Version 1.0 | May 2026 | Next review: May 2028

1. INTRODUCTION

This privacy policy explains how 10is Academy Ely (“we”, “our”, “us”) collects, uses and stores your personal data. 10is Academy Ely is the data controller for the personal data we process about you.

We are committed to protecting your privacy and handling your personal data in an open and transparent manner. This policy applies to all individuals who interact with us — including members, players, parents, guardians, coaches, volunteers and anyone who visits our website or contacts us by any means.

We are subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you have any questions about this policy or how we use your personal data, please contact us using the details at the end of this document.

 

2. PERSONAL DATA WE COLLECT

We may collect and process the following categories of personal data:

 

For all individuals

• Full name
• Contact details: email address, phone number, home address
• Date of birth and gender
• Emergency contact details
• Records of communications and interactions with us
• Financial information: payment details, subscription history, refund records

 

For members and players

• Membership details: start date, membership type, renewal dates
• Session attendance and booking history
• Performance and progression data
• Competition entries and results
• LTA membership number and affiliation details (if applicable)

 

For juniors and children

• Date of birth and age group / coaching stage
• Parent or guardian contact details
• Medical conditions or needs relevant to participation
• Any additional needs or SEND-related information disclosed to us

 

For coaches and volunteers

• Qualifications and LTA accreditation details
• DBS certificate reference and renewal dates
• First aid and safeguarding training records
• Bank or payment details (where applicable for self-employed coaches)

 

Special category data

In certain circumstances we may process special category data, including health or medical information (for example, to ensure safe participation), or information relevant to safeguarding. We will always seek your explicit consent before processing special category data unless we are legally required or permitted to process it without consent.

 

3. HOW WE COLLECT YOUR PERSONAL DATA

We collect personal data in the following ways:

 

Directly from you

• When you register as a member or book a session or camp online at www.10is.co.uk
• When you create an account on our website or the Clubspark platform
• When you contact us by email, phone or in person
• When you complete a registration, consent or medical form
• When you enter an internal competition or club event
• When you apply for a coaching or volunteer role

 

From someone acting on your behalf

• When a parent or guardian registers a child for coaching or membership
• When a coach or administrator provides information about a player

 

From third parties

• From the LTA via the Clubspark platform (for example, your LTA membership number or accreditation status)
• From Cambridgeshire Tennis or other county associations in connection with league participation
• From competition organisers when you enter external events

 

4. HOW WE USE YOUR PERSONAL DATA

We use your personal data for the following purposes:

 

Performance of our contract with you

• To manage your membership, subscription or booking
• To process payments and issue credits or refunds
• To communicate with you about your sessions, including cancellations or changes
• To confirm bookings and send booking reminders

 

Compliance with legal obligations

• To carry out DBS checks on coaches and volunteers who work with children
• To maintain safeguarding records as required by the LTA and statutory guidance
• To respond to requests from the police, local authority or other statutory bodies where legally required
• To comply with health and safety obligations

 

Legitimate interests

• To manage and run coaching sessions, camps and competitions effectively
• To track player progress and inform coaching decisions
• To communicate club news, events and session updates
• To promote the Academy on our website and social media (using images only with prior consent)
• To maintain the safety and security of our venues and participants
• To process enquiries and respond to feedback or complaints

 

Consent

• To send you marketing or promotional communications (you may withdraw consent at any time)
• To photograph or film sessions and players for promotional use (explicit consent obtained separately)
• To process special category data such as medical or SEND-related information

 

5. WHO WE SHARE YOUR PERSONAL DATA WITH

We do not sell your personal data to third parties. We may share your data with:

• The LTA and Clubspark (Sportlabs Technology Ltd), who operate our booking and membership management systems
• Cambridgeshire Tennis and other county or national associations, for league and competition administration
• Our coaching team and Academy staff, on a need-to-know basis for session management and player development
• Our Welfare Officer, for safeguarding purposes
• The Disclosure and Barring Service (DBS) and LTA safeguarding teams, where required for criminal records checks and safeguarding investigations
• Cambridgeshire Local Authority (Children’s Services: 0345 045 5203, Adult Services: 0345 045 5202) and the police, where required by law or to protect the safety of a child or adult at risk
• Payment processors and our bank, for the purpose of processing subscription payments and refunds
• Emergency services, in the event of a medical emergency

All third parties with whom we share data are required to handle it securely and in accordance with data protection law.

 

6. HOW LONG WE KEEP YOUR DATA

We retain your personal data for as long as is necessary to fulfil the purposes set out in this policy, and in line with legal and regulatory requirements. As a general guide:

• Member and player records: retained for the duration of membership and for 3 years after it ends
• Financial and payment records: 7 years, in line with HMRC requirements
• Safeguarding records: retained for the long term, in line with best practice (which may mean lifetime retention in serious cases)
• DBS check records: the fact and date of a check, and action taken, are retained. The content of results is not stored beyond what is legally required
• Coaching enquiry records: 12 months from last contact if no membership or booking results
• CCTV / photographic content: in line with the consent provided and the purpose for which it was collected

On expiry of the relevant retention period, your personal data will be securely deleted or anonymised.

 

7. YOUR RIGHTS

Under the UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to obtain a copy of the personal data we hold about you
• Right to rectification — to ask us to correct inaccurate or incomplete data
• Right to erasure — to ask us to delete your data in certain circumstances
• Right to restrict processing — to ask us to limit how we use your data
• Right to data portability — to receive your data in a portable format
• Right to object — to object to certain types of processing, including direct marketing
• Right to withdraw consent — where we process your data on the basis of consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal

 

To exercise any of these rights, please contact us using the details at the end of this policy. We will respond within one calendar month. There is no charge for making a request.

 

8. PHOTOGRAPHY, FILMING AND IMAGES

We may take photographs or video footage at coaching sessions, camps and club events for use in promoting 10is Academy on our website, social media and other marketing materials. We will always ask for explicit written consent before doing so, and separate consent is required for images of children.

You may withdraw consent for the use of your images (or your child’s images) at any time by contacting us. We will remove images from future use as soon as reasonably practicable, though we may be unable to remove images already published to third-party platforms.

 

9. WEBSITE AND COOKIES

Our website (www.10is.co.uk) is hosted on the Clubspark platform operated by Sportlabs Technology Ltd. The Clubspark Privacy Policy applies to your use of that platform and can be found at https://clubspark.lta.org.uk/PrivacyPolicy.

Our website may use cookies — small text files stored on your device — to enable core functionality, remember your preferences and (with your consent) to gather analytics about how the site is used. You can control cookie settings through your browser preferences. We do not use cookies to serve advertising.

 

10. DATA SECURITY

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or destruction. These include:

• Password-protected systems and accounts
• Limiting access to personal data to those who need it for their role
• Using secure platforms (Clubspark / LTA systems) for member data
• Securely storing physical documents containing personal data

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the Information Commissioner’s Office (ICO) as required by law.

 

11. CHILDREN’S DATA

We take particular care with the personal data of children under 18. Where a child is under 13, we require a parent or guardian to provide consent for data processing on their behalf. For children aged 13 to 17, we may seek consent directly from the young person as well as from their parent or guardian, depending on the nature of the data.

All data relating to children is handled in accordance with our Child Protection and Safeguarding Policy, available on our website and on request from our Welfare Officer.

 

12. COMPLAINTS

If you are unhappy with how we have handled your personal data, please contact us in the first instance using the details below and we will do our best to resolve your concern promptly.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

 

13. CHANGES TO THIS POLICY

We may update this privacy policy from time to time. Any significant changes will be communicated to members and players by email and published on our website. The date of the most recent update is shown at the top of this document. We encourage you to review this policy periodically.

 

14. CONTACT US

For any questions about this privacy policy, to exercise your data rights, or to raise a concern about how we handle your personal data, please contact:

 

Name:  Sebastien Scaux, Academy Director

Email:  competition@10is.co.uk

Website:  www.10is.co.uk

Address:  10is Academy Ely, King’s Ely, Barton Road, Ely, Cambridgeshire CB7 4DB

 

For safeguarding-related data queries, please contact our Welfare Officer:

 

Name:  Callum Hadley, Welfare Officer

Email:  callumjhadley@aol.co.uk

Mobile:  07961 003 342

 

 

10is Academy Ely  |  King’s Ely, Barton Road, Ely CB7 4DB | admin@10is.co.uk  |  www.10is.co.uk

 Last updated: May 2026 | Next review: May 2028