HOOPSTARS PRIVACY POLICY

Version 1.0 — Effective from 1st May 2026

This Privacy Policy explains how Hoopstars Basketball Development Limited (Company Number: 14785330) collects, uses, stores, protects, and shares personal data in connection with the Hoopstars basketball coaching programme.

For the purposes of this Privacy Policy, “Hoopstars,” “we,” “us,” or “our” refers to Hoopstars Basketball Development Limited.

Hoopstars provides basketball coaching courses, weekly classes, camps, clinics, workshops, training sessions, and related basketball development services under the Hoopstars brand.

Hoopstars is the main organisation responsible for the administration, customer management, booking management, and commercial oversight of Hoopstars programmes.

The coaching and operational delivery of Hoopstars programmes is subcontracted to Game Time Management Limited (Company Number: 14785340), which supports coaching delivery, staffing, safeguarding implementation, coach compliance, insurance, and on-the-ground programme execution.

Hoopstars’ day-to-day office correspondence address is:

Hoopstars Basketball Development Limited
124 City Road
London
EC1V 2NX

The registered office of Hoopstars Basketball Development Limited is the address listed for the company at Companies House.

For questions about this Privacy Policy or how your data is handled, please contact:

support@london-basketball.com

For safeguarding-related concerns, please contact:

safeguarding@london-basketball.com

1. Who This Policy Applies To

This Privacy Policy applies to personal data relating to:

• parents, guardians, and carers;
• children and young people participating in Hoopstars programmes;
• adult participants;
• prospective customers;
• website visitors;
• people who submit enquiries or registration forms;
• newsletter subscribers;
• event attendees;
• coaches, officials, volunteers, and delivery staff where relevant;
• anyone else who interacts with Hoopstars through our websites, forms, booking systems, communications, or digital platforms.

Where a participant is under 18, registration must be completed by a parent or legal guardian, or with appropriate parental/guardian involvement.

2. The Personal Data We Collect

We may collect and process the following types of personal data.

2.1 Parent, Guardian, and Contact Information

This may include:

• name;
• email address;
• telephone number;
• address or postcode;
• emergency contact details;
• relationship to the participant;
• communication preferences;
• payment and booking information.

2.2 Participant Information

This may include:

• participant name;
• age and date of birth;
• gender, where relevant for programme grouping or safeguarding;
• school year or age group;
• basketball experience level;
• session location;
• attendance information;
• progress, development, assessment, or player pathway information;
• team, class, camp, or programme allocation.

2.3 Health, Medical, Allergy, and Additional Support Information

Where provided by a Parent, guardian, or participant, we may collect:

• medical conditions;
• allergies;
• injuries;
• medication requirements;
• disability or accessibility needs;
• behavioural, learning, or additional support needs;
• emergency care information;
• any other information reasonably required to support safe participation.

This type of information may be treated as special category data under UK data protection law and is handled with additional care.

2.4 Booking, Payment, and Transaction Information

This may include:

• course bookings;
• payment status;
• invoices;
• refund or credit records;
• payment references;
• purchase history;
• attendance package or subscription details.

Hoopstars does not usually store full debit or credit card details. Card payments are processed through secure third-party payment providers.

2.5 Safeguarding, Welfare, and Incident Information

Where necessary, we may collect and process information relating to:

• safeguarding concerns;
• welfare concerns;
• accidents or injuries;
• behavioural incidents;
• disciplinary matters;
• attendance concerns;
• parent or participant communications relating to welfare;
• reports made by coaches, staff, venues, schools, or third parties.

Safeguarding and welfare information may be highly sensitive and will only be accessed and shared where necessary, proportionate, and appropriate.

2.6 Media, Photography, and Video

We may collect:

• photographs;
• video footage;
• training footage;
• promotional content;
• event images;
• social media content;
• testimonials or feedback where provided.

We will give Parents the opportunity to notify us if they do not wish their child to appear in promotional media. We will take reasonable steps to honour such requests, subject to the practical limitations set out in our Terms & Conditions.

2.7 Communications and Enquiries

This may include:

• emails;
• SMS messages;
• WhatsApp messages;
• phone call notes;
• form submissions;
• feedback;
• survey responses;
• complaints;
• support requests;
• marketing preferences.

2.8 Website, Technical, and Analytics Data

When you visit our websites or digital platforms, we may collect:

• IP address;
• browser type;
• device type;
• operating system;
• referral source;
• pages viewed;
• time spent on pages;
• approximate location;
• cookie data;
• website interaction data;
• form interaction data.

3. How We Collect Personal Data

We may collect personal data when you:

• complete a Hoopstars registration form;
• book a class, camp, clinic, or course;
• make a payment;
• submit a medical or consent form;
• contact us by email, phone, SMS, WhatsApp, or web form;
• subscribe to a mailing list;
• attend a Hoopstars session or event;
• interact with our website or digital platforms;
• respond to surveys or feedback requests;
• communicate with coaches or staff;
• provide information to Game Time Management Limited for programme delivery;
• are referred to us by a school, venue, partner, or third party with appropriate authority or consent.

4. How We Use Personal Data

We use personal data to:

• process registrations and bookings;
• manage payments, refunds, credits, and invoices;
• allocate participants to suitable sessions, age groups, or programmes;
• deliver Hoopstars coaching sessions, camps, clinics, and events;
• manage attendance and session registers;
• communicate important information to Parents and participants;
• provide customer support;
• manage safeguarding, welfare, health, and safety obligations;
• respond to accidents, incidents, injuries, emergencies, or complaints;
• improve our programmes, systems, customer experience, and coaching delivery;
• assess participant progress where relevant;
• manage media permissions and promotional content;
• send service updates, newsletters, and marketing communications where permitted;
• manage website performance, analytics, and security;
• comply with legal, regulatory, safeguarding, accounting, tax, and insurance obligations;
• enforce our Terms & Conditions and protect Hoopstars’ legitimate business interests.

We will never sell your personal data.

5. Lawful Basis for Processing Personal Data

Under UK data protection law, we must have a lawful basis for processing personal data. Depending on the circumstances, we may rely on one or more of the following lawful bases.

5.1 Contract

We process personal data where it is necessary to provide the Hoopstars service you have booked or requested. This includes registration, booking, payment, attendance, customer service, and delivery administration.

5.2 Legal Obligation

We process personal data where necessary to comply with legal obligations, including accounting, tax, safeguarding, health and safety, insurance, and regulatory obligations.

5.3 Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual.

This may include:

• improving Hoopstars services;
• managing customer relationships;
• maintaining safe and effective operations;
• preventing fraud or misuse;
• handling complaints;
• protecting Hoopstars’ legal and commercial interests;
• communicating service updates to existing customers;
• maintaining records of attendance, incidents, and delivery.

5.4 Consent

We may rely on consent for certain activities, including:

• optional marketing communications;
• certain uses of photographs, video, or testimonials;
• optional survey participation;
• certain types of health, medical, or additional support information where appropriate.

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

5.5 Vital Interests

We may process personal data where necessary to protect someone’s life or physical safety, including in a medical emergency.

6. Special Category Data

Some information we collect may be considered special category data under UK data protection law. This includes health, medical, disability, allergy, injury, or similar information.

Where we process special category data, we will only do so where we have both:

• a lawful basis under UK GDPR; and
• an additional special category condition that allows us to process the information.

Depending on the circumstances, this may include explicit consent, vital interests, legal claims, safeguarding, substantial public interest, or another appropriate condition under UK data protection law.

We process this information so that we can:

• support safe participation;
• make reasonable adjustments where appropriate;
• respond to injuries, illness, or emergencies;
• manage safeguarding and welfare concerns;
• protect participants, staff, and other children;
• comply with legal, safeguarding, and insurance responsibilities.

7. Children’s Data

Hoopstars works with children and young people, so we treat children’s personal data with particular care.

We aim to collect only the information that is reasonably necessary to provide safe, effective, and appropriate basketball coaching services.

Where a participant is under 18:

• registration should be completed by a Parent or legal guardian;
• Parents must ensure that information provided about the child is accurate and up to date;
• Parents should not allow children to submit personal data to Hoopstars without appropriate supervision;
• we will take extra care when handling safeguarding, health, welfare, media, and communication data relating to children.

We do not knowingly use children’s personal data for profiling, automated decision-making, or targeted advertising.

8. Safeguarding and Welfare Data

Safeguarding and welfare information may be shared where necessary to protect a child, young person, participant, coach, member of staff, or other individual.

This may include sharing information with:

• Game Time Management Limited;
• Hoopstars safeguarding leads;
• coaches or staff who need the information to protect a participant;
• schools, venues, or partner organisations where appropriate;
• Basketball England or other relevant governing bodies;
• local authority safeguarding teams;
• the Local Authority Designated Officer where appropriate;
• social services;
• police;
• emergency services;
• insurers;
• legal advisers.

Safeguarding information will only be shared where necessary, proportionate, and appropriate.

In safeguarding matters, we may not always be able to keep information confidential if sharing it is necessary to protect a child or another person from harm.

9. Sharing Data with Game Time Management Limited

The coaching and operational delivery of Hoopstars programmes is subcontracted to Game Time Management Limited.

To enable safe and effective delivery, Hoopstars may share relevant personal data with Game Time Management Limited, including:

• participant names;
• age groups;
• attendance registers;
• emergency contact details;
• medical, allergy, injury, or support information;
• safeguarding information where necessary;
• session allocation information;
• incident or accident reports;
• coach and staffing information.

Game Time Management Limited is required to handle personal data securely and only use it for legitimate delivery, safeguarding, staffing, insurance, compliance, or operational purposes connected to Hoopstars programme delivery.

In some circumstances, Game Time Management Limited may also have its own legal, safeguarding, insurance, employment, or regulatory obligations in relation to personal data it handles.

10. Other Third Parties We May Share Data With

We may share personal data with trusted third parties where necessary and appropriate, including:

• payment processors;
• booking platforms;
• form providers;
• email and SMS communication providers;
• customer relationship management systems;
• analytics providers;
• website hosting providers;
• IT support providers;
• insurers, including where relevant to claims or incident reporting;
• accountants and professional advisers;
• legal advisers;
• schools, venues, or facility partners;
• Basketball England or other governing bodies where relevant;
• safeguarding authorities or emergency services where required;
• regulators or public authorities where legally required.

We will only share personal data where we have a lawful basis to do so and where it is necessary, proportionate, and appropriate.

Third-party service providers are expected to protect personal data and only process it in accordance with relevant data protection obligations.

11. Payments

Payments may be processed through secure third-party payment providers such as Stripe or other approved payment platforms.

Hoopstars does not usually store full payment card details. Payment data is handled by the relevant payment provider in accordance with its own security and privacy standards.

We may retain payment confirmation, invoice, refund, credit, and transaction records for accounting, tax, legal, and customer service purposes.

12. Marketing Communications

We may send you marketing communications about Hoopstars programmes, camps, courses, events, offers, or related basketball opportunities where we are legally permitted to do so.

This may be based on:

• your consent;
• your existing customer relationship with Hoopstars;
• legitimate interest, where permitted by law.

You can opt out of marketing communications at any time by:

• using the unsubscribe link in an email, where available;
• replying STOP to certain SMS messages, where available;
• contacting us at support@london-basketball.com.

Even if you opt out of marketing, we may still send service communications relating to bookings, payments, safeguarding, venue changes, cancellations, or important operational updates.

13. Media, Photography, Video, and Promotional Content

Hoopstars may use photography and video to:

• promote Hoopstars programmes;
• celebrate participant achievement;
• document events;
• support coach education and training;
• improve programme delivery;
• create website, social media, advertising, or printed promotional content.

Parents may notify Hoopstars in writing if they do not wish their child to appear in promotional media.

Where a Parent opts out, Hoopstars will take reasonable steps to avoid using identifiable images of that child in promotional content. However, Hoopstars cannot guarantee complete exclusion from crowd shots, wide-angle footage, incidental background appearances, or content already published before the opt-out request was received.

Safeguarding-sensitive media will be handled with additional care.

14. Cookies and Analytics

Our websites may use cookies and similar technologies to improve functionality, understand website performance, analyse engagement, and support marketing or user experience improvements.

Cookies may include:

• essential cookies required for website functionality;
• analytics cookies used to understand website usage;
• performance cookies used to improve user experience;
• marketing cookies used to support advertising or campaign measurement;
• third-party cookies from providers such as analytics, video, payment, booking, or embedded content services.

We may use tools such as Google Analytics or similar analytics services to understand website usage patterns. Where possible, analytics data will be aggregated or anonymised.

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.

Where legally required, we will seek consent before setting non-essential cookies.

15. International Data Transfers

Some third-party service providers may store or process data outside the United Kingdom.

Where personal data is transferred internationally, we will take reasonable steps to ensure that appropriate safeguards are in place. These may include adequacy decisions, standard contractual clauses, international data transfer agreements, or other recognised safeguards under UK data protection law.

16. Data Security

We take reasonable technical and organisational measures to protect personal data, including:

• secure systems and password controls;
• limited access to personal data on a need-to-know basis;
• secure payment gateways;
• encrypted website connections where available;
• staff and contractor confidentiality expectations;
• safeguarding procedures;
• appropriate data sharing controls;
• secure storage of key records;
• review of third-party providers where appropriate.

No method of transmission over the internet or electronic storage is completely secure. However, we take reasonable steps to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure.

17. Data Retention

We will retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, safeguarding, insurance, dispute resolution, and operational requirements.

Retention periods may vary depending on the type of data.

Examples include:

• booking and customer records retained for operational, legal, and customer service purposes;
• financial and transaction records retained for accounting and tax purposes;
• attendance and participation records retained for programme administration and safeguarding purposes;
• accident, incident, safeguarding, or welfare records retained for as long as reasonably necessary in line with safeguarding, insurance, legal, and regulatory considerations;
• marketing records retained until consent is withdrawn or the data is no longer required;
• website analytics data retained according to the settings of the relevant analytics provider.

Where data is no longer required, it will be deleted, anonymised, or securely archived where appropriate.

18. Your Data Protection Rights

Subject to certain conditions and exemptions, you may have the right to:

• access the personal data we hold about you;
• request correction of inaccurate or incomplete data;
• request deletion of your data;
• object to certain types of processing;
• restrict certain types of processing;
• request data portability;
• withdraw consent where processing is based on consent;
• complain to the Information Commissioner’s Office.

To exercise your rights, please contact:

support@london-basketball.com

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

Where a request relates to a child’s data, we may need to confirm parental responsibility or consider the child’s own rights and best interests depending on their age, maturity, and the circumstances.

19. Subject Access Requests

You may request a copy of the personal data we hold about you.

We will usually respond within one month of receiving a valid request. Where a request is complex or multiple requests have been made, we may extend the response period where permitted by law.

We may refuse or limit a request where an exemption applies, including where disclosure would adversely affect the rights and freedoms of another person, compromise safeguarding, or reveal confidential information.

20. Data Breaches

If we become aware of a personal data breach, we will take appropriate steps to assess, contain, investigate, and respond to the breach.

Where required by law, we will notify the Information Commissioner’s Office and/or affected individuals.

21. Third-Party Links

Our websites, emails, or digital platforms may include links to third-party websites, booking platforms, payment providers, video platforms, social media pages, or partner organisations.

We are not responsible for the privacy practices, policies, or content of third-party websites.

You should review the privacy policies of those third parties before submitting personal data to them.

22. Updates to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will be made available on our website.

Where we make significant changes, we may notify Parents, participants, customers, or users by email, website notice, booking platform notice, or another appropriate method.

23. Contact Us

For questions about this Privacy Policy or how your personal data is handled, please contact:

support@london-basketball.com

For safeguarding concerns, please contact:

safeguarding@london-basketball.com

Day-to-day office correspondence address:

Hoopstars Basketball Development Limited
124 City Road
London
EC1V 2NX

You also have the right to complain to the UK Information Commissioner’s Office if you are unhappy with how your personal data has been handled.