Legal

Privacy Notice

EVO Academy CIC is the data controller for the personal information we hold. We keep your data to the minimum we need to run the club safely and well, and we never sell it. This notice explains what we collect, why, and the choices you have.

What we collect

Depending on how you use the club, we may hold:

  • Contact details you give us: name, email, phone, and for under 18s a parent or guardian's details.
  • Joining and membership records: date of birth or age group, emergency contact and membership choices.
  • Optional routine health or support notes, with separate explicit consent.
  • Consent records, including parental consent for under 18s and separate health-data choices.
  • Attendance and progress notes our coaches keep to support training.
  • Optional private EVO character profiles, training goals and return plans you save in your account. Junior profiles are managed by their parent or carer.
  • Your optional email choices, message history and staff follow-up records. We use recorded attendance, bookings and membership details to suggest relevant next steps when you choose these emails.
  • If you use a member invitation link, we record that invitation with your completed signup and first attendance so we can award referral rewards. The inviting member sees totals, without your name or contact details. We keep a record of rewards earned and used to prevent duplicate bookings or payment reductions.
  • Payment records: what was paid and when, and the reference from our payment provider. We do not see or store your full card or bank details.
  • Messages you send us, so we can reply and help.

Why we hold it

We use your information to run your membership and sessions, to keep people safe and meet our safeguarding and legal duties, and to contact you about the club. Where we rely on your consent, such as parental consent or optional photography, you can withdraw it at any time.

Optional health and support information

Routine health notes are optional. We ask for a separate, unticked choice giving explicit consent to store and use the information you choose to share to plan safe training and support. Joining and signing the training agreement do not require this choice. Adults make this choice for themselves; for all under-18s, a parent or guardian with parental responsibility makes it in the emailed parent step or their private account.

Routine notes are stored separately from joining enquiries. The member or parent account and authorised club operators can read them. Staff access is limited to those with a specific health-access permission and the club owner; they share only the information a relevant coach needs for training. Routine notes are excluded from joining emails, membership PDFs, public profiles and website analytics.

You can update a routine note or withdraw this consent in My EVO, under the trainee's profile, or email info@evowrestlingacademy.com. Withdrawal deletes the routine note; we keep a limited record of the consent choice and withdrawal, without health text, for the retention period below. Withdrawal does not affect use made before you withdrew.

Children's information

Wrestling at EVO is open to juniors, so we handle children's data with extra care. We collect a parent or guardian's consent before a child trains, hold only what we need, and share it only with the coaches and safeguarding leads who need it.

Who we share it with

We do not sell your data or use it for advertising. We share it only with the service providers who help us run the club, and only so they can do that job:

  • Supabase, for our secure database and member logins.
  • Resend, to send emails such as confirmations and reminders.
  • GoCardless, to set up and collect monthly Direct Debit memberships.
  • Stripe, to take pay as you go card payments.
  • Vercel, which hosts the website.

We may also share information where the law requires it, or where it is needed to protect someone's safety.

Payments

Monthly memberships are collected by Direct Debit through GoCardless, and pay as you go sessions are taken by card through Stripe. Both are regulated payment providers. Your card and bank details are handled by them, not by us, and we never store them.

This website

We use essential cookies to keep you signed in. Optional website analytics are disabled while we review the information and choices we need to provide. We do not use third-party advertising. Private account pages and access links are excluded from website analytics.

How long we keep it

We keep membership and contact records for as long as you are involved with the club and for a reasonable period afterwards. Safeguarding records are kept in line with our safeguarding policy and the law. When we no longer need information, we delete it.

Routine health and support notes, and their limited consent record, are kept while the trainee is training and deleted 12 months after their last attended session. If they have never attended, we use the joining or health-record creation date. Routine notes are deleted sooner when consent is withdrawn. This routine-note rule does not cover accident, incident, safeguarding or insurer records. Those are handled separately by the club's designated safeguarding lead and insurer, with retention decided for the record and its applicable duties.

Your rights

You can ask to see, correct or delete the data we hold about you, object to how we use it, or ask us to limit it. To do any of these, email info@evowrestlingacademy.com and we will sort it. If you are not happy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk.

Who we are

EVO Academy CIC, a Community Interest Company registered in England and Wales (no. 12874613). Registered office 29 Grafton Street, Grimsby, DN32 7RW. For anything about your data, email info@evowrestlingacademy.com.

Last updated September 2026.