1. Who we are
Vida Del Padel Ltd, trading as Vida del Padel ("we", "us", "our"), runs padel clubs in the United Kingdom, the website at vidadelpadel.com, our online shop, our membership, coaching, league and event programmes, and our corporate and venue hire.
We are the data controller for the personal information described in this policy.
| Registered name | Vida Del Padel Ltd |
| Company number | 15634750, registered in England and Wales |
| Registered office | 7 St John Street, Mansfield, Nottinghamshire, NG18 1QH |
| info@vidadelpadel.co.uk |
This policy tells you what personal information we collect, why we collect it, who we share it with, how long we keep it and what rights you have. It applies to members, players, guests, shop customers, event and corporate enquirers, franchise enquirers and visitors to our website.
2. What this policy covers
Our clubs. Lincoln, Chichester, Hartlepool, Sheffield, Eston and Guisborough, and any club we open after the date above.
Our services. The website and online shop, court bookings, membership, coaching and academy sessions, leagues and competitions, socials and events, corporate and exclusive venue hire, gift cards, the rewards app, our WhatsApp community groups, our newsletters and our franchise enquiry process.
Separate privacy notices apply to people we employ or engage as coaches, ambassadors and activators. Section 19 explains where those sit.
3. The information we collect
Identity and contact information. Name, date of birth, email address, telephone number, postal address and delivery address, and the club you play at.
Account and membership information. Membership type and start date, membership number, your account settings, and your communication preferences.
Booking and play information. Courts you have booked, sessions and coaching you have attended, leagues and competitions you have entered, your results, rankings and level where these form part of a league or competition, cancellations and no shows, and any partner or group you have booked with.
Order and payment information. What you bought, order value, billing address, gift card purchases and redemptions, refunds and returns. We do not hold your full card number. Card payments are taken by our payment providers, who are separately responsible for that data.
Marketing and preference information. Whether you have opted in to email marketing, which of our WhatsApp community groups you have joined, and whether you have unsubscribed.
Communications. Emails, contact and enquiry forms, messages you send us on social media or WhatsApp, and notes of telephone calls about a booking, an event or a complaint.
Technical and usage information. IP address, browser and device type, operating system, the pages you view on our site, referring website, and information collected by cookies and similar technologies. Section 17 and our Cookie Policy cover this.
Images and footage. Photographs and video taken at our clubs and at our events, CCTV footage, and footage from court cameras. Section 7 covers this.
Health, accessibility and safety information. Anything you choose to tell us about an injury, a medical condition, an allergy or an access requirement so we can run a session safely or make an adjustment, and anything recorded in our accident book after an incident at a club. This is special category data under data protection law and we treat it accordingly. We only use it for the purpose you gave it to us for, or where we have to record it by law.
Information about under 18s. Where a child plays, is coached or enters a competition with us, we may hold their name, date of birth, club, session history, results and the name and contact details of a parent or guardian. Section 8 covers this.
Safeguarding concerns. Where somebody raises a concern with us about the safety or wellbeing of a person at one of our clubs, we hold what we are told, including the account given, who is involved, and any names and contact details provided. Reports can be made anonymously. Section 9 covers this.
Business enquiry information. For corporate hire and franchise enquiries, your company name, job title, business contact details and what you are asking for.
4. Where we get it from
- Directly from you, when you create an account, buy something, book a court or a session, join a league, sign up to our newsletter, fill in a form, enter a club, email us or message us.
- From your device, through cookies and similar technologies when you use our website.
- From Playtomic, when you book a court, a class or an event with us through the Playtomic platform. Section 6 explains how this works.
- From a parent or guardian, where a child is booked in by an adult.
- From our service providers, such as our shop platform, our email platform and our payment providers.
- From publicly available sources, in a small number of cases, for example a company website when a corporate or franchise enquiry comes in.
5. Why we use your information, and our lawful basis
Under the UK GDPR we must have a lawful basis for everything we do with your personal information. Ours are set out below.
| What we do | Lawful basis |
|---|---|
| Take and manage your court bookings, coaching bookings and event entries | Performance of a contract with you |
| Run your membership, including billing, renewals and member benefits | Performance of a contract with you |
| Take and fulfil shop orders, including delivery, returns and refunds | Performance of a contract with you |
| Issue and redeem gift cards | Performance of a contract with you |
| Run leagues and competitions, publish draws, results and standings to entrants | Performance of a contract with you |
| Answer your enquiries, including corporate hire, venue hire and franchise enquiries | Legitimate interests, so we can respond to a request you have made |
| Send you service messages about a booking, an order or a change to a session | Performance of a contract with you |
| Send marketing emails and newsletters | Consent, or legitimate interests where you are an existing customer and we are telling you about similar services, with an unsubscribe link every time |
| Run our WhatsApp community groups | Consent, given by joining the group |
| Keep our clubs and our staff and members safe, including CCTV | Legitimate interests, and legal obligation where health and safety law applies |
| Record and investigate accidents and incidents | Legal obligation, and for health information, the substantial public interest condition in the Data Protection Act 2018 |
| Take photographs and video for marketing | Consent |
| Understand how our website is used and improve it | Consent for non essential cookies, and legitimate interests for the analysis itself |
| Prevent, detect and investigate fraud, misuse and non payment | Legitimate interests, and legal obligation |
| Keep accounting and tax records | Legal obligation |
| Deal with complaints, disputes and legal claims | Legitimate interests, and establishing or defending legal claims |
| Hold health, accessibility or medical information you have given us so a session runs safely | Explicit consent, and protection of vital interests in an emergency |
| Receive, record and act on a safeguarding concern | Legal obligation, legitimate interests in protecting people at our clubs, and for special category and criminal offence data, the safeguarding conditions in Schedule 1 of the Data Protection Act 2018 |
| Carry out DBS checks for roles that work with children or adults at risk | Legal obligation, and the safeguarding and employment conditions in Schedule 1 of the Data Protection Act 2018 |
Where we rely on legitimate interests, we have considered whether our interest is overridden by your rights. You can object to any use based on legitimate interests. Section 16 explains how.
6. Booking courts through Playtomic
Our court, class and event bookings run through Playtomic. This matters for your data in two ways.
When you book with us on Playtomic, Playtomic is a data controller in its own right for the account you hold with them and for how their platform works. Their privacy policy applies to that account, not ours, and you should read it alongside this one.
Vida del Padel is the controller for the information Playtomic passes to us as the club, which is what we need to run the booking: your name, contact details, what you booked, when, at which club, what you paid, and whether you attended or cancelled. We use that to run the session, to manage cancellations and no shows, to invoice where relevant, and to report on how our clubs and sessions are used.
7. Photography, video and CCTV
Marketing photography and video. We take photographs and video at our clubs and at our events for our website, our social media, our member channels, our Playtomic listings, print and screens in the venue, and material for press, media partners and sponsors. We do this on the basis of consent.
Where a photographer or videographer is working at an event, we will say so in advance and there will be signage on site. If you do not want to be photographed, tell a member of staff on the day and we will keep you out of shot. If material featuring you has already gone out and you want it taken down, email us and we will remove it from anything we control.
CCTV. Our clubs use CCTV for the safety of members, guests and staff, and for the security of the premises. Signage is displayed at each club. Footage is only viewed where there is a reason to, for example an incident, a theft or an insurance claim. We share footage with the police, insurers or our legal advisers where we are asked to and it is lawful to do so.
Court cameras. Some of our courts have cameras that record play so that players can watch back, download or share their matches. Where a court is recording, there is signage on and around the court. Tell us if you would prefer to play on a court that is not recording and we will move you where we can.
8. Children and under 18s
Children and young people play, are coached and compete with us, and we take their data seriously.
- Where a child is under 16, we expect a parent or guardian to make the booking, hold the account and give any consent that is needed.
- We do not send marketing to anyone we know to be under 18.
- We do not publish a child's photograph, full name or ranking in marketing without written consent from a parent or guardian, given on our image consent form.
- Consent can be withdrawn at any time by emailing info@vidadelpadel.co.uk.
- Where a child is old enough to understand, we ask for their agreement as well as their parent's.
- Coaching and safeguarding records relating to a child are held securely and separately, and are only seen by people who need to see them.
If you believe we hold information about a child and you are their parent or guardian, contact us and we will tell you what we hold.
9. Safeguarding reports
We run a safeguarding process across all our clubs, set out in full in our Safeguarding and Concerns Policy. Anyone can raise a concern about the safety or wellbeing of a person at one of our clubs, by email to safeguarding@vidadelpadel.co.uk, or through the online reporting form linked from the poster displayed at every venue.
You do not have to give your name. The form can be completed anonymously.
- The report goes to the Venue Welfare Officer and the Club Safeguarding Lead. It is not circulated more widely.
- We share it beyond that only where it is needed to keep somebody safe or where the law requires it.
- We cannot promise absolute confidentiality. Where there is a risk of serious harm, or where the law requires it, we will pass information on.
- We will never treat you unfairly for raising a concern in good faith.
- Records are held securely and separately from ordinary membership and booking records.
10. Marketing
We send email newsletters and offers to people who have asked for them, and to existing customers about services similar to the ones they have already used.
Every marketing email has an unsubscribe link. You can also email info@vidadelpadel.co.uk and ask to be taken off the list. Unsubscribing from marketing does not stop service messages about a booking, an order or a membership.
11. WhatsApp community groups
We run WhatsApp community groups for each club. Joining is optional and you can leave at any time.
Your telephone number and your WhatsApp display name will be visible to other members of the group, and to us. WhatsApp is run by Meta, not by us, so Meta's own privacy terms apply to the platform.
We do not sell or pass on the numbers in those groups, and we do not add anybody to a group who has not asked to be in it.
12. Who we share your information with
We do not sell your personal information. We share it with the following, and only as far as each of them needs it.
| Who | What for |
|---|---|
| Shopify | Our website, online shop and checkout, and hosting of the site |
| Our payment providers | Taking card and digital wallet payments, refunds and chargebacks |
| Playtomic | Court, class and event bookings. See section 6 |
| The LTA, the Local Authority Designated Officer, children's social care and adult safeguarding teams | Where a safeguarding concern has to be referred. See section 9 |
| Meta, through WhatsApp, Instagram and Facebook | Our community groups and our social media accounts |
| Microsoft | Our business email and document storage |
| Our delivery partners | Getting shop orders to you |
| Our accountants, insurers and legal advisers | Where they need it to advise us |
| Our franchisees | Where you are a member or a customer of a club they operate, so they can run your booking and your membership |
| The police, regulators, HMRC and other authorities | Where we are required by law, or where it is necessary to prevent or investigate crime |
| A buyer or successor | If we sell or reorganise the business, in which case your information passes with it and this policy or one at least as protective continues to apply |
Everyone above who acts on our instructions is bound by a written contract that requires them to keep your information secure and to use it only for what we have asked them to do.
13. Sending information outside the UK
Some of the providers above are based outside the United Kingdom, or store data outside it, including in the European Economic Area, the United States and Canada. Where personal information leaves the UK we make sure appropriate safeguards are in place, including UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Extension to the EU to US Data Privacy Framework.
You can ask us for a copy of the safeguards that apply to a specific transfer by emailing info@vidadelpadel.co.uk.
14. How long we keep your information
| What | How long |
|---|---|
| Order, payment and tax records | 6 years from the end of the financial year they relate to, as required by HMRC |
| Membership records | For the length of the membership, then 24 months |
| Marketing contacts | Until you unsubscribe, and reviewed after 24 months with no engagement |
| Enquiries that do not become a booking | 12 months |
| Corporate and franchise enquiries | 24 months |
| Signed image consent forms | 36 months |
| Accident and incident records | 3 years from the date of the incident, or where a child is involved, until their 21st birthday |
| Job applications from unsuccessful candidates | 6 months |
When a retention period ends we delete the information or anonymise it so it can no longer identify you.
15. How we keep it safe
We use appropriate technical and organisational measures, including encrypted connections to our website, access controls so that staff only see what their role requires, PCI DSS compliant payment providers, and contracts with everyone who processes data on our behalf.
No system is completely secure. If a breach happens that is likely to put your rights at risk, we will tell you, and we will report it to the Information Commissioner's Office within 72 hours where the law requires it.
16. Your rights
Under UK data protection law you have the right to:
- be told what we do with your information, which is what this policy is for;
- ask for a copy of the personal information we hold about you;
- have it corrected if it is wrong or incomplete;
- have it deleted, where we no longer have a good reason to keep it;
- restrict what we do with it while a question about it is resolved;
- object to us using it, including for direct marketing, which you can do at any time;
- portability, meaning a copy in a common electronic format, where we hold it on the basis of consent or a contract;
- withdraw consent at any time, where consent is the basis we relied on.
To use any of these, email info@vidadelpadel.co.uk. We will respond within one month. There is no charge, unless a request is manifestly unfounded or excessive.
17. Cookies
Our website uses cookies and similar technologies. We only set non essential cookies where you have agreed to them, and you can change your mind at any time. Full detail is in our Cookie Policy.
18. Automated decision making
We do not make decisions about you by automated means alone that produce a legal effect or a similarly significant effect on you. We do not carry out profiling of that kind.
19. Job applicants, coaches and ambassadors
If you apply to work with us, coach for us, or join us as an ambassador or activator, we collect what we need to assess your application and, where relevant, to check your qualifications and your right to work, and to carry out DBS checks where the role involves working with children or vulnerable adults. Unsuccessful applications are held for six months and then deleted.
20. Changes to this policy
We update this policy when what we do changes. The date at the top shows when it was last changed. Where a change is significant we will tell members and customers directly.
21. Contact us, and how to complain
For anything in this policy, including a request about your rights:
Email: info@vidadelpadel.co.uk
Post: Data Protection, Vida Del Padel Ltd, 7 St John Street, Mansfield, Nottinghamshire, NG18 1QH
If you are not happy with how we have handled your information, please tell us first and give us the chance to put it right. You also have the right to complain to the Information Commissioner's Office at any time.
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone 0303 123 1113
ico.org.uk