Data Protection & Privacy Policy

As required by GDPR and UK Data Protection legislation, this policy covers the collection and use of personal data collected by Christopher Ryman, trading under the name of “SoulBall”.

Data Controller
The Data Controller is Christopher Ryman. Contact: info@soulball.co.uk

Types of Data Processed 
The various types of data Christopher Ryman, trading under the name of “SoulBall”, collects can be found in the sections below.

Length of Time Data will be Stored
Data will be held for the minimum period required to fulfil its purpose.

Deletion of Data 
Data which has fulfilled its purpose will be deleted, subject to other legislatory requirements. 

Data Storage
Electronic Data will remain subject to EU Data Protection regulations (GDPR) within the UK/EU and will not be transferred to or stored on servers outside the UK/EU unless subject to the Privacy Shield agreement with the US see here for details https://www.privacyshield.gov

Complaint 
If you have a complaint in relation to the collection, storage and use of the data collected from the website, please contact the Data Controller (see contact details above). If you are unable to resolve the issue, you can make a complaint to the Office of the Information commissioner (ICO) via their website www.ico.org.uk

Right to access collected data 
Where data has been collected, retained and stored you have the right to view the data held about you. Please contact the Data Controller for details of the process. 

Safeguarding data 
Christopher Ryman will take all proportional steps to safeguard the data from unauthorised access.

SECTION 1

Customer Data – Class & Event Bookings

What data will be held?
If the customer has made a booking: 

The customer name
An email address for the customer
A mobile number for the customer 
Child’s name 
Child’s date of birth
Child’s school
Child’s medical conditions or allergies 
Consent for photos/videos 
Consent to send emails, e.g. newsletter
Value of bookings purchased
Value of products purchased 

All credit/debit card details are processed by Stripe. Christopher Ryman does not keep or have access to any credit/debit card details.

For what purpose is it held?
It is held for the purpose of holding a class register, contacting customers regarding the class or event they have booked onto and processing payment details of bookings placed and fulfilled. The age of the child is held so can ensure they are attending the appropriate class or event and be informed of any upcoming class or event they be appropriate.

The data held regarding medical conditions and allergies is to ensure the child is well cared for and sessions adapted to meet their needs.

Where will it be held? 
The bookings provider is Bookwhen (bookingwhen.com). All bookings and data is processed by them for the sole purposes of Christopher Ryman. The data is not shared with anyone else. The Bookwhen system is operated on servers held in the UK/EU.

Who will access this data? 
People authorised to process the data for the purpose of processing a booking and processing payment of the same will have access to this data. If consent has been given, this data may be used for marketing purposes. For tax accounting purposes, this data may be made available to officials on government business conducting an audit or investigation.

Basis of Processing this data 
This data is processed to meet legal requirements.

SECTION 2

Contacts
Contact data will have been provided by individuals verbally, by email, or obtained from our website or social media accounts. 

What Data is held? 
Name 
Mobile telephone number
Email address 

Where is it stored? 
In Google contacts
In Gmail
In MailChimp
In Bookwhen

For what purpose is it held? 
To contact you if you may be interested in any future services Christopher Ryman, trading under the name “SoulBall”, provides. As a record in terms of class registers and contacting you about the class or event.

Who has access to this data? 
Christopher Ryman

How is it kept safe? 
All of this data is kept electronically.. All devices have relevant and appropriate security measures to prevent unauthorised access. Every newsletter sent out via Mailchimp will have the option to unsubscribe from the mailing list or update your preferences.

Basis of Processing this data 
This data is processed to meet legitimate interest.

SECTION 3 

Automated collection via the website 

Google Analytics 
Google analytics data will be shared with Google to collect anonymised data relating to visits to the website (soulball.co.uk), pages visited etc to inform Christopher Ryman of the results of any marketing strategy in the form of statistics.

What data is tracked by Google Analytics? 
Page Information URL – the URL of the page the user is viewing
Title – the title of the page the user is viewing 
Browser Information 
Browser name – the browser the user is using
Viewport or Viewing pane – the size of the browser window 
Screen resolution – the resolution of the user’s screen
Java enabled – whether or not the user has Java enabled 
Flash version – what version of Flash the user is using 
User Information Location – this is derived from the IP address where the hit originated. The IP address itself is not available in GA as it is personally identifiable information (PII) which violates the terms of Google Analytics. 
Language – derived from the language settings of the browser 

For information on Google Analytics and its use of data visit:  www.analytics.google.com

Jetpack
This website uses Jetpack. Jetpack allows the internet site operator, inter alia, an overview of the visitors of the site and the pages visited.

Cookies

Why does this website use cookies? 
A web server has no memory so the hosted website you are visiting transfers a cookie file of the browser on your computer’s hard disk so that the website can remember who you are and your preferences. This message exchange allows the web server to use this information to present you with customised web pages.

What data does a cookie collect? 
The session cookie is stored in temporary memory and is not retained after the browser is closed. Session cookies do not collect information from your computer. They typically will store information in the form of a session identification that does not personally identify the user. 

Basis of Processing this data 
This data is processed to meet legitimate interest.

SECTION 4 

Photograph & Video footage from classes and events 

What data will be held?
If consented to via the booking form we will take photos and videos of your child during classes and events. 

Where is it stored?
Photos and videos are taken on a digital camera, tablet or smart phone and are deleted off the device after every class once uploaded to Google Drive (Christopher Ryman’s SoulBall cloud server). These can only be accessed by Christopher Ryman.

For what purpose is it held? 
If consented to, photographs and videos are also shared on social media platforms such as Facebook, Twitter, Instagram and the SoulBall website (soulball.co.uk) for marketing purposes.

Who has access to this data? 
The coach and the SoulBall office.

How is it kept safe? 
All of this data is kept electronically on Google Drive (Christopher Ryman’s SoulBall cloud server). All devices have relevant and appropriate security measures to prevent unauthorised access. Only consented photos and videos are uploaded to google drive and social media. No children are identified by name in photographs.

Basis of Processing this data 
This data is processed to meet legal legitimate interest.