Privacy Policy

Last Updated: 19th July 2026

1. Introduction

Wildcats Athletic CIC ("we", "us", "our", "Wildcats Athletic") is committed to protecting the privacy and personal information of our athletes, parents/guardians, coaches, staff and website visitors.

This Privacy Policy explains how we collect, use, store and protect personal information when you interact with Wildcats Athletic, including when you register for classes, attend training sessions, participate in competitions, communicate with our team or use our website and online platforms.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Wildcats Athletic is a cheerleading programme based in Crawley, West Sussex, providing cheerleading classes for athletes aged 4 – 18 years old

For the purposes of data protection law, Wildcats Athletic is the Data Controller responsible for the personal information we collect and process.

Contact details:

Wildcats Athletic
Email: hello@wildcatsathletic.co.uk
Location: Crawley, East Sussex

3. Information We Collect

We may collect the following information:

Athlete Information

Full name
Date of birth
Age
Gender (where required for competition purposes)
Emergency contact details
Medical information and allergies
Injury information

Parent/Guardian Information

Names
Contact details
Relationship to athlete
Emergency contact information
Payment information
Communication preferences

Coaching & Staff Information

Name and contact details
Qualifications and certifications
DBS information
Safeguarding records
Training and employment information

Website & Online Information

When using our website or online services, we may collect:

IP address
Device information
Website usage information
Cookies and analytics data

4. How We Use Your Information

We use personal information to:

Process registrations and manage memberships
Organise training sessions and classes
Allocate athletes to teams
Communicate important club information
Manage payments and membership fees
Arrange competitions, events and travel
Maintain athlete safety and safeguarding standards
Manage injuries, medical needs and emergency situations
Monitor athlete progress and development
Meet legal and insurance requirements
Improve our services and coaching programmes

5. Children's Data & Safeguarding

Wildcats Athletic works with children and young people and takes the protection of their personal information seriously.

We collect and process children's information only where necessary to:

Provide safe coaching and training
Manage participation in cheerleading activities
Support safeguarding responsibilities
Meet competition and insurance requirements

We require appropriate consent from a parent or legal guardian before collecting information relating to athletes under 18.

6. Medical Information

Some information we collect may be considered special category data under UK GDPR, including medical information.

We collect this information to:

Keep athletes safe during training and competitions
Respond appropriately to injuries or emergencies
Make reasonable adjustments where required

Medical information is only accessed by authorised members of staff who require this information to support athlete welfare.

7. Photography & Video

During training sessions, competitions and Wildcats Athletic events, photographs and videos may be taken for:

Coaching feedback
Athlete development
Team memories
Marketing and promotional purposes
Social media content
Website content

Parents/guardians will be asked to provide consent regarding the use of photographs and videos.

We will not:

Identify children by full name alongside images without appropriate consent
Share personal information publicly
Use images in a way that could put athletes at risk

Parents and athletes should follow Wildcats Athletic's photography and social media guidelines.

8. How We Store Your Information

We take appropriate steps to protect personal information from:

Unauthorised access
Loss
Misuse
Alteration
Disclosure

Information may be stored using secure digital platforms, including membership management systems, online forms and communication platforms.

Access is limited to authorised Wildcats Athletic staff members who require the information to perform their role.

9. How Long We Keep Your Information

We only keep personal information for as long as necessary.

Retention periods may vary depending on:

Legal requirements
Insurance requirements
Safeguarding responsibilities
The purpose the information was collected for

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

10. Sharing Your Information

We will only share personal information where necessary and appropriate.

Information may be shared with:

Event Providers (EP)
Insurance providers
Venue providers where required
Emergency services
Professional advisers
Safeguarding authorities where required by law

We will never sell personal information to third parties.

11. Your Rights

Under UK GDPR, you have rights including:

The right to access your personal information
The right to request corrections
The right to request deletion where appropriate
The right to restrict processing
The right to object to certain uses of your information
The right to withdraw consent where processing relies on consent

To exercise your rights, contact:

hello@wildcatsathletic.co.uk

12. Cookies

Our website may use cookies to improve user experience and understand website usage.

Cookies may collect information such as:

Pages visited
Website traffic information
Device information

You can control cookie preferences through your browser settings.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be published on our website with an updated revision date.

14. Contact Us

If you have questions about this Privacy Policy or how Wildcats Athletic handles personal information, please contact:

Wildcats Athletic
Email: hello@wildcatsathletic.co.uk