Privacy Policy

Development In Sport & PE

Privacy Policy

Last updated: August 2026

Development In Sport & PE takes the privacy, safety and protection of children and families seriously.

We work in partnership with primary schools to provide high-quality physical education, sports coaching and wraparound activities, including PE lessons, breakfast clubs, lunchtime clubs and after-school clubs.

This Privacy Policy explains what personal information we may collect, why we need it, how it is used and how we protect it.

1. Who We Are

Development In Sport & PE provides sports coaching, physical education and school-based activities for primary school children.

Our services may include:

  • PE curriculum lessons
  • Breakfast clubs
  • Lunchtime clubs
  • After-school clubs
  • Sports coaching
  • School sports activities
  • Competitions, events and enrichment activities

We work alongside schools, teachers, parents/guardians and other appropriate organisations to provide our services safely and effectively.

2. Information We May Collect

Depending on the service being provided, we may receive or collect information including:

  • Child's name
  • Child's age, date of birth or school year
  • School and class information
  • Parent/guardian name
  • Parent/guardian contact details
  • Emergency contact information
  • Attendance information
  • Relevant medical information
  • Allergies
  • Additional needs or accessibility requirements
  • Relevant safeguarding information
  • Behavioural or support information where necessary
  • Booking and payment information where parents book a club directly

Some information may be provided directly by parents/guardians, while other information may be provided to us by the child's school where it is necessary for us to safely deliver our services.

We will only request or use information that is reasonably necessary.

3. How We Use Information

Personal information may be used to:

  • Safely deliver PE lessons and school clubs
  • Manage breakfast, lunchtime and after-school club attendance
  • Maintain appropriate registers
  • Identify children attending our sessions
  • Communicate with schools and parents/guardians where appropriate
  • Understand relevant medical, allergy or additional support requirements
  • Respond appropriately in an emergency
  • Support children's safe participation in activities
  • Manage bookings and payments where applicable
  • Meet safeguarding responsibilities
  • Investigate and record accidents, incidents or safeguarding concerns
  • Maintain records required for insurance, legal or regulatory purposes
  • Plan and improve the services we provide to schools

We will not sell children's or parents' personal information to third parties.

4. Information Provided by Schools

When Development In Sport & PE delivers services on behalf of a school, the school may provide our coaches with information necessary to safely deliver those services.

This may include registers, children's names, relevant medical information, allergies, additional needs or other information that staff reasonably need to know.

Our staff must only use this information for legitimate purposes connected with delivering the agreed service.

Information supplied by a school will be handled in accordance with our data protection responsibilities and any applicable agreement with the school.

5. Children's Information

Because our services primarily involve children, we take particular care when handling children's personal information.

Only information reasonably required to provide a safe and effective service should be accessed by our coaches and staff.

Staff must not use children's personal information for personal purposes or disclose it to unauthorised individuals.

6. Medical and Additional Needs Information

Schools and/or parents should provide relevant information that our coaches need to know to keep a child safe while participating.

This may include:

  • Allergies
  • Medical conditions
  • Medication requirements
  • Disabilities
  • Additional educational needs
  • Accessibility requirements
  • Relevant behavioural or support information

This information will be treated with particular care and only accessed by staff who reasonably need it.

7. Safeguarding

The safety and welfare of children is our priority.

There may be circumstances where information needs to be recorded or shared because of a safeguarding concern.

Where necessary and appropriate, information may be shared with the child's school, Designated Safeguarding Lead, local safeguarding services, emergency services or other relevant authorities.

Information may be shared without consent where this is necessary to protect a child or another person or where we have a legal obligation to do so.

8. Who We May Share Information With

We will only share personal information where there is a legitimate and appropriate reason to do so.

This may include:

  • The child's school
  • Authorised Development In Sport & PE staff and coaches
  • Parents or legal guardians where appropriate
  • Safeguarding professionals
  • Emergency services
  • Local authorities or other relevant public bodies
  • Insurers
  • Professional advisers
  • Booking or payment providers where applicable
  • Authorities where disclosure is required by law

We will not sell or rent children's, parents' or schools' personal information for third-party marketing.

9. Keeping Information Secure

Development In Sport & PE takes reasonable steps to protect personal information from:

  • Unauthorised access
  • Loss
  • Misuse
  • Accidental disclosure
  • Alteration or destruction

Access to personal information will be limited to staff who reasonably require it to carry out their role.

Staff are expected to handle information responsibly and confidentially.

10. How Long We Keep Information

Personal information will only be retained for as long as reasonably necessary.

Certain information may need to be retained for longer periods where required for:

  • Safeguarding
  • Accident or incident records
  • Insurance
  • Financial and accounting requirements
  • Legal obligations
  • Contractual requirements

When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.

11. Your Data Protection Rights

Depending on the circumstances, parents/guardians and individuals may have rights under UK data protection law, including the right to:

  • Ask what personal information we hold
  • Request a copy of personal information
  • Ask for inaccurate information to be corrected
  • Request deletion of information in certain circumstances
  • Ask us to restrict how information is used in certain circumstances
  • Object to certain uses of personal information
  • Withdraw consent where consent is the basis on which information is being used

Some information may need to be retained where we have a legal, contractual, safeguarding or other legitimate reason to do so.

12. Working With Schools

Where we are delivering services within a school, Development In Sport & PE will follow the school's reasonable policies and procedures relating to:

  • Safeguarding
  • Child protection
  • Health and safety
  • Behaviour
  • Data protection
  • Confidentiality
  • Emergency procedures

Our coaches are expected to familiarise themselves with relevant school procedures before or during their placement.

13. Changes to This Policy

Development In Sport & PE may update this Privacy Policy when necessary to reflect changes in our services, systems, working practices or legal obligations.

The most recent version should be made available to schools and/or parents where appropriate.