Privacy Policy | Rondo Academy

Last updated: September 2026

Rondo Academy is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what information we may collect when you use our website, contact us, make an enquiry, book a session or interact with Rondo Academy, how we use that information, and the rights you have in relation to your personal data.

For the purposes of UK data protection law, the data controller is:

Rondo Academy
Email: info@rondoacademy.co.uk

UK privacy notices should explain who is collecting personal data, why it is being processed, the lawful basis, how long it is retained, who it may be shared with and the rights available to individuals.

Information we may collect

Depending on how you interact with Rondo Academy, we may collect information including:

• Your name
• Email address
• Telephone number
• Details provided through contact or enquiry forms
• Booking and attendance information
• Information about a child participating in our activities, such as their name and age
• Information you provide when communicating with us
• Payment or transaction information where applicable
• Technical information about your use of our website, such as device, browser and IP information
• Cookie and analytics information where you have provided the required consent

Where information concerning a child is provided to us, this will normally be supplied by their parent, guardian, school or another responsible adult.

Where necessary for the safe delivery of activities, additional information may also be collected through our booking or registration systems. This could include relevant emergency, accessibility or medical information.

How we use your information

We may use personal information to:

• Respond to enquiries
• Manage bookings and registrations
• Deliver football coaching, holiday camps, birthday parties and other Rondo Academy activities
• Communicate important information about sessions, bookings or changes
• Provide sports coaching and educational provision to schools
• Administer payments and maintain appropriate business records
• Maintain the safety and wellbeing of participants
• Improve our website and services
• Understand how visitors use our website
• Send marketing communications where we have permission to do so
• Meet our legal, regulatory and safeguarding responsibilities

Our lawful bases for using personal information

Depending on the circumstances, we may process personal information because:

Contract – it is necessary to provide a service you have booked or requested.

Legitimate interests – it is necessary for the reasonable operation and administration of Rondo Academy, such as responding to enquiries, managing services and improving what we offer.

Legal obligation – we are required to keep or use certain information to comply with the law.

Consent – where you have actively agreed to a particular use of your information, such as certain marketing communications, optional cookies or the use of photographs where consent is required.

Vital interests – in exceptional circumstances, information may be used where necessary to protect somebody’s health or safety.

Where we rely on consent, you can withdraw that consent at any time.

Children’s information

Rondo Academy provides activities and services for children, so some of the personal information we process may relate to children.

We take the handling of children’s information particularly seriously and will only use it where necessary for purposes such as:

• Managing participation and attendance
• Delivering appropriate coaching or activities
• Maintaining safety and safeguarding
• Contacting parents or guardians
• Responding appropriately to relevant health, accessibility or emergency information

We do not knowingly use children’s information for unrelated marketing purposes.

Booking through Bookwhen

Rondo Academy currently uses Bookwhen to manage online bookings and availability.

When you follow a booking link from the Rondo Academy website, you are taken to Bookwhen’s platform. Information submitted as part of the booking process may be processed by Bookwhen on behalf of Rondo Academy.

Bookwhen states that, for attendee/customer data collected by its business customers, it acts as a data processor on behalf of that business.

Bookwhen also maintains its own privacy information covering its platform and services.

Schools and educational provision

Where Rondo Academy provides coaching or sports provision within a school, personal information may sometimes be provided by or processed in connection with that school.

Depending on the circumstances, the school and Rondo Academy may have different responsibilities under data protection law.

We only use pupil or school-related information where it is necessary for the delivery, administration or safeguarding of the relevant service.

Sharing your personal information

We do not sell personal information.

We may share information with trusted organisations where necessary to operate Rondo Academy, including:

• Booking and registration providers such as Bookwhen
• Website hosting and IT service providers
• Email and communication providers
• Payment providers where applicable
• Professional advisers such as accountants
• Schools or educational organisations where relevant to the service
• Regulatory, safeguarding or law-enforcement bodies where required by law or necessary to protect somebody’s welfare

Any third parties processing personal information on our behalf are expected to handle it appropriately and securely.

International transfers

Some technology providers used by Rondo Academy or our service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, appropriate legal safeguards will be used where required under UK data protection law.

For example, Bookwhen publishes information about the sub-processors it uses and the transfer mechanisms applied where information may be processed outside the UK.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including where records need to be retained for legal, financial, safeguarding or insurance purposes.

Different types of information may therefore be retained for different periods.

When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of appropriately.

Marketing

We may occasionally send information about Rondo Academy activities, sessions, camps or other services where:

• you have asked to receive it;
• you have provided appropriate consent; or
• another lawful basis permits us to contact you.

You can unsubscribe from marketing communications at any time.

Administrative messages relating to an existing booking or service are not marketing communications.

Cookies and website analytics

Our website may use cookies and similar technologies to operate correctly and understand how visitors use the site.

Strictly necessary cookies may be used without consent where permitted by law. Non-essential cookies, such as analytics or advertising cookies, will only be used where the appropriate consent has been obtained.

The ICO currently advises that website visitors should be told about cookies and that consent is required for cookies that are not strictly necessary.

Further information can be provided in our Cookie Policy.

Security

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

However, no internet-based system can be guaranteed to be completely secure.

Your data protection rights

Depending on the circumstances, UK data protection law may give you rights including the right to:

• Ask for access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete personal information in certain circumstances
• Ask us to restrict how information is used
• Object to certain types of processing
• Request transfer of certain information
• Withdraw consent where processing is based on consent
• Raise concerns about how your information has been handled

To exercise any of these rights, contact:

info@rondoacademy.co.uk

We may need to confirm your identity before responding to a request.

Complaints

If you have concerns about how Rondo Academy uses your personal information, we would encourage you to contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

 

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, technology or legal obligations.

The most recent version will always be published on this website with the date of the latest update shown at the top of the page.