YouTube videos on our site, YouTube may track any videos you watch if you have a YouTube account.
How to stop IP address tracking
If you are signed-in, you can stop us from using a Cookie to collect and store your IP Address and track your activities by turning-off the Allow Personalisation setting in My Privacy.
Visit our Cookie Policy to learn more about cookies we use.
Visit Google to find out how to opt-out of YouTube and Google Analytics Cookies.
You can stop us, Google and YouTube from collecting details on how you use our website by blocking Cookies through your browser. Bear in mind that doing so will mean that our website won't function in the best way for you.
Visit aboutcookies to get independent advice on cookies.
What we collect and why
When you join UK Coaching Club, you enter basic information - your name, password and email - so we can verify you are 'You' (and not a robot). This information helps us to keep your account secure and private to you.
We will never display your email and no-one will ever see your password.
If you contribute content to UKCoaching.org, your name will be displayed as the author of that contribution.
When you join you can opt out of receiving our emails. Go to 'What emails you will receive from us?' to learn more.
When you sign-in, our website tracks the pages you visit. We will use this data in its anonymised and aggregate form to improve our website and offer recommendations to enhance your experience, such as suggesting new resources or features.
Completing our 'Tailor your experiences' form provides you with more personalised website experiences and emails, if you decide to receive them. To do this we analyse your responses to these questions and how you interact with our website such as pages visited, resources downloaded, courses completed. This allows us to provide resource, event and product recommendations that match your interests and needs, supporting you to achieve your goals.
These efforts allow us to enrich your experience and enhance your UK Coaching Club membership, fostering a vibrant community where coaches like you can thrive and make a positive impact through sport and physical activity. This, in turn, helps us to pursue our legitimate charitable interest in nurturing great coaching to inspire an active nation.
If after completing “Tailor your experiences’ you decide you’d rather have an experience without these personalised touches, you’re free to opt out at any time by turning 'Allow personalisation' off time in your privacy settings.
What can I do in my account?
When you sign-in and access your account, you can:
- see your learning activities
- turn on and off your email and cookie settings in your privacy dashboard
- add your photo and your bio (a description of yourself). These will be displayed to visitors if you author a resource on UKCoaching.org.
- view and edit your personal details.
How long do we keep your data for?
If your account is inactive and you have not logged-in during the last 36 months (3 years), we may delete it. We will send you email reminders before we do this though giving you the option to sign-in to re-activate your membership.
What we collect and why
Some UK Coaching workshops or online classrooms are accessed via or organised and marketed by 3rd party organisations who will take your booking. It is likely that these organisations will collect information about you when you book on a workshop. We advise you to read their privacy policies, links to which are found on their websites, before making a booking as we don't have any responsibility for their data protection practices.
In these instances, the third party will provide us with your name and email address so we can send you an event confirmation and give you access to workshop or online classroom related resources. Once the tutor confirms your attendance, we will use your details to print it on your certificate, which we will email to you and store in your account dashboard, as well as give you access to your supporting resources. We will also use this to ask you to complete an evaluation on our website at the end of the workshop or online classroom so that we can continue to improve our learning offer. This is entirely optional. Your feedback will be stored in reports and will not be linked to your account.
As some learning activities such as Safeguarding and Protecting Children training, can only be undertaken if you are over 16 or 18, we also collect your date of birth (DOB).
If you purchase and/or enrol on a UK Coaching eLearning course you can easily access the course signing in to our Learning Zone through the single sign-on facility on your dashboard. Our learning platform is powered by Cornerstone. For details about the information they collect please read their privacy policy.
When purchasing the courses, we also collect your phone number and home address so that we can verify your payment and contact you about your order if necessary.
If you enrol on online learning that has been created by UK Coaching but you're accessing it on a 3rd party's platform, we advise you to read their privacy policy.
Does anyone else collect information about me?
Yes, for certain online courses developed in partnership with organisations like the mental health charity Mind, the following scenarios may apply. You will be informed about these conditions upfront, and you will have the opportunity to opt out of the course if you do not agree.
Scenario 1 - Anonymised Data Sharing:
With some of our courses you will have agreed to allow us to share an overview of how you interact with the course. This information is pooled together with data from other users and stripped of any personal identifiers, which means it's anonymised and can't be traced back to you. We take these steps to ensure your privacy is maintained. By continuing to use UKCoaching.org, you're acknowledging and consenting to this type of data sharing.
Scenario 2 - Personal Data Sharing with Consent:
In some instances, such as when you enrol in a course developed with a partner organisation you provide us with explicit consent to share specific personal information. This includes your name, email address, and detailed records of your activities within the course. We process and share this data in strict adherence to our Privacy Policy, upholding your privacy rights. As you move forward with the course, your active involvement is taken as confirmation of your consent to this sharing of your personal data.
In both scenarios, UK Coaching is committed to protecting your personal information and ensuring transparency in how it's used.
What will you receive from us?
We may also send you a monthly enewsletter and marketing emails unless you opted out of these emails when registering on UKCoaching.org, visiting Privacy Settings or you unsubscribed in any subsequent email (learn more below).
UK Coaching, the NSPCC's Child Protection and Support Unit (CPSU), and most governing bodies of sport believe it is important to renew your Safeguarding & Protecting Children (SPC) certificate every three years. As such, if you have attended an SPC workshop, online classroom or completed the eLearning course, we will send you a reminder emails prior to your certificate expiring.
How long do we keep your data for?
We keep your learning activities for up to 10 years, so you can view them in your Learning Dashboard and send you a copy of your certificate should you lose it during this 10-year period.
What we collect and why
When you book a place at our conference or any other event, we ask for your contact details so we can keep in touch with you about arrangements for the event.We also ask you to tell us about any dietary and accessibility needs so we can cater to your needs and make your experience a comfortable one.
We may publish your name and position to other delegates at the event. However, we will always give you the opportunity to opt-out of this before we do so.
How long do we keep your data for?
Your data will be removed from our system within one-year of you attending the event.
What we collect and why
You can participate in our research programmes without revealing any personally identifiable information.
If you agree to be part of any follow-up research, we will collect your contact details so that we can invite you to participate further.
If you wish to be entered into any prize draws associated with our research then we collect your name and email so we can contact you should you win.
How long do we keep your data for?
If you have supplied your contact details:
- to enter a prize draw, we will delete your data as soon as the winners are drawn
- for follow-up research, we will remove your data as soon as the programme is complete.
What we collect and why
When you join as a Premium Member, in addition to the information you share when you join UK Coaching Club (see above under 'Join as a UK Coaching Club Member'), we also collect your phone number and address so that we can verify your payment and contact you about your order if necessary.
If you choose to register on coachperks.com, we provide these exclusive discounts through a third-party platform, terryberry. You can easily access these benefits by using the single-sign-on facility, which will collect your name, email address, and postal address to provide you with access and offers that are most relevant to you. We advise you to read their privacy policy before registering. Note that the UK Coaching contract with terryberry ensures that all our members’ data is processed in the UK.
What you will receive from us?
We will send you important information relating to your membership including renewal information as well as a premium emails containing information about membership benefits.
You may also receive marketing emails for example if your membership has lapsed.
If you choose to register on coachperks.com, you will be asked if you want to receive emails about new discounts and offers. If you consent but later change your mind, you can easily opt-out by clicking on the unsubscribe links or by logging into your coachperks.com account and changing your preference.
How long do we store your data for?
When your membership expires, you will become a UK Coaching Club Member and we will store your data within the website in accordance with our policy for club members.
We will also retain the financial transaction to comply with financial regulations for six years.
What we collect and why
If you apply to become a UK Coaching Premium+ member, you'll submit your details on an application form.
On this, we request information about your coaching qualifications and role so we can check your eligibility to grant you membership status.
We share your name and sport with our specialist insurance broker partner, Howden, whose insurance is underwritten by SportCover so that they can provide you with the insurance cover you've requested. These companies do not use your information for any purpose other than for providing insurance cover. Howden and SportCover both operate as data controllers of your data and comply with current data protection legislation. We advise you to read their privacy policies before completing this membership application as we don't have any responsibility for their data protection practices.
What you will receive from us?
We will send you important information relating to your membership including renewal information, as well as a premium emails containing information about your membership benefits.
You may also receive the UK Coaching email newsletter and marketing emails unless you opted out of these emails when you registered, or have since unsubscribed. Find out more below.
How long do we store your data for?
Your data will be stored for up to ten years after the end of your membership period in case there is a claim made against you relating to the period of your membership.
If you contribute content to UKCoaching.org, your name will be displayed as the author of that contribution.
When you join our ConnectedCoaches Facebook Group you enter the basic information as described under the ‘Register an account on UKCoaching.org’ section. This information helps us to keep your account secure and private to you. When you activate and join the group on Facebook your will be agreeing to Facebook’s Terms. Learn how Facebook collect, use and share your data in their Data Policy and how they use cookies and similar technology in their Cookie Policy. You may receive SMS notifications from Facebook and can opt out at any time.
We work with organisations who develop or provide coaching to pursue our charitable goal - great coaching inspiring an active nation. We call these organisations our partners.
What we collect and why
If you work for a UK Coaching partner organisation and have a responsibility for developing coaching, we will ask for your contact details so that members of the UK Coaching team may contact you - by email or by phone - to support you in your work and honour our partnership commitments.
To fulfil our partner agreement, we will email you our partner enewsletter to keep you up to date with the latest thinking, guidance, events and offers relating to managing coaching. Learn more below.
If your organisation organises UK Coaching workshops or delivers UK Coaching workshops under license and you are a named partner contact, we will send you marketing emails about new workshops or changes to our existing workshop offer. You can opt-out of marketing emails at any time. Learn more below.
If you are an accredited tutor, working for an organisation that is delivering UK Coaching workshops under licence then you will receive the tutor newsletter. Learn more below.
How long do we keep your data for?
We will remove your work contact details (name, phone and email) from our records if you or another staff member from your organisation tells us you no longer work for that partner organisation or if your organisation ceases to be a UK Coaching partner organisation.
To nominate someone for a UK Coaching Award, you will be asked to submit your information and that of the nominee along with the nomination details in an application form. Any personal information you provide, is used for the purpose of reviewing the nomination. Should your nominee not be successful on this occasion, your contact details will be used to ask if you would like to submit another application the following year.
How long do we keep your data for?Your data will be removed from our system following the subsequent year’s awards unless your nominee wins an award, when your name and position may form part of the media releases that are retained for up to 5 years. If you would like us to remove your details from such releases, you can phone us or complete a request form. We will get back in touch to check that you are who you say you are, and we will respond with a confirmation within one-month.
What we collect and why
If you apply to become a UK Coaching workshop tutor, you will submit information in an application form. If your application is successful, we will store these details, any further learning, your tutoring activities and your bank details so we can:
- get in touch with you about delivering forthcoming workshops for our partner organisations
- check you continue to meet the minimum requirements for being a UK Coaching workshop tutor
- pay you for the work you do.
What will you receive from us?
Our workshop team may contact you to confirm your availability or send you arrangements for a forthcoming workshop.
You will also receive our tutor enewsletter that contains essential information you need to know such as any changes to our workshops.
To help us fulfil a requirement from our funding partners we’ll also email you an Equality, Equity, Diversity and Inclusion (EEDI) survey, which will include questions asking for you to disclose special categories of data – such as age, gender, sexual orientation and religion. The survey is anonymous with the results pseudonymised, with options to skip questions. Your answers and feedback will allow us build on our commitment to understand, develop and create a more equal, equitable, diverse and inclusive organisation that can help share and lead change internally within our sector.
How long do we keep your data for?
We will retain your information for up to six-years after you cease to be a tutor so that we can validate any future employer reference requests for you. However, we will remove your data after 6 months after you cease being a tutor if you request we do so.
If your application to become a tutor is unsuccessful, we will keep your application for up to 6 months after your application for feedback purposes or in case a subsequent position to which you may be suited becomes available. If this happens, we will contract you to ask if you would like to be considered for this.
What we collect and why
When you apply for a position at UK Coaching, we collect information about you as part of our recruitment process.
If your application is successful, we will keep information about your employment to:
- comply with employment legislation
- fulfil your employment contract
- manage performance
- pay your salary and grant any benefits you are entitled to.
We also collect information that helps us to monitor our equality policy. This data is stored anonymously.
How long do we keep your data for?
We will keep your information for up to six years after employment to comply with employment legislation and respond to any reference requests.
If you apply for a position but don't go on to work for UK Coaching, we will keep your information for up to 6-months after your application.
More detail on how we respect and protect staff privacy is set out in our Privacy Policy for staff.
What we collect and why
We collect the same information as we do when you become a UK Coaching Club Member. We may also collect additional information, such as the organisation you work for and sport or physical activity you operate in, to help us understand your role and environment as well as provide a more personal experience for you.
What will you receive from us?
We will send you important information about what you’ve registered for. These may include emails confirming sessions you have booked as a result of joining the programme or webinar series, as well as reminders and recaps of these sessions.
How long do we store your data for?
When the programme or webinar series expires, we will store your data within the website in accordance with our policy for UK Coaching Club members.
How long do we keep your data for?
We will retain any case studies within our media, products, services and on our website for up to 5 years. The name of UK Coaching awards winners will be retained within our historical records for up to 20 years.
If you would like us to remove your details from such media, products, services, records and on our website, you can phone us or complete a request form. We will get back in touch to check that you are who you say you are, and we will respond with a confirmation within one-month.If you want to enquire or complain about something with us, phone or email us and we'll try to answer your question as quickly as possible.
How long do we keep your data for?
We keep details of any enquiry or complaint for up to three months after we receive it so that we can refer to it if you make any follow-up enquiries.
If you want to submit a job, event or funding opportunity to be posted on our website, on behalf of an organisation, contact us. We'll try to publish this on our website and share it via social media as quickly as possible.
You will submit your contact information as well as the details of the position advertised. Any personal information you provide (in addition to your registration) is only used should we need to contact you with a question about the listing. We will not share with enquirers any details that are not on the publicised opportunity unless you give permission for this.
How long do we keep your data for?
We keep details of such contacts for up to three months after we receive them so that we can refer to them if you make any follow-up enquiries.
What we collect and why
If you apply to purchase fitness insurance or fitness and sports massage insurance, you'll submit your details on an application form. We will share some of your data with Howden, our specialist insurance broker partner for the personal accident cover underwritten by Ortus Underwriting with individual liability policies written under a delegated authority agreement with Hiscox. Howden, Ortus Underwriting and Hiscox both operate as data controllers of your data and comply with current data protection legislation. We advise you to read their privacy policies before completing this insurance application as we don't have any responsibility for their data protection practices.
What you will receive from us?
We will send you important information relating to your insurance including renewal information.
You may also receive the UK Coaching email newsletter and marketing emails unless you opted out of these emails when you joined or, have since unsubscribed. Find out more below.
How long do we store your data for?
Your data will be stored for up to ten years after the end of your insurance cover in case there is a claim made against you relating to the period of your insurance.
What we collect and why
Some of the qualifications we put on are promoted and delivered by UK Coaching recognised centres, which are third-party organisations that will take your booking. When you register on their course, these organisations are likely to gather information about you. We recommend that you read their privacy policy before booking because we are not responsible for third party data security practises.
In these situations, whilst your attendance will be recorded by the tutor or assessor the third-party organisations do not automatically supply us with your personal information. Instead, we ask that you register on this website prior to starting the qualification. This registration will include your name and email address which we will use to send you emails on the status of your enrolment, for example confirming your booking or reminder notifications of assessment days. We also collect your date of birth to confirm your eligibility, as certain learning qualifications and CPD courses have a minimum age requirement.
We will share some of your data with our educator workforce so that they can complete the necessary quality assurance activities associated with the qualification.
All operate as data processors and comply with current data protection legislation.
What you will receive from us?
You will receive reminder communications from us to confirm your course date, time and, where appropriate, venue. Upon passing your qualification, you will receive a certificate from us, in the post or as a download, depending on which you selectedYou will receive a certificate from us, in the post upon passing your qualification. You will also be able to download any certificate of attendance relating to any wider CPD course completed. You will also receive reminder communications to confirm your course date, time and, where appropriate, venue.
We may also send you a monthly enewsletter and marketing emails unless you opt out of these emails when enrolling by visiting your Privacy Settings, you can also unsubscribe in any subsequent email (learn more below).
How long do we store your data for?
We keep your learning activities for up to 10 years, so you can view them in your Learning Dashboard to track your learning with us and download a CPD certificate of attendance should you lose it during this 10 year period.
What we collect and why
When you joined UKCoaching.org after being invited by a third party, you agreed to either or both of the following two possible scenarios of data sharing as specified in their Terms and Conditions:Scenario 1 - Anonymised Data Sharing:
UK Coaching may share aggregated and anonymised data about your site usage with the inviting organisation. This ensures that your personal details, such as your name and email address, remain private. The shared data might include general statistics such as course completion status and website usage figures, but without any identifiers that link back to you personally.
Scenario 2 - Personal Data Sharing with Consent:
With your explicit consent, UK Coaching may also share personal information, such as your name, email, and specific records of your usage and learning activities. This sharing of information is handled with the utmost respect for your privacy rights, in line with our Privacy Policy.
In both scenarios, please be aware that UK Coaching is not liable for any consequences resulting from the data shared with a third party, such as if your enrolment in a course, programme or your deployment as a coach is impacted by the data shared.
For full details of the data shared under either scenario and how the third-party organisation may use your data, please refer to the Terms and Conditions and/or Privacy Policy of the organisation.
By continuing to use UKCoaching.org, you acknowledge and agree to the respective data-sharing practice applicable to your situation.
What you will receive from us?
You will receive the same communications as outlined in the ‘What emails will you receive from us?’ section of this Privacy Policy and, where applicable, when you join as a UK Coaching Club Premium Member described under the ‘Join as a UK Coaching Club Premium Member’ section above.
How long do we store your data for?
We will store your data within the website in accordance with our policy for UK Coaching Club Members, and where applicable UK Coaching Premium Members.
When you join a LINK coaching circle on the UK Coaching Community Platform (hosted by 'Swarm') you enter your full name, email address and create a password. This information helps keep your account secure and private to you. When you activate and join a LINK Coaching Circle, you will be agreeing to the UK Coaching Community Platforms Terms of Use, which includes:
- Code of Practice for Sports Coaches
- LINK Terms of Use
- The UK Coaching Community Platform (swarm) Privacy Policy
- LINK Community Guidelines
Learn how the UK Coaching Community Platform collects, uses and shares your data in the platforms Privacy Policy. You may receive notifications from the UK Coaching Community Platform and can opt out any time.
How long do we store your data for?Your details will be retained whilst you are a member of the community and for up to five years after you leave in any chats to which you contributed, which are retained for up to this period. If you would like us to delete your contributions from chats, you can phone us or complete a request form. We will get back in touch to check that you are who you say you are, and we will respond with a confirmation within one-month.
You Have the Tools to Manage your UK Coaching Experience
We've created your 'Privacy Settings' in your dashboard to give you access to tools that help you manage your privacy so you can make UK Coaching work better for you.
If you have a question about the information we hold about you, phone us 0113-274 4802 and we'll answer your query. Or if you want to a make more formal request - in writing - you can so this via our website.
Find out more about how to do this below.
You can view and edit email settings in your Privacy Settings. There, you can turn off or on our coaching e-newsletter or marketing emails.
If you are signed-in, you can stop us from using a Cookie to collect and store your IP Address and track your activities on our website by turning off the Allow Personalisation setting in your Privacy Settings.
Please bear in mind, that this will impact on what our website does or doesn't display to you to improve your subsequent website visits.
In My Account, you can view and edit your personal details.
You can also choose to add your photo and bio (a description of yourself), which we will display to visitors if you author any resources or posts on UKCoaching.org.
If you want to check something about the information we store about you, phone us and we'll try to answer your question as quickly as possible.
If you want to make a more formal request, you can do so by submitting this form or by phone.
We will respond to you as soon as possible to check that you are 'You'.
We will then send you your data securely within one month of your request. However, if your request is complex, we may contact you to seek clarification, at which point we will stop the clock on the request until we fully understand the information required. When we re-start such information gathering, we may add up to a further two-months onto the time that we need to source and send this information, the reasons for which we will explain. We will also let you know if we must charge any fees for this to cover our administration costs.
If you want us to remove any data we hold about you then you can phone us or complete a request form. We will get back in touch to check that you are who you say you are and will respond to confirm we have done so within one month.
If we cannot not remove the data you've requested (for example, for legal reasons), we will respond to you within one-month to let you know why.
Please be aware that if you ask us to remove all your data, any qualification / CPD records could be included, meaning that we would no longer be able to confirm these should you require us to do so, for example, related to a job application.If you believe any information that we hold about you is incorrect, get in touch by phone or completing a request form and we'll do our best to put it right.
If you want us to remove any data we hold about a deceased dependant then you can phone us or complete a request form to let us know.
We will undertake research on the person concerned to ensure that they are deceased. If we cannot find any, we will come back to you for proof of kinship, death and the legal authority to deal with the estate before we make any changes.
Once we have this, we will respond to confirm that we have made the change requested within one month.
What Emails Will you Receive From Us?
We will send you emails that are necessary to enable us to deliver the service we've agreed.
We may send you coaching enewsletters, marketing or premium emails to pursue our charitable goal (great coaching helping more people be active, more often).
We will always give you the option to opt-out of these emails.
The service emails you will receive will vary depending upon the service(s) you are using.
For example, if you create an account on our website, you may receive an email to verify it’s you before we activate your membership to protect your security
If we are making any significant changes to a service you are currently using, we will get in touch to let you know what the change means for you and to explain any choices.
If you have used a UK Coaching product or service, we may contact you via email to invite you to write a review which we will use to help us improve. We may use an external company to collect your feedback which means that we will share your name and email with the data processor for that purpose.
These emails are a necessary part of our service, so we do not provide an opt-out for them.
Our marketing emails keep you informed about our charitable work, exclusive events to connect with coaches, and offers on our products and services.
These help us to pursue our charitable goal our charitable goal of more great coaching helping more people be active, more often.
As detailed in our Privacy Policy under ‘How We Use Your Information’, within ‘Join as a UK Coaching Club member’ these emails will be personalised according to your preferences if you have completed our ‘Tailor your experiences’ form.
You can easily opt-out of these emails – when you join UK Coaching Club, in your Privacy Settings, or by clicking the unsubscribe link in an email you receive.
We send a monthly coaching e-newsletter to people who use our services to help us pursue our charitable goal of great coaching helping more people be active, more often
Our monthly, coaching e-newsletters contain all things coaching including coaching advice, research, opportunities, product and services.
As detailed in our Privacy Policy under ‘How We Use Your Information’, within ‘Join as a UK Coaching Club member’ these emails will be personalised according to your preferences if you have completed our ‘Tailor your experiences’ form.
You can easily opt-out of these emails – when you join UK Coaching Club, in your Privacy Settings, or by clicking the unsubscribe link in an email you receive.
We work with organisations who develop or provide coaching to help us pursue our charitable goal of great coaching helping more people be active, more often.
If you work for a UK Coaching partner organisation and you are a named contact, we may email you our partner e-newsletter to keep you up to date with the latest thinking on managing and developing coaching. We will get in contact with you before we do this to give you the option to opt out.
You can easily stop receiving these at any time by clicking the unsubscribe link in the email.
We upload email addresses to specialist email provider Click so we can send this email securely and increase the chance of it arriving in your inbox. You can read Click privacy policy on their website.
If you are a UK Coaching tutor or you deliver UK Coaching workshops under licence for a third party organisation, we will keep you up to date with the latest on our workshop programme via our tutor e-newsletter.
This contains essential information you need to know to perform your role as an accredited UK Coaching tutor.
We will send our premium emails to you if you join UK Coaching Club as a Premium or Premium+ member enrich your membership and pursue our charitable goal of great coaching helping more people be active, more often.
They deliver your latest membership benefits straight to your inbox, including exclusive resources, events, and discounts.
As detailed in our Privacy Policy under ‘How We Use Your Information’, within ‘Join as a UK Coaching Club member’ these emails will be personalised according to your preferences if you have completed our ‘Tailor your experiences’ form.
You can easily opt-out of these emails – when you join UK Coaching Club as a Premium or Premium+ Member, in your Privacy Settings, or by clicking the unsubscribe link in an email you receive.
If you have joined one of the LINK coaching circles on the UK Coaching Community Platform, you will automatically be sent notifications based on activity within it.
You can easily opt-out of these emails – by accessing your profile on the UK Coaching Community Platform and clicking the notifications settings tab.
Sometimes we are asked by organisations to verify whether you have attended or completed a learning activity; for example, as part of a reference request for a new role. In such cases we will seek your permission to provide this information.
However, if such as request comes the police, we are obliged to share this information without disclosing this to you. For example, in the case of a criminal investigation, we may be asked to confirm if someone has attended a Safeguarding and Protecting Children Workshop. ;
Sometimes we use third parties – or their tools - to process your information on our behalf. For example, we may use a specialist email company to send you an email or a specialist product review website service to request that you review a service you have received from UK Coaching. We require these third parties to comply strictly within our privacy guidelines.
When we transfer your data, we will:
- Always share it in a secure way
- Make sure it’s treated consistently with our privacy promise
- Never allow other companies to use it to contact you with their own marketing.
Our trading company, UK Coaching Solutions Limited, processes data - such as workshop attendance information - on our behalf. UK Coaching Solutions is part of the same Group as UK Coaching - the National Coaching Foundation Group - and abides by the same robust privacy framework and standards as we do.
If UK Coaching Club Premium and Premium+ Members choose to register on coachperks.com, we provide these exclusive discounts through a third-party platform, ICOM Works Limited. Information regarding how the data is processed and stored can be viewed on CoachPerks.
When you agreed to join UK Coaching Club after being invited by a third party, you agreed to UK Coaching sharing certain data about your site usage, as specified in their Terms and Conditions.
Review the ‘Get access to a third-party branded dashboard on UKCoaching.org’ in the ‘How We Use Your Information’ section of this privacy policy above.
How We Keep Your Information Safe
We build layers of security into all our processing activities and systems to protect your data and keep it safe.
Below you can find out the measures we put in place; and the things you need to do to play your part in keeping your information private.
- Your UK Coaching account is secured through your password.
- We protect your data with multiple layers of security, including firewalls and leading encryption technology like HTTPS meaning all communications between your browser and the website are encrypted.
- We invest in testing our website so we can identify and put right vulnerabilities to threats, such as spam, malware, viruses, and other forms of malicious code.
- All of us who work at UK Coaching are trained on data protection and on how to keep your information safe.
Choose a strong password: A strong password contains a mix of numbers, letters, and symbols. It is hard to guess, does not resemble a real word, and is only used for this account.
Take care of with your password: Never share your password with anyone or write it down other than in a secure password management tool
Visit the Information Commissioner's Office for more information on online safety.
Useful Information
If you think that UK Coaching has misused your data or hasn’t kept it secure, we’d like to know about it so we can put it right straight away. Please contact us and we’ll investigate it for you.
If you’re unhappy with our response, you can contact the Information Commissioner’s Office (ICO).
We are UK Coaching, part of the National Coaching Foundation Group.
Registration Number 2092919 Charity Registration Number 327354
Registered Offices at: 2 City Walk, Leeds, LS11 9AR.
Our Virtual Data Management and Protection Group leads on our data protection and privacy framework. Our Risk, Audit, Governance Manager acts as the Data Protection Officer and takes responsibility for UK Coaching monitoring data requests on a day-to-day basis. All our people who are involved in processing personal data have a responsibility to help keep your information safe in line with our Commitment to Privacy and data protection legislation. We comply with all your data rights as described earlier in more easy to read language in various sections including the following:
- Right to be Informed
- Right to Access
- Right to Rectification
- Right to Erasure (also known as Right to Be Forgotten)
- Right to Restrict Processing Right to Data Portability
- Right to Object Rights in Relation to Automated Decision Making and Profiling
Your data will only be used across the various entities in our Group – UK Coaching, UK Coaching Solutions Limited or 1st4sport - for their business purposes if you have engaged with their services.
If you have any questions about this policy please contact us and we’ll do our best to answer your query.
This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
We will regularly review this policy.
We will post any changes we make on this page here and, if the changes are significant, we will make the changes more prominent.
This privacy policy was last updated on 14 October 2024.
Amendments on 26 November 2020
Updated to explain data processing activities for the UK Performance Coaches' Association.
Amendments on 21 May 2021
Updated to explain the data processing activities of the UK Coaching Recognised Centre
Amendments on 20 January 2022
Updated to explain the data processing and sharing activities for when users get access to a third-party branded dashboard on UKCoaching.org
Amendments on 25 April 2022
Updated to explain the data processing activities of the Coach Perks platform.
Amendments on 12 July 2022
Updated to explain changes to data retention period for UK Coaching Club members.
Amendments on 14 October 2024
Updated to explain changes to personalisation and changes to data retention periods.