AR Sports Group LTD Privacy Statement
This Privacy Policy explains how AR Sports Group LTD (“ARSG,” “we,” “our,” or “us”) collects, uses, stores, and shares your personal data. We are committed to protecting the privacy of everyone we engage with, including website visitors, staff, coaches, and school partners.
This policy is issued in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable laws.
1. Our Identity and Contact Details
AR Sports Group LTD is registered in the United Kingdom with the business address:
27 Old Gloucester Street, London, WC1N 3AX, United Kingdom
If you have any questions regarding this policy or our data protection practices, you may contact us via email at: privacy@arsportsgroup.com
2. Scope of this Policy
This policy applies to all personal data processed by ARSG through our website, online forms, operational tools, and during the delivery of our services.
It covers the processing of personal data belonging to:
- Self-employed coaches and staff engaged by ARSG
- School staff and representatives (e.g. headteachers, PE leads)
- Website visitors
- Individuals making enquiries about our services
Note: ARSG does not collect children’s personal data directly.
3. Our Role in Data Protection
For the purposes of UK data protection law, AR Sports Group LTD is the Data Controller. We determine the purposes and means of processing personal data. Where necessary, we engage third-party processors who act under our written instructions.
4. Personal Data We Collect
We collect and process the following categories of data:
- Contact Details (name, email address, phone number)
- School Contact Information (names of staff leads, school addresses, role titles)
- Coach/Staff Information (qualifications, performance data, work history)
- Billing and Payment Information (for services rendered or received)
- Marketing Preferences and Communications History
- Website Usage Data (via cookies and analytics tools such as Google Analytics)
We do not knowingly collect personal data about children. Any pupil information shared by schools (e.g. class lists or notes) remains the school’s responsibility as the Data Controller.
5. How We Collect Personal Data
We collect personal data through:
- Online enquiry and registration forms
- Email and telephone correspondence
- Operational activities (e.g. service delivery, payment handling)
- Website cookies and analytics
Data may be entered manually by users or submitted to us by school clients or contractors.
6. How We Use Personal Data
We use personal data for the following purposes:
- To deliver PE and sports services to schools
- To administer bookings and manage staffing
- To communicate with clients and prospective clients
- To fulfil our contractual and legal obligations
- To process payments, including those via Stripe
- To assess coach and staff performance
- To send marketing communications (with consent)
- To collect and respond to feedback
7. Legal Bases for Processing
We process personal data under the following lawful bases:
- Contractual Necessity: For fulfilling agreements with schools and contractors
- Legitimate Interests: To respond to enquiries, assess service quality, and promote our services to existing clients
- Consent: For marketing communications to new contacts; consent is requested during registration
- Legal Obligation: To meet our obligations under UK law, including financial recordkeeping
8. Data Sharing and Third Parties
We do not sell personal data. We may share data where necessary with:
- Sub-contracted coaches (bound by confidentiality)
- School partners (for coordination of services)
- Payment processors such as Stripe (as chosen by the school)
- Marketing platforms such as Mailchimp or HubSpot (where opted in)
- Our accountants and legal advisors
We ensure appropriate contracts are in place with any third parties acting as Data Processors.
9. Data Storage and Transfers
All data is stored securely either:
- On our website backend (custom-built software)
- On servers hosted in the European Union (Netherlands or Germany)
We may use additional cloud-based tools where data is processed in accordance with UK GDPR safeguards. We take appropriate technical and organisational measures to protect your data, including access controls and encryption.
10. Data Retention
We retain personal data only as long as necessary:
- Enquiries that do not lead to contracts: up to 36 months
- Active and former client school contact details: indefinitely, unless requested otherwise
- Staff/coach performance and contact details: retained as required for legal or operational needs
- Financial records: 6 years from end of tax year
We do not retain any child-specific data unless it has been shared by a school and is required for service delivery. In such cases, it is deleted promptly after the session unless otherwise instructed.
11. Marketing and Consent
We will only send marketing communications to individuals who have explicitly opted in, typically at the point of registration. You can withdraw your consent at any time by contacting privacy@arsportsgroup.com.
12. Your Data Protection Rights
Under the UK GDPR, you have the following rights:
- Right to be informed
- Right of access (Data Subject Access Request)
- Right to rectification
- Right to erasure (‘right to be forgotten’)
- Right to restrict processing
- Right to data portability
- Right to object
- Right to withdraw consent
- Rights in relation to automated decision making (not currently used)
To exercise any of these rights, please contact us at: privacy@arsportsgroup.com
You also have the right to complain to the UK Information Commissioner’s Office (ICO): https://ico.org.uk
13. Cookies and Tracking Technologies
We use cookies to understand visitor interactions and improve our website. You may control cookie settings via your browser. See our [Cookie Policy] for full details.
14. Changes to This Policy
This Privacy Policy may be updated periodically. Any changes will be posted on our website with the most recent revision date. Continued use of our services after changes indicates your acceptance.
Last updated: 09 JULY 2025