Privacy Policy

Last updated: 12/05/2026

This Privacy Policy explains how OptimusSport collects, uses, stores, and protects personal information when parents, guardians, carers, coaches, or school representatives use our website. We recognise that many visitors are researching opportunities for children, which means privacy, safeguarding, and clear communication matter especially strongly. Our aim is to collect only the information we genuinely need in order to operate the site, answer enquiries, improve user experience, and coordinate with partner organisations where a user has asked us to do so. We do not treat privacy as a background formality; it is part of the trust required for a family-focused service to function responsibly.

Information we may collect

The information we collect depends on how you use the site. If you contact us directly, subscribe to updates, or submit a form, we may collect your name, email address, telephone number, general enquiry details, and any information you choose to include in the message. If you browse the site, we may collect technical information such as browser type, approximate device information, page interactions, referrer information, and aggregated usage data where analytics are enabled. In some cases, a school representative may provide business contact information for listing, verification, or partnership purposes. We ask users not to submit unnecessary special-category information, such as detailed medical records about a child, unless it is clearly required for a specific safeguarding or accessibility discussion and there is an appropriate reason to share it.

How we use personal data

We use personal data to respond to enquiries, send requested information, help users navigate school options, maintain the security and performance of the website, and improve editorial content and search features. If a user asks to be introduced to a listed school, academy, or coach, we may use the contact details provided to coordinate that request. We may also use data to administer subscriptions, prevent misuse of interactive tools, investigate suspicious behaviour, and keep business records required for compliance or dispute handling. We do not use enquiry data for unrelated profiling or hidden resale. Where communication is optional, we aim to let users decide whether they want further updates rather than assuming broad consent.

Lawful bases for processing

Depending on the context, our lawful basis for processing may include your consent, the need to take steps at your request before entering into an arrangement, our legitimate interests in operating and improving the website, or compliance with legal obligations. For example, if you email us asking for help finding a school, we process that information so we can respond to your request. If we use aggregate analytics to understand which pages are working well, we do so in support of our legitimate interest in maintaining a useful and reliable service, subject to user controls where required. If we ever rely on consent, that consent can usually be withdrawn going forward.

Cookies, analytics, and site technology

Our website may use cookies, local storage, and similar technologies to remember preferences, support basic functionality, and understand how the site performs. More detail is available in our Cookie Policy. Where optional analytics are used, our intention is to learn which guides, listings, or navigation paths are genuinely useful so that families can reach relevant information faster. We try to avoid collecting more data than necessary and prefer aggregate insights over invasive user tracking.

How long we keep information

We retain personal information only for as long as it is reasonably needed for the purpose for which it was collected, including to respond to an enquiry, maintain records of correspondence, investigate complaints, protect against misuse, or comply with tax, accounting, or legal obligations. Retention periods vary depending on the type of data and the reason we hold it. For example, an abandoned enquiry may be retained for a shorter period than information linked to an ongoing commercial relationship or a safeguarding review. When data is no longer required, we aim to delete it, anonymise it, or otherwise remove identifying elements where feasible.

Who we may share information with

We may share information with trusted service providers who help us run the website or respond to user requests, provided they process data under appropriate instructions and protections. We may also share information with partner schools or clubs where you have asked for an introduction or where such sharing is necessary to respond to your specific enquiry. We do not share personal information casually or for unrelated marketing by third parties. Information may also be disclosed where required to comply with legal obligations, enforce our terms, investigate fraud, or support a safeguarding or security concern.

Security and confidentiality

We apply proportionate technical and organisational measures designed to protect personal data from unauthorised access, loss, alteration, misuse, or disclosure. These measures may include access controls, reasonable platform safeguards, restricted handling of correspondence, and review-based processes for website changes that affect personal information. No online system is completely immune from risk, so while we work to protect information, we cannot guarantee absolute security. For that reason, users should avoid sending sensitive medical or highly confidential data through standard web forms unless clearly necessary and requested through an appropriate route.

Your rights under UK GDPR

Depending on the circumstances, you may have the right to request access to personal data we hold about you, ask us to correct inaccurate or incomplete information, request deletion, request restriction of processing, object to processing, or ask for portability where applicable. You may also have the right to withdraw consent where processing relies on consent. These rights are not absolute and may be limited where there is a lawful reason to continue processing, but we will review genuine requests carefully and respond in line with applicable law. You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data has been handled improperly.

Contact us about privacy

For privacy questions, subject access requests, or concerns about how personal information is used, please contact [email protected] and include “Privacy” or “Data protection” in the subject line where possible. You may also write to OptimusSport at Bridge Ln, Frodsham WA6 7FZ, United Kingdom. We may ask for reasonable information to verify your identity before disclosing or changing personal data.