Privacy Policy

1. Who is responsible

The Academy Insider is the data controller. Contact: info@theacademyinsider.com. The full legal entity name and address will be added before this policy is final.

2. What we collect

• Account details: name, email, role (parent/guardian, adult player, staff).
• Player profiles: name, date of birth, position, club, photos, and development information.
• Scouting reports, development assessments, performance tests and match footage you submit.
• Consultation and enquiry details: contact details, date of birth, phone number, preferred call options and messages.
• Payment records: handled by Stripe — we do not store full card details.
• Newsletter sign-ups: name, email, country and interests, managed through Mailchimp with double opt-in.
• Consent records for referrals, sharing, photography and terms acceptance.

3. How and why we use it

To provide the services you request (contract), to keep records we are legally required to keep (legal obligation), to safeguard children (legal obligation and vital/legitimate interests), to improve our services (legitimate interests), and to send newsletters only with your consent. Videos added by administrators to public service pages are visible to website visitors.

4. Sharing

We share data with service providers who help us run the platform (hosting and database, Stripe for payments, Mailchimp for newsletters, our email provider). Player information is only shared with clubs or other organisations with recorded consent. Private player profiles and reports are never public by default; share links are created only on request. Where data is processed outside the UK, appropriate safeguards are used.

5. How long we keep it

Ordinary player profiles and associated assessment information will generally be retained for up to 12 months following the end of the customer's final active subscription or service relationship (for one-off customers, 12 months after the last service is delivered), unless a different lawful retention period is required.

• Scouting reports and staff assessment records — with the player profile
• Match footage — with the player profile, or sooner on request
• Payment and accounting records — as required by tax law (typically 6 years)
• Safeguarding records — for longer periods where legally required
• Consent and terms-acceptance records — for as long as needed to evidence consent
• Backups — overwritten on a rolling cycle

6. Your rights

You can request access, correction, deletion, restriction, portability or object to processing, and withdraw consent at any time. To close an account or request deletion email info@theacademyinsider.com. We respond within one month. Some records (financial, safeguarding) may need to be kept by law, so we cannot always delete immediately. You can also complain to the Information Commissioner's Office (ico.org.uk).

7. Children

Under-18 accounts are created and managed by a parent or guardian, who controls the player's information.

8. Security and cookies

Access to player data is restricted by role. Essential cookies and storage keep you signed in; see our Cookie page. We will ask before using any non-essential analytics.