Our Privacy Policy

Effective Date: September 2025

Exsportise Limited (“Exsportise”, “we”, “us” or “our”) is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this Policy carefully. By using our services, website, or providing personal information to us, you agree to the terms of this Policy.

1. Who We Are

• Company: Exsportise Limited

• Registered office: Aberdeen House, South Road, Haywards Heath, West Sussex, RH16 4NG

• Company number: 02330930

• ICO registration number: ZA66115227

• Website: www.exsportise.co.uk

We are the data controller for your personal data. If you have any questions about this Policy or our use of your data, contact: admin@exsportise.co.uk

2. Personal Data We Collect

a) Students and Parents

We collect personal data necessary to provide our courses and ensure student welfare, including:

• Contact details (name, address, email, phone)

• Parents’/emergency contact details

• Passport and travel information

• Health, dietary, and welfare information

• Attendance records and behaviour notes

• Photographs and videos for identification and marketing purposes

Sources: Information may come directly from you, from course booking forms, or from agencies and third parties acting on your behalf.

b) Staff and Job Applicants

We collect personal and special category data for recruitment and employment purposes, including:

• Name, date of birth, gender, nationality, contact details

• CV information (employment history, qualifications, references)

• Health, dietary needs, and criminal conviction information

• Payroll information (bank details, NI number, tax info)

• Photos/videos for internal and marketing purposes

3. How We Use Your Personal Data

We process personal data for the following lawful purposes:

1. Contractual necessity: To provide courses, process bookings, and manage employment contracts.

2. Legal obligations: To comply with laws, safeguarding duties, and health & safety regulations.

3. Legitimate interests: To operate and improve our services, manage our business, detect fraud, and promote our courses, provided your rights are not overridden.

4. Consent: For special category data (e.g., health info, photos/videos for marketing).

4. How We Share Your Data

We may share personal data with:

• Course host centres (for welfare and operational purposes)

• Payroll providers and accountants

• Examination boards and regulatory/inspection bodies (e.g., British Council, British Activity Providers Association)

• Insurance providers, legal advisors, or emergency services if required

• Our official representatives and affiliated organisations for marketing purposes

We do not sell your personal data.

5. Photographs and Videos

• Limited photos/videos may be taken during courses and shared internally or for marketing.

• Students’ full names will not be displayed with images.

• Parents or staff may withdraw consent at any time by contacting admin@exsportise.co.uk

6. Online and Website Data

We collect information from visitors to our website through:

• Forms, online applications, and brochure requests

• Cookies and analytics tools (e.g., Google Analytics)

• Log data, including IP address, browser type, and pages visited

You can manage cookies via your browser settings, but some features may not work without cookies.

7. CCTV

CCTV is used at our course centres for security purposes, in line with ICO guidelines.

8. Data Storage and Security

• Personal data is stored on secure servers with appropriate technical and organisational measures.

• We may occasionally request proof of identity before releasing personal data.

• Transfers outside the UK are minimised, and safeguards are applied where necessary.

9. Your Rights

You have the right to:

• Access the personal data we hold about you

• Request corrections to inaccurate data

• Request deletion of your data (subject to legal obligations)

• Withdraw consent at any time

• Object to or restrict processing for marketing or legitimate interests

Requests can be sent to admin@exsportise.co.uk

10. Data Retention

• Student and parent data: Retained as long as necessary to provide courses or comply with legal obligations.

• Staff data: Retained for the duration of employment and up to 6 years after leaving (for tax and contractual purposes).

• Unsuccessful job applicant data: Retained for up to 12 months.

11. Changes to This Policy

We may update this Policy from time to time. Changes will be posted on our website. Material changes will be communicated via email where possible. Continued use of our services after updates constitutes acceptance of the revised Policy.

12. Contact

For questions or concerns about this Policy or your data, email: admin@exsportise.co.uk

You may also contact the UK Information Commissioner’s Office (ICO): ico.org.uk