Email the team
Home / Privacy Policy

Privacy Policy.

How we collect, use and protect your personal information. Written in plain English, because legal documents shouldn’t need a translator.

Last updated: 15 May 2026
Version: 1.1
ICO Registration Number: CSN6603905

1. Who we are

ActiveED Multi-Sports is a trading name of Ryan Mulhere, a sole trader based in Kent. For the purposes of UK GDPR and the Data Protection Act 2018, Ryan Mulhere is the data controller responsible for your personal information.

We are registered with the Information Commissioner’s Office (ICO). Our registration number is CSN6603905. You can verify this at ico.org.uk.

Contact for data and privacy enquiries:
Email: ActiveEDMS@outlook.com
Phone / WhatsApp: 07356 238790

2. What this policy covers

This policy applies to personal information we collect about you and your child when you use this website, book a session, contact us, or attend an ActiveED session. It explains what we collect, why, how we use it, who we share it with, and your rights over it.

3. What information we collect

Information you give us when you book

  • Your name, email address and phone number
  • Your child’s name, date of birth or age, and programme enrolled
  • Emergency contact details
  • Medical information about your child (allergies, conditions, medication needs)
  • SEND information where relevant (sensory needs, communication preferences, support requirements)
  • Dietary information where relevant
  • Photography consent preferences — whether you consent to photographs of your child being taken and used (see section 4)

Information collected as part of your child’s journey page

Every enrolled child has a personal milestone journey page, accessible via a unique private link sent to you by your coach. This page is hosted securely and stores:

  • Your child’s name and programme
  • Milestone badges awarded by their coach
  • The dates milestones were reached

This data is stored securely in our database (Supabase — see section 5). The journey page is accessible only to someone who has the unique link. We do not publish or index these pages publicly. Access is managed by your coach and is not shared outside ActiveED.

Information collected when you pay

Payments are processed by our booking system Bookwhen and their payment partner Stripe. We do not see, store, or have access to your full card details. We receive only confirmation that payment has been taken and the last four digits of the card for reconciliation.

Information collected automatically when you use the website

Our website does not currently use Google Analytics, Meta Pixel, or any tracking analytics. We do not currently use cookies for analytics or advertising. Our hosting provider may collect basic server logs (IP address, browser type, pages visited) for security and performance reasons. These logs are not used to identify individual visitors.

If we add analytics or tracking in future, this policy will be updated and you will be asked for consent through a cookie notice before any tracking begins.

Information from messages and emails

When you email us, contact us via WhatsApp, or send us a message through any other channel, we keep a record of that correspondence so we can respond and reference it later if needed. WhatsApp messages are processed by Meta Platforms Ireland Ltd as part of the WhatsApp service.

4. Why we collect this information and our legal basis

We only collect information we genuinely need. Here’s what we use each type for, and the legal basis under UK GDPR:

To deliver the sessions you’ve booked

We use your contact details and your child’s information to manage your booking, communicate with you about sessions, and ensure your child is safe and properly cared for during sessions. Legal basis: performance of a contract.

To run the milestone badge and journey page system

We store your child’s name, programme, and milestone progress in order to operate their personal journey page, award badges, and generate printable certificates. Legal basis: performance of a contract.

To safeguard children at our sessions

We use medical, allergy, SEND and emergency contact information to keep your child safe. Legal basis: performance of a contract, and where the information is sensitive (medical or SEND), we rely on your explicit consent given at the point of booking. Special category data: health and SEND information are special category data under UK GDPR. We collect this only with your consent and only because it is necessary to keep your child safe.

To respond to your enquiries

We use the information you give us when you contact us to reply and follow up. Legal basis: legitimate interest in responding to potential or existing customers.

To take payment and meet our accounting obligations

We use payment information to take payment for sessions and to keep records required by HMRC. Legal basis: performance of a contract, and legal obligation (tax records).

To send you operational messages

We will email you about session changes, cancellations, venue information and similar. Legal basis: performance of a contract.

For photography and social media (only with your consent)

Photography at ActiveED sessions is entirely optional. We will only take photographs of your child, or include them in any content we publish, if you have given us explicit consent at the point of booking.

If you consent, photographs may be used for the following purposes:

  • Our website (activeeducationmulti-sports.com)
  • Our Instagram account (@activeed_multisports)
  • Our Facebook page (ActiveED Multi-Sports)
  • Our TikTok account (@ActiveEDMS)
  • Printed marketing materials such as leaflets or posters — we will seek separate confirmation before using photographs in print

We will not caption or identify your child by name in any public post. We will not use photographs for paid advertising without asking you separately. Group and activity photographs will be preferred over individual close-up shots wherever possible.

Legal basis: your consent. You can withdraw consent at any time by emailing ActiveEDMS@outlook.com. Withdrawal will not affect photographs already published, but we will remove any we are able to upon request.

5. Who we share your information with

We do not sell your information to anyone. Ever. We share it only with the following parties, and only where necessary:

  • Bookwhen — our booking system. They store booking, contact and consent information on our behalf. Their privacy policy is available at bookwhen.com/privacy.
  • Stripe — payment processor used by Bookwhen. They handle card payments. Their privacy policy is at stripe.com/gb/privacy.
  • Supabase — our secure database provider, used to store milestone badge progress and personal journey page data for enrolled children. They process this data on our behalf under a Data Processing Agreement. Their privacy policy is at supabase.com/privacy.
  • Microsoft (Outlook) — our email provider, used for correspondence with you.
  • Meta Platforms Ireland Ltd (WhatsApp) — used for direct messaging with parents. Messages sent via WhatsApp are processed by Meta as part of the WhatsApp service. WhatsApp uses end-to-end encryption for messages. Meta’s privacy policy is available at whatsapp.com/legal/privacy-policy.
  • Emergency services and medical professionals — if your child needs medical attention during a session.
  • Safeguarding authorities — if we have a safeguarding concern, we may share information with the local authority designated officer (LADO), social services, or police, in line with statutory safeguarding guidance (KCSIE).
  • HMRC and other regulators — where we are legally required to do so.

6. How long we keep your information

  • Booking and contact information: for the duration of your child’s involvement with ActiveED, plus 12 months after your last session.
  • Journey page and milestone data: for the duration of your child’s involvement with ActiveED, then deleted within 3 months of your last session. You can request earlier deletion by emailing us.
  • Medical and SEND information: for the duration of your child’s involvement, then deleted within 3 months of your last session unless required for safeguarding reasons.
  • Financial and tax records: 6 years, as required by HMRC.
  • Safeguarding records: kept in line with statutory guidance, which may be longer than the above.
  • Email correspondence: up to 24 months, unless related to an ongoing matter.
  • Photographs and videos: kept while your child is with us and for up to 24 months after, unless you withdraw consent earlier or ask for them to be removed.

7. How we protect your information

We take the security of your information seriously. Booking and payment data is held by Bookwhen and Stripe, both of which use industry-standard encryption. Journey page and milestone data is stored in Supabase, which uses encryption at rest and in transit. Email is held with Microsoft. WhatsApp messages are end-to-end encrypted by Meta; we do not use WhatsApp to send or request sensitive personal data such as medical information. We do not store medical or SEND information in spreadsheets, on personal phones, or in any unsecured location. Access to your child’s information is limited to the people who genuinely need it to deliver sessions safely.

Journey pages are accessible only via a unique private link. These links are not published publicly and are not indexed by search engines.

8. Your rights

Under UK GDPR you have the following rights over your personal information:

  • Right of access — ask for a copy of the information we hold about you and your child.
  • Right to rectification — ask us to correct anything that’s wrong.
  • Right to erasure — ask us to delete your information, subject to our legal obligations.
  • Right to restrict processing — ask us to pause how we use your information while a query is resolved.
  • Right to object — object to certain types of processing, including direct marketing.
  • Right to withdraw consent — where we rely on your consent (for example, photography), you can withdraw it at any time.
  • Right to data portability — ask for your information in a portable format.

To exercise any of these rights, email ActiveEDMS@outlook.com. We will respond within one month.

9. Complaints

If you’re unhappy with how we’ve handled your information, please tell us first so we can put it right. If you’re still not satisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk

10. Children’s information

Our sessions are for children aged 18 months to 7 years, and we collect information about children only with parental consent and through their parent or guardian. Children do not interact with our booking system or website directly. Journey pages are sent to parents and guardians only.

11. Changes to this policy

If we change this policy, the “last updated” date at the top will change. For significant changes (for example, new types of data collection or new third parties), we will email existing customers to let them know.

12. Contact

For any question about this policy or your personal information:
Email: ActiveEDMS@outlook.com
Phone / WhatsApp: 07356 238790
Post: ActiveED Multi-Sports
ICO Registration: CSN6603905

About the Founder Programmes Book Contact Email the team
Home / Privacy Policy

Privacy Policy.

How we collect, use and protect your personal information. Written in plain English, because legal documents shouldn’t need a translator.

Last updated: 15 May 2026
Version: 1.1
ICO Registration Number: CSN6603905

1. Who we are

ActiveED Multi-Sports is a trading name of Ryan Mulhere, a sole trader based in Kent. For the purposes of UK GDPR and the Data Protection Act 2018, Ryan Mulhere is the data controller responsible for your personal information.

We are registered with the Information Commissioner’s Office (ICO). Our registration number is CSN6603905. You can verify this at ico.org.uk.

Contact for data and privacy enquiries:
Email: ActiveEDMS@outlook.com

2. What this policy covers

This policy applies to personal information we collect about you and your child when you use this website, book a session, contact us, or attend an ActiveED session. It explains what we collect, why, how we use it, who we share it with, and your rights over it.

3. What information we collect

Information you give us when you book

  • Your name, email address and phone number
  • Your child’s name, date of birth or age, and programme enrolled
  • Emergency contact details
  • Medical information about your child (allergies, conditions, medication needs)
  • SEND information where relevant (sensory needs, communication preferences, support requirements)
  • Dietary information where relevant
  • Photography consent preferences — whether you consent to photographs of your child being taken and used (see section 4)

Information collected as part of your child’s journey page

Every enrolled child has a personal milestone journey page, accessible via a unique private link sent to you by your coach. This page is hosted securely and stores:

  • Your child’s name and programme
  • Milestone badges awarded by their coach
  • The dates milestones were reached

This data is stored securely in our database (Supabase — see section 5). The journey page is accessible only to someone who has the unique link. We do not publish or index these pages publicly. Access is managed by your coach and is not shared outside ActiveED.

Information collected when you pay

Payments are processed by our booking system Bookwhen and their payment partner Stripe. We do not see, store, or have access to your full card details. We receive only confirmation that payment has been taken and the last four digits of the card for reconciliation.

Information collected automatically when you use the website

Our website does not currently use Google Analytics, Meta Pixel, or any tracking analytics. We do not currently use cookies for analytics or advertising. Our hosting provider may collect basic server logs (IP address, browser type, pages visited) for security and performance reasons. These logs are not used to identify individual visitors.

If we add analytics or tracking in future, this policy will be updated and you will be asked for consent through a cookie notice before any tracking begins.

Information from messages and emails

When you email us or send us a message, we keep a record of that correspondence so we can respond and reference it later if needed.

4. Why we collect this information and our legal basis

We only collect information we genuinely need. Here’s what we use each type for, and the legal basis under UK GDPR:

To deliver the sessions you’ve booked

We use your contact details and your child’s information to manage your booking, communicate with you about sessions, and ensure your child is safe and properly cared for during sessions. Legal basis: performance of a contract.

To run the milestone badge and journey page system

We store your child’s name, programme, and milestone progress in order to operate their personal journey page, award badges, and generate printable certificates. Legal basis: performance of a contract.

To safeguard children at our sessions

We use medical, allergy, SEND and emergency contact information to keep your child safe. Legal basis: performance of a contract, and where the information is sensitive (medical or SEND), we rely on your explicit consent given at the point of booking. Special category data: health and SEND information are special category data under UK GDPR. We collect this only with your consent and only because it is necessary to keep your child safe.

To respond to your enquiries

We use the information you give us when you contact us to reply and follow up. Legal basis: legitimate interest in responding to potential or existing customers.

To take payment and meet our accounting obligations

We use payment information to take payment for sessions and to keep records required by HMRC. Legal basis: performance of a contract, and legal obligation (tax records).

To send you operational messages

We will email you about session changes, cancellations, venue information and similar. Legal basis: performance of a contract.

For photography and social media (only with your consent)

Photography at ActiveED sessions is entirely optional. We will only take photographs of your child, or include them in any content we publish, if you have given us explicit consent at the point of booking.

If you consent, photographs may be used for the following purposes:

  • Our website (activeeducationmulti-sports.com)
  • Our Instagram account (@activeed_multisports)
  • Our Facebook page (ActiveED Multi-Sports)
  • Our TikTok account (@ActiveEDMS)
  • Printed marketing materials such as leaflets or posters — we will seek separate confirmation before using photographs in print

We will not caption or identify your child by name in any public post. We will not use photographs for paid advertising without asking you separately. Group and activity photographs will be preferred over individual close-up shots wherever possible.

Legal basis: your consent. You can withdraw consent at any time by emailing ActiveEDMS@outlook.com. Withdrawal will not affect photographs already published, but we will remove any we are able to upon request.

5. Who we share your information with

We do not sell your information to anyone. Ever. We share it only with the following parties, and only where necessary:

  • Bookwhen — our booking system. They store booking, contact and consent information on our behalf. Their privacy policy is available at bookwhen.com/privacy.
  • Stripe — payment processor used by Bookwhen. They handle card payments. Their privacy policy is at stripe.com/gb/privacy.
  • Supabase — our secure database provider, used to store milestone badge progress and personal journey page data for enrolled children. They process this data on our behalf under a Data Processing Agreement. Their privacy policy is at supabase.com/privacy.
  • Microsoft (Outlook) — our email provider, used for correspondence with you.
  • Emergency services and medical professionals — if your child needs medical attention during a session.
  • Safeguarding authorities — if we have a safeguarding concern, we may share information with the local authority designated officer (LADO), social services, or police, in line with statutory safeguarding guidance (KCSIE).
  • HMRC and other regulators — where we are legally required to do so.

6. How long we keep your information

  • Booking and contact information: for the duration of your child’s involvement with ActiveED, plus 12 months after your last session.
  • Journey page and milestone data: for the duration of your child’s involvement with ActiveED, then deleted within 3 months of your last session. You can request earlier deletion by emailing us.
  • Medical and SEND information: for the duration of your child’s involvement, then deleted within 3 months of your last session unless required for safeguarding reasons.
  • Financial and tax records: 6 years, as required by HMRC.
  • Safeguarding records: kept in line with statutory guidance, which may be longer than the above.
  • Email correspondence: up to 24 months, unless related to an ongoing matter.
  • Photographs and videos: kept while your child is with us and for up to 24 months after, unless you withdraw consent earlier or ask for them to be removed.

7. How we protect your information

We take the security of your information seriously. Booking and payment data is held by Bookwhen and Stripe, both of which use industry-standard encryption. Journey page and milestone data is stored in Supabase, which uses encryption at rest and in transit. Email is held with Microsoft. We do not store medical or SEND information in spreadsheets, on personal phones, or in any unsecured location. Access to your child’s information is limited to the people who genuinely need it to deliver sessions safely.

Journey pages are accessible only via a unique private link. These links are not published publicly and are not indexed by search engines.

8. Your rights

Under UK GDPR you have the following rights over your personal information:

  • Right of access — ask for a copy of the information we hold about you and your child.
  • Right to rectification — ask us to correct anything that’s wrong.
  • Right to erasure — ask us to delete your information, subject to our legal obligations.
  • Right to restrict processing — ask us to pause how we use your information while a query is resolved.
  • Right to object — object to certain types of processing, including direct marketing.
  • Right to withdraw consent — where we rely on your consent (for example, photography), you can withdraw it at any time.
  • Right to data portability — ask for your information in a portable format.

To exercise any of these rights, email ActiveEDMS@outlook.com. We will respond within one month.

9. Complaints

If you’re unhappy with how we’ve handled your information, please tell us first so we can put it right. If you’re still not satisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk

10. Children’s information

Our sessions are for children aged 18 months to 7 years, and we collect information about children only with parental consent and through their parent or guardian. Children do not interact with our booking system or website directly. Journey pages are sent to parents and guardians only.

11. Changes to this policy

If we change this policy, the “last updated” date at the top will change. For significant changes (for example, new types of data collection or new third parties), we will email existing customers to let them know.

12. Contact

For any question about this policy or your personal information:
Email: ActiveEDMS@outlook.com
Post: ActiveED Multi-Sports
ICO Registration: CSN6603905