1. Introduction

Evorra Padel Limited is committed to protecting your privacy and handling personal information responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, register for an account, book our facilities, participate in activities, visit our venues, apply for employment or otherwise interact with us.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

2. Who We Are

Evorra Padel Limited is responsible for deciding how and why personal information is processed in connection with its business activities, except where another organisation acts as an independent data controller.

Company: Evorra Padel Limited

Website: www.evorrapadel.com

Email: [email protected]

Telephone: 07907 889 123

For enquiries relating to personal information or data protection, please contact us using the details above.

3. Information We Collect

Depending on how you interact with us, we may collect:

- Personal details, including names, email addresses and telephone numbers.

- Account registration information and communication preferences.

- Court bookings, player registrations, attendance records and booking history.

- Payment records, transactions, refunds and booking credits.

- Coaching, event and corporate booking information.

- Emergency contact details and relevant medical or accessibility information where necessary.

- Accident reports, incident records and safeguarding information.

- CCTV images, electronic access records and security-related information.

- Website usage information, cookies and analytics data.

- Photographs and video recordings where applicable.

- Enquiries, correspondence, complaints and customer feedback.

- Recruitment applications, CVs and information provided during recruitment.

Information may be collected directly from you or provided by another person, such as a customer making a group booking, a corporate event organiser or a parent or guardian registering a child.

Payment card information is handled through authorised payment providers. We do not require customers to provide complete payment card details directly to venue staff.

4. How We Use Your Information

We use personal information where necessary to:

- Create and manage customer accounts.

- Process bookings, payments, cancellations, refunds and booking credits.

- Identify players participating in court bookings.

- Manage coaching, tournaments, events and corporate bookings.

- Communicate booking confirmations, changes and important operational information.

- Provide customer support and respond to enquiries.

- Maintain the safety and security of customers, staff and facilities.

- Manage emergencies, accidents, safeguarding concerns and relevant accessibility requirements.

- Investigate incidents, complaints or misuse of booking privileges.

- Meet legal, financial and regulatory obligations.

- Improve our facilities, services and customer experience.

- Manage recruitment and employment-related processes.

- Send promotional communications where permitted by law.

We will not use personal information for purposes incompatible with those for which it was originally collected without an appropriate lawful basis.

5. Legal Basis for Processing

We process personal information using the following lawful bases, as appropriate:

Contractual Necessity

Where processing is required to provide booked services, manage accounts, process payments or fulfil agreed arrangements.

Legal Obligations

Where information must be processed or retained to comply with legal, tax, accounting, employment or other regulatory requirements.

Legitimate Interests

Where reasonably necessary for the operation, administration, improvement and security of our business, provided those interests are not overridden by individuals' rights and freedoms.

Consent

Where consent is required, including certain marketing activities and uses of identifiable photographs or video.

Vital Interests

Where processing is necessary to protect someone's life in an emergency.

Where health, safeguarding or other special category information is processed, we will also identify an appropriate additional condition under data protection law.

Consent may be withdrawn at any time where processing relies on consent.

6. Court Bookings & Player Information

All players participating in court bookings are required to be named against the relevant booking.

Where one person makes a booking on behalf of others, we may receive the names and relevant details of those participants from the booking organiser.

This information is used to manage court attendance, booking administration, customer accounts, payment arrangements and venue operations.

Booking records may include cancellations, attendance history, booking credits and restrictions applied to booking privileges.

Certain personal information is required to create an account, make bookings or participate in activities. Where this information is not provided, we may be unable to provide the relevant service.

Access to booking information will be limited to authorised personnel and service providers who require it for legitimate operational purposes.

7. Booking History & Restrictions

We may use booking history, cancellation records, attendance information and related account activity to manage our facilities and prevent misuse of booking services.

Where appropriate, Evorra Padel Limited reserves the right to restrict or suspend booking privileges at its discretion, taking account of the circumstances and applicable legal requirements.

Booking activity may be monitored through our booking systems, with decisions regarding restrictions made by authorised management.

8. CCTV, Security & Venue Access

CCTV may operate throughout designated areas of our venues to support customer and staff safety, protect property, prevent crime and investigate incidents.

Where electronic access systems are used, we may also process access records, including entry times and associated account or access credentials.

CCTV and access information will be:

- Used only for specified, legitimate purposes.

- Accessible only to authorised individuals.

- Stored securely.

- Retained for an appropriate period in accordance with our retention criteria.

- Disclosed to police, insurers, emergency services or other authorised parties where lawful and necessary.

CCTV footage may be reviewed in connection with accidents, theft, damage, security incidents, complaints or safeguarding concerns.

Appropriate signage will be displayed where CCTV operates.

CCTV will not be installed in toilets or changing areas where individuals have a reasonable expectation of privacy.

9. Children & Young People

We recognise the importance of protecting children's personal information.

Where children participate in coaching, activities or events, we may collect relevant information required for registration, participation, communication, safety and safeguarding.

This may include emergency contact details, relevant medical information, allergies, accessibility requirements and information necessary to support a child's safe participation.

Where appropriate, information will be obtained from a parent or legal guardian.

Information relating to children will be handled with particular care and access restricted to those with a legitimate need.

We will not knowingly use children's personal information for inappropriate marketing purposes.

10. Photography, Video & Media

Photography and video recording may take place throughout our venues and during coaching sessions, tournaments, events and other activities.

Images and recordings may be used on our website, social media platforms, in advertising, promotional materials and other media associated with Evorra Padel Limited.

By attending our venues, customers and visitors acknowledge that photography and filming may take place.

Customers and visitors who do not wish to appear in promotional photographs or video recordings should notify a member of staff or contact [email protected].

We will take reasonable steps to respect these preferences and respond appropriately to objections or requests to remove identifiable images already published.

Where consent is required by law, including for certain promotional uses involving children, appropriate consent will be obtained before publication.

All photography and filming will be carried out in accordance with applicable data protection legislation.

11. Website, Cookies & Analytics

Our website may use cookies and similar technologies to support essential website functions, understand website performance and improve the visitor experience.

Where legally required, visitors will be given the opportunity to accept or reject non-essential cookies before they are activated.

Information collected may include device information, browser type, website activity and approximate location derived from technical data.

Further information about cookies and available preferences will be provided through the website's cookie settings or cookie notice.

12. Marketing Communications

We may contact customers with news, events, promotions and information about our services where permitted by applicable marketing and data protection legislation.

Customers may unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting us directly.

Essential booking confirmations, payment information and operational notices are not considered promotional communications.

We do not sell customer personal information to third parties for marketing purposes.

13. Third-Party Service Providers

We may share necessary personal information with trusted organisations that support our operations, including:

- Online booking and account management providers.

- Payment processing companies.

- Website hosting and IT service providers.

- Email and communication platforms.

- CCTV, security and access control providers.

- Professional advisers, insurers and accountants.

- Coaching or event delivery partners where necessary.

Information will only be shared where there is an appropriate legal basis and suitable data protection arrangements.

Some providers may process information outside the United Kingdom. Where this occurs, we will ensure that an applicable adequacy arrangement, appropriate safeguards or another lawful transfer mechanism is in place.

Details of relevant international transfers and applicable safeguards will be made available as required by law.

14. Recruitment & Employment Information

Where individuals apply for employment or other opportunities, we may collect CVs, contact details, employment history, qualifications, references and other information relevant to recruitment.

This information will be used to assess applications, communicate with candidates and manage recruitment decisions.

Recruitment information will be accessible only to authorised individuals involved in the recruitment process.

Successful applicants will receive further information about how their personal data is handled during employment.

15. How Long We Keep Information

We retain personal information only for as long as necessary for the purposes for which it was collected.

Retention periods are determined by the nature of the information, our operational requirements, applicable legal obligations and the need to resolve complaints, incidents or disputes.

Different retention criteria may apply to booking records, financial transactions, CCTV footage, recruitment applications, safeguarding information and other personal data.

Information is securely deleted, anonymised or otherwise disposed of appropriately when no longer required.

16. How We Protect Your Information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include secure systems, restricted staff access, password protection, appropriate staff training and contractual safeguards with service providers.

Access to personal information is limited to individuals who require it to perform authorised duties.

17. Your Data Protection Rights

Depending on the circumstances and applicable legislation, individuals may have the right to:

- Request access to personal information held about them.

- Request correction of inaccurate or incomplete information.

- Request deletion of personal information.

- Request restrictions on how information is processed.

- Object to certain processing activities, including direct marketing.

- Request transfer of eligible information to another provider.

- Withdraw consent where processing is based on consent.

- Challenge certain decisions made solely through automated processing.

These rights are subject to applicable legal conditions and exemptions.

Requests can be submitted to [email protected].

We will respond within the timeframes required by applicable data protection legislation.

18. Complaints

If you have concerns about how your personal information has been handled, please contact us so that we can investigate and respond.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: www.ico.org.uk

Telephone: 0303 123 1113

19. Changes to This Policy

We may review and update this Privacy Policy to reflect changes in legislation, technology, business operations or the services we provide.

The latest version will be made available through our website.

Where significant changes affect how personal information is processed, we will provide additional notification where required.

20. Contact Us

For questions about this Privacy Policy, personal information or data protection rights, please contact:

Evorra Padel Limited

Email: [email protected]

Telephone: 07907 889 123

Website: www.evorrapadel.com