privacy policy

Spruce Academy Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • Who we share information with

  • How to complain

Contact details

Email: info@spruce-academy.com

What information we collect, use, and why

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Addresses

  • Payment details

  • Video recordings of public areas

  • Audio recordings of public areas

  • Financial transaction information

  • Information relating to health and safety (including incident investigation details and reports and accident book records)

  • Correspondence

  • Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

  • Racial or ethnic origin

  • Religious or philosophical beliefs

  • Health information

We collect or use the following information for information updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Photographs

  • IP addresses

  • Records of consent, where appropriate

We collect or use the following information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)

  • Date of birth

  • National Insurance number

  • Copies of passports or other photo ID

  • Employment history (eg job application, employment references or secondary employment)

  • Education history (eg qualifications)

  • Right to work information

  • Details of any criminal convictions (eg DBS, Access NI or Disclosure Scotland checks)

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

  • Racial or ethnic origin

  • Religious or philosophical beliefs

  • Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for recruitment purposes are:

Where we get personal information from

  • Directly from you

  • Parents or carers

  • Local authorities or local councils

  • Social services

  • Other education establishments

  • Health care providers

  • Schools

How long we keep information

Spruce Academy only keeps personal information for as long as necessary to meet our legal, safeguarding, and operational responsibilities.

Player and parent information is usually kept for up to three years after leaving the club, while safeguarding records are securely retained until the child reaches age 25 in line with NSPCC guidance. Staff and volunteer details, including DBS checks, are kept for six years after leaving.

Financial and medical records are stored for up to six and three years respectively, in accordance with HMRC and insurance requirements.

Marketing information is held only with active consent and removed on request. We regularly review our records to ensure data is accurate, secure, and only kept for as long as needed.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Others we share personal information with

  • Parents and carers

  • Insurance companies, brokers or other intermediaries

  • Health care providers

  • Organisations we need to share information with for safeguarding reasons

  • Organisations we’re legally obliged to share personal information with

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

31 October 2025