Your information. Your choices.
How we use and look after information about athletes, families and visitors.
Last updated: 24 October 2026
01Who is responsible for your information
Magic Allstars Ltd (company number 16178345) is the controller of personal information used to run Magic Allstars and this website. This notice covers enquiries, trials, athletes, parents and guardians, emergency contacts, programme administration and website visitors.
For privacy questions, corrections, requests or photo/video withdrawals, contact Scott Rowlinson at magic.allstars.cheerleading@gmail.com or 07591 198508. Brenda Abraham covers when Scott is unavailable. Write to: Privacy, Magic Allstars Ltd, Paisleys, Squids Gate, Challock, Ashford, England, TN25 4DR. Our ICO registration reference is ZB875513.
The Cheer Vault and Wing Chun businesses are separate companies. Their own privacy notices apply to their activities; a shared owner or system does not give them unrestricted access to Magic family records.
02What we collect and where it comes from
We collect contact details, athlete names and dates of birth, parent/guardian and emergency-contact details, enquiries and correspondence, trial and enrolment information, sessions and teams, attendance, membership and training history. We also use fee, invoice, payment-reference and balance records, and relevant photographs or videos.
Where relevant to safe participation or a particular concern, we collect medical conditions, allergies, injuries, support needs, care information, accident reports and safeguarding information. Please give us only information relevant to the athlete’s participation or the concern, and discuss sensitive matters privately with Scott or Brenda.
Information comes from you or an authorised parent/guardian, programme staff and records, and relevant event providers, professional advisers or authorities. If you give us another person’s details, such as an emergency contact, tell them and show them this notice.
Our website and service providers may collect IP addresses, browser/device information, security and login records and cookie or similar technology data. If comments or uploads are enabled, submitted content and associated technical details may also be processed. Avoid uploading images containing unnecessary location information.
03Why we use information and our lawful bases
We use information to answer enquiries, arrange trials and training, administer enrolment and membership, organise teams and events, keep attendance and progression records, communicate with families, manage fees, support welfare, secure accounts and deal with complaints or claims.
Contract: where necessary to arrange or fulfil an agreement with the person concerned, including an adult customer’s booking and payment administration. A parent’s contract does not automatically provide the contractual basis for processing their child’s information.
Legitimate interests: proportionate administration of child participation and emergency contacts, coaching and attendance, relevant enquiry follow-up, service security, resolving concerns and protecting legal claims. These interests must be balanced against people’s rights, particularly children’s interests and reasonable expectations.
Legal obligation: accounting and other records or disclosures required by law. Consent: optional publicity and marketing where consent is required. Agreeing to membership terms is not blanket consent to every use of personal information.
Essential contact, booking or safety information may be needed to provide an activity safely. If it is missing, we will discuss what can be arranged. Optional publicity and marketing choices are separate.
04Health, accidents and safeguarding
Health information needs both a lawful basis and an additional special-category condition. Depending on the purpose, this may be explicit consent for routine health arrangements, necessity for legal claims, or an applicable safeguarding condition under UK law. In a genuine emergency, vital interests may apply where the person cannot give consent. These conditions are not interchangeable blanket permissions.
Relevant information may be shared with an appropriate coach, emergency service, insurer or safeguarding authority when necessary. Safeguarding information may need to be used or disclosed without consent where the law permits or requires this to protect a child or another person.
Accident and safeguarding records currently include a paper book held at Head Office, handled by Scott and Brenda. Tell them directly about an accident, safeguarding concern or change to medical or emergency-contact information; do not rely on an online feature being available. Safeguarding details should not be posted in a general team group.
Relevant evidence may need to be kept after an athlete leaves to address an accident, safeguarding matter or legal claim. Such records are considered separately from basic membership history.
05Children and family information
An athlete has rights over their own information. Parents and guardians help manage participation and keep details accurate. Requests about a child take account of the child’s age, understanding, wishes and safety, as well as the adult’s authority. A parent is not automatically entitled to all information in every circumstance.
Tell Scott or Brenda privately if shared family details, account access or collection arrangements could create a privacy or safeguarding concern.
For athletes: we use information to organise your classes and help keep you safe. You can ask what we have about you, tell us something is wrong, or ask a trusted adult to help if a photo or message worries you.
06Photographs, video and withdrawal
Magic uses photographs and video for private coaching feedback to families, website content and social media. Media is taken on the business phone and stored on that phone and Google Drive. Optional uses must respect the relevant choices recorded for the athlete and the authority of the person making them.
You can decline or withdraw consent for an optional use by contacting Scott or Brenda. This does not make earlier lawful use unlawful. We will stop the affected consent-based use and assess removal or editing of identifiable material under Magic’s control. Links, screenshots or dates help us locate material, but you do not have to identify every image to make a valid withdrawal request.
Tell us promptly if there is a safeguarding reason for removal. Copies independently shared by other people, material controlled by an event organiser or already distributed print may be outside Magic’s direct control; we can explain the limits and relevant contact routes. Declining optional publicity does not by itself prevent ordinary training.
For competitions, organisers have their own photography arrangements and notices. A team registration declaration must not override an individual refusal or withdrawal. Contact us before event registration if restrictions need discussing so the organiser’s arrangements and available alternatives can be checked.
The venue operates its own CCTV. Magic does not operate or manage it; contact the venue operator about its CCTV.
07Service messages and marketing choices
Booking confirmations, timetable changes, payment matters and safety messages are programme communications. Marketing choices do not prevent necessary service messages.
Magic currently uses team messaging groups for session updates and relevant product promotions. Group participation may expose your name, number or profile to other members, depending on the platform and settings. Ask us about an alternative contact route if you do not want to use a group. Leavers are removed from groups; this does not erase copies of earlier messages on other people’s devices.
Magic does not currently run promotional email, text or direct WhatsApp campaigns outside the groups described above. If these channels are introduced, marketing will be directed to parents, guardians and adults, not directly to under-18s, using the appropriate permission or other qualifying legal route. An enquiry alone is not automatically permission for every channel.
You can opt out of an individual marketing channel or all Magic marketing at any time by contacting us or using an unsubscribe option supplied with the message. We may keep a minimal suppression record to respect your choice. Magic marketing permission does not automatically cover The Cheer Vault or Wing Chun; a group link to their website is not permission to transfer family records for their marketing.
09Services outside the UK
Cloud, email, social-media and event services may store information or allow support access outside the UK, including in Europe and the United States. The locations depend on the provider and service used; we do not promise UK-only storage.
Where a restricted international transfer is involved, UK data-protection law requires an appropriate route, such as applicable adequacy regulations or approved contractual safeguards with any necessary assessment and additional measures. Contact Scott or Brenda for information about the particular recipient, countries and applicable safeguards, including how to obtain a copy where relevant.
10How long information is kept
Retention depends on the record’s purpose, sensitivity, age and accuracy, the continuing relationship, legal and insurance requirements, potential claims and any specific preservation need. We do not apply one period to all records. Retention and deletion requests are handled by the Magic team; this notice is not a promise that IBOS automatically deletes records.
Basic former-member history: our retention approach is three years after leaving for basic membership and training history, to support a return and resolve routine membership matters, followed by review for deletion or anonymisation unless a separate justified need applies. Returning athletes must reconfirm current contact, medical and photo/video choices; old information is not assumed still accurate.
Enquiries and marketing contacts: information is retained according to the continuing enquiry or a justified, lawful marketing purpose. Relevant criteria include the last meaningful contact, the nature of the enquiry, whether the person can lawfully receive the intended marketing, changes in circumstances and objections. There is no fixed automatic 12-month deletion rule. A possible future marketing opportunity does not by itself justify indefinite retention of a full family record.
Photos and videos: there is currently no fixed automatic expiry. Media is deleted manually when no longer needed or to free storage. Continued retention must remain linked to its coaching, publication or other justified purpose, taking account of permission changes, removal requests and the athlete’s circumstances. Available storage is not the only reason for deciding whether an image should be kept.
Health, accident, safeguarding and claim records: keep only the relevant evidence for as long as justified by welfare, insurance or legal needs. These may extend beyond membership and differ for children or particular claims; the three-year basic-history approach does not determine their period. Financial records follow applicable accounting and tax requirements. A specific dispute, investigation or legal hold may postpone deletion.
Residual copies may remain for a limited period within a provider’s backup cycle and must not be restored into ordinary use contrary to a deletion or objection. Contact us for the retention reasoning for a particular record or to request a review.
11Website cookies, links and security
The website uses WordPress and WooCommerce. Cookies or similar storage can support login, security, preferences and basket functions. Google Analytics and Google Site Kit integrations are present for website measurement and related events. Embedded media, social content and third-party services may receive technical information and set their own cookies when used.
Where consent is required for non-essential tracking, it must be obtained separately; accepting this privacy notice is not cookie consent. Browser controls can restrict or remove cookies, although some account or basket features may stop working. If an on-site choice is unavailable or does not work as expected, contact us. Google’s privacy information explains its processing; external services have their own notices.
We use a security lock on the business phone and two-step verification on the Google account holding media. Keep account credentials private and report suspected unauthorised access promptly. No online service can guarantee complete security. Do not send unnecessary sensitive documents through ordinary email or public groups.
Read our Cookie Policy for more information about cookies, website services and your choices.
12Your rights and how to contact us
Depending on the circumstances, you may ask to access or correct information, request deletion or restriction, receive a portable copy, object to processing based on legitimate interests, or withdraw consent. You have an absolute right to object to direct marketing. Relevant safeguards also apply to qualifying solely automated decisions; you can ask us about any decision affecting you.
Rights have conditions and exceptions. For example, deleting an account does not automatically require removal of records needed for a legal obligation or claim. We may need proportionate identity or representative-authority checks and must protect other people’s information when responding.
Use magic.allstars.cheerleading@gmail.com, telephone or post using the details above. Requests made verbally or through another channel will also be recognised; no special form is required. Access requests are normally answered without undue delay and within one calendar month, subject to the applicable identity, clarification and extension rules. We will explain an extension, restriction or refusal where required.
You can complain to Scott or Brenda. We will acknowledge a data-protection complaint within 30 days, investigate and respond without undue delay, and keep you informed. You may also complain directly to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/ or telephone 0303 123 1113. You do not have to complete our procedure first.
This notice was updated on 24 October 2026. We will publish revisions here and bring material changes to affected people’s attention where appropriate. This notice explains information handling; it does not replace our training terms or a separate event organiser’s notice.