Privacy Policy
Last update: Jan 2026
DEVOTION RGA LIMITED (“we”, “us”, “our”, “the Academy”) is committed to protecting the privacy and security of your personal information.
01. Who Are We?
For the purposes of data protection law, DEVOTION RGA LIMITED is the “data controller” of your personal information. This means we determine how and why your personal data is processed.
02. What Information do We Collect?
We are committed to data minimisation. We only collect personal information that is essential for providing our services. This includes identifiers such as your name, contact details (address, email and phone number) and communication preferences. To ensure the safety and good care of your child, we also collect their name, date of birth, and any relevant medical conditions (if any).
03. How do We Use Your Information?
We only process your personal data when we have a lawful basis to do so. The primary reasons we collect your data include:
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Service Administration: To manage your child’s membership, maintain accurate records, and process payments for our services.
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Operational Updates: To keep you informed about essential changes, such as class schedules, venue updates, or club news.
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Safety & Compliance: To ensure we meet our safeguarding obligations by having emergency contact details and medical information on hand for our staff and officials.
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Marketing & Engagement: To share news regarding upcoming events, activities, or services we believe may interest you. (Note: You can opt-out of these communications at any time).
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Essential Third-Party Coordination: To share necessary details with authorized partners (such as payment processors, insurance providers, or governing bodies) strictly for the purpose of delivering our services.
04. What is the Legal Basis for Processing Your Personal Data?
You have given us consent to use your Personal Data for the purposes of registration and membership management. You can see that statement on your online account, which is run through ClassForKids platform and a copy is available on request.
We rely on the following legal bases to process your information:
Contractual Necessity: We process your and your child’s basic personal data (names, contact details, and payment info) because it is necessary to fulfill our contract with you and manage your membership.
Explicit Consent: For sensitive information, such as medical conditions, we rely on the explicit consent you provide at the time of registration. You have the right to withdraw this consent at any time, though this may impact our ability to provide certain services safely.
Legitimate Interests: We may process your data to send you club updates and news that are relevant to your membership, as part of our interest in providing a great member experience, provided this does not override your privacy rights.
Legal Obligation: In some cases, we may be required to keep records (such as financial or safeguarding data) to comply with the law or insurance requirements.
05. How do We Store and Protect Your Data?
We take data security seriously. Your personal data is collected, stored, and processed through ClassForKids, our third-party membership management platform.
ClassForKids is a system which we deem to be adequately secure and performs their duties in compliance with UK and European data protection regulations.
For more information on how our software provider handles your information, you can view the ClassForKids Privacy Policy.
06. How Long do We Keep Your Data?
We will keep your information for no longer than we reasonably need. Usually, this will be for a period of 6 years in case of any legal claims or complaints.
Although your information may still be stored in archived materials. We remind you that you have a right to have your personal information deleted at any time.
We only retain your personal information for as long as is necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements.
Active Membership: We keep your data for the duration of your child’s membership with us.
Post-Membership: Once your child leaves the club, we generally retain their records for 6 years to comply with financial and tax regulations and to protect against potential legal claims.
Safeguarding & Insurance: In certain circumstances (such as accident reports or safeguarding records), we may be required by our insurers to retain specific information until the child reaches the age of 25.
Right to Erasure: You have the right to request that we delete your data. However, please note that we may be legally or contractually obligated to retain certain information even after a deletion request is made (for example, for HMRC compliance or insurance purposes).
Once the retention period expires, all personal data is securely deleted or anonymised.
07. Sharing Your Data
We do not sell your personal data to third parties. We only share information when necessary to operate our services or comply with the law.
Who we share data with:
Authorised Staff: Access is restricted to staff members on a “need-to-know” basis to ensure the safety and effective instruction of your child.
Service Providers: We share data with trusted partners who provide essential services, such as ClassForKids (membership management) and our payment processors.
Legal Obligations: We may disclose your information if required to do so by law, or in the good-faith belief that such action is necessary to comply with legal obligations or protect the safety of our members.
What we will NEVER do:
We will never share or sell your personal data to third-party organisations for their marketing purposes without your explicit, opt-in consent.
08. Your Rights and Accessing Your Data
You can view, update, or correct your details at any time by logging into your ClassForKids profile. Also, you have the following legal rights:
- The Right to Access: You can request a copy of the personal data we hold about you.
- The Right to Rectification: You can ask us to correct any information you believe is inaccurate or incomplete.
- The Right to Erasure: You can request that we delete your data (subject to our legal retention obligations, such as insurance or tax records).
- The Right to Restrict Processing: You can ask us to “pause” the use of your data (i.e. allowing us to store your personal data but not use it).
- The Right to Data Portability: You can request your data in formats such as an Excel or CSV file.
How to Exercise Your Rights: If you wish to make a request, please contact us at contact@devotionrg.co.uk or devotionrg@outlook.com We will respond to all valid requests.
09. Queries and Complaints
We take any complaints regarding our data practices very seriously and encourage you to bring any concerns to our attention if you believe our collection or use of information is unfair, misleading or inappropriate.
Feedback & Improvements: We welcome any suggestions for improving our procedures. This privacy notice is designed to be clear and concise; however, we are happy to provide additional information or further explanation regarding any of our practices upon request.
Contact Us: All inquiries, suggestions or formal complaints regarding our data protection processes should be directed to:
- Email: contact@devotionrg.co.uk or devotionrg@outlook.com
Independent Oversight If you are not satisfied with our response or if you believe we are processing your personal data in a way that does not comply with the law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), website: https://ico.org.uk
Please contact us if you have any questions about our privacy policy or information, we hold about you:
- By email to contact@devotionrg.co.uk or devotionrg@outlook.com
- By phone on +44 7411 548 759
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