PRIVACY POLICY - OAKLEY METHOD

Data Controller : 

The Oakley Method ( Sole Traider ) 

🌐 theoakleymethod.com 

✉️ theoakleymethod@outlook.com

📱 07368314329

 

Effective date : October 2025 

Version : 1.0

 

1. Introduction 

This privacy policy explains how The Oakley Method collects , uses , and protects personal information in compliance with the UK General Data Protection Regulation ( UK GDPR) and the Data Protection Act of 2018 .

 

We are committed to safeguarding your privacy and ensuring all your data is processed lawfully , fairly , and transparently . 

 

1.  How we collect your data

Personal data is collected through client registration and consent forms, either via Oakley Method themselves or through approved third parties such as partner organisations or programme providers . This information is gathered to ensure accurate registration , effective communication, and the safe and effective delivery of activities. 

All data is collected and processed in accordance with UK Data Protection Laws , and only information relevant to participation and safely will be requested and retained . 

 

1. What Data We Collect 

We collect only the personal data necessary to provide safe and effective sports coaching , including : 

• Name , Date of birth and contact details ( address , phone , email ) if the client is under the age of 18 we require contact details to be that of a parent or carer . 
• Health and fitness information relevant to any accessibility needs or physical / mental illnesses that may impact yourselves ( eg asthma etc ) 
• We also require information about the existence of any impairments or physical disabilities so we can adapt our programme and tailor our sessions to your needs 
• Payment and billing information ( processed securely via square ) 
• Communication records (emails , messages , booking forms , consent forms ) 

 

🕜  Version 1.0 - October 2025 I The Oakley Method I GDPR Privacy Policy I www.theoakleymethod.com 

1. How We Use Your Data

We process your data too : 

• Deliver tailored sports coaching adapting to you 
• Communicate about sessions that are taking place for you to attend , progress and exciting new updates 
• Process payments and manage client information / Accounts ( secured safely via SQUARE ) 
• Comply with business , tax and insurance obligations 
• Maintain safe , person- centred practice records 

 

We do NOT use your personal data for marketing without your explicit consent . 

1. Lawful Basis For Processing 

We rely on the following lawful bases under the UK GDPR : 

• Contractual Necessity - To provide coaching services you have requested 
• Legal Obligations - To meet tax , accounting , and insurance requirements
• Consent - For holding sensitive health data to tailor your sessions safely 
• Legitimate Interest - For record-keeping and improving client experience 

 

1. Data Storage And Security 

Your data is stored securely in password- protected systems and/ or encrypted cloud services. 

We take appropriate measures to prevent unauthorised access , loss or misuse from your data .

 

Payments data is handled by SQUARE , all third- party provider that meets PCI-DSS Compliance standards .

THE OAKLEY METHOD DOES NOT STORE OR ACCESS YOUR FULL CARD DETAILS. 

 

1. Data Retention 

We retain personal information for only as long as necessary : 

• Client reports : up to 7 years after your last session ( for legal and insurance purposes )
• Payment and business records : as required by HMRC ( typically 6 years ) after these periods , data is securely deleted or anonymised 

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1. Data Sharing 

Your data is shared and disclosed with the following third parties. Please note some information provided may be shared with Wrexham Tennis Centre , Access Sport, and Active Wrexham for the purposes of ensuring participants safety , safeguarding, and effective programme delivery. Any data shared will be managed in accordance with applicable data protection legislation and handled securely to maintain confidentiality and protect personal information at all times.

Other coaches will have access as it is important for relevant medical conditions or impairments/ disabilities to ensure safety and most effective style of coaching . Data may also be shared with the LTA software supplies (CLUB SPARK) if your place on the session is booked that way . All third parties ( such as SQUARE) comply with our UK GDPR Standards . 

 

1. Your Rights 

Under the UK GDPR , you have the right to : 

• Access the data we hold about you 
• Request correction of inaccurate information 
• Request deletion of your data ( “ right to be forgotten “) 
• Withdraw consent at any time 
• Request data portability 
• Lodge a complaint with the INFORMATION COMMISSIONER’S OFFICE (ICO) if you believe your rights are being infringed 

To exercise your rights , contact us at

theoakleymethod@outlook.com 

 

1. Changes To This Policy 

We may update this Privacy Policy periodically . The Latest version will always be available on our website : www.theoakleymethod.com 

1. Contact 

If you have any questions or concerns about how your data is handled , please contact : 

✉️ theoakleymethod@outlook.com 

📱 07368314329 

 

🕜  Version 1.0 - October 2025 I The Oakley Method I GDPR Privacy Policy I www.theoakleymethod.com 

 

PRIVACY STATEMENT- THE OAKLEY METHOD

At The Oakley Method , we take your privacy seriously . We collect and process your personal information solely to deliver safe , effective and person-centred sports coaching services . This statement explains how we handle your information in complaince with the UK General Data Regulations (UK GDPR) and the data protection act 2018. 

PHOTO / VIDEO CONSENT FORM 

📧 theoakleymethod@outlook.com 

📱07368314329 

🌐 www.theoakleymethod.com

 

Purpose Of This Consent 

The Oakley method occasionally take photos or videos during coaching sessions or events. This form asks for your permission from yourself to your child or for yourself to capture and use such images or recordings for the purposes described as below. 

 

How we may use images or recordings 

With your consent , photos or videos may be used in the following ways : 

• Social media : instagram facebook and other official Oakley Method pages 
• Website : www.theoakleymethod.com for promotional or educational purposes 
• Marketing Materials : flyers / posters / digital campaigns 

 

( images will never be sold , shared with third parties , or used in any context that could be considered inappropriate or misleading ) 

 

Storage And Retention 

• Media files are stored securely in password protected systems 
• Files used for marketing are retained only whilst remain relevant ; you may withdraw consent at any time 

 YOUR RIGHTS : 

 

• Withdraw consent for future use of your images at any time 

• Request that any identifiable images are removed from digital platforms 

• Ask to see what images / recordings we hold that include yourselves 

 

 

TO EXERCISE YOUR RIGHTS , CONTACT : 

theoakleymethod@outlook.com

TERMS OF SERVICE - CLIENT AGREEMENT

The Oakley Method 

✉️ theoakleymethod@outlook.com 

🌐 www.theoakleymethod.com 

📱 07368314329

 

Effective : November 3rd 2025

ABOUT THE OAKLEY METHOD

The Oakley Method provides personalised sports coaching designed to support your performance , health , and wellbeing through enjoyable training sessions . 

BOOKING AND PAYMENTS 

Sessions can be booked via contact through email , phone number or social media handles which can be found / provided on our website www.theoakleymethod.com 

• Full payment is expected before session or on site at session if payments begin to mount it is expected payments are made in full before being allowed to book for next session ( this is down to our discretion ) forget your money no problem at all , we have understanding in situations like these . 

 

Payments can be made securely in person via either cash or via a third party using a card machine (SQUARE) . Card details are processed via our secure payment provider (SQUARE) and are NOT STORED by The Oakley Method . 

CANCELLATIONS AND RESCHEDULLING

Here at The Oakley Method we have understanding that sometimes life will get in the way and prevent you from attending a session we have consideration with this , we would like to allow 24 hours notice that you CAN NOT attend a session however we understand that this isn't always possible so please do not worry if you can’t fulfil this , but we do ask that you acknowledge this and do your best to let us know as soon as you can . 

 

On the odd occasion as you would understand weather , personal reasons etc we may not be able to put on a session . To our agreement if you have previously paid for the session a refund will be issued and the session will be rescheduled but us as a team will do our very best to try to fill in for this session . 

🕜  Version 1.0 - October 2025 I The Oakley Method I GDPR Privacy Policy I www.theoakleymethod.com 

HEALTH AND SAFETY

• You confirm that the information you provide about your health and fitness is accurate and up to date 
• It is your responsibility to inform your coach of any medical conditions / injuries or changes in your health 
• All sessions are designed with safety in mind as a priority 
• If you have doubts about your physical ability , please consult a medical professional and seek advice before starting the programme. We can not give advice regarding this as we are not qualified to do so . 

COACHING COMMITMENT

The Oakley Method Commits T0: 

• Providing safe , supportive , and professional coaching services 
• Respecting privacy and handling all information in the line with UK GDPR
• Adapting your programme to your goals , progress, and feedback . 

 

Your Commitment as a client is too : 

• Attend sessions on time ready to participate 
• Communicate any issues or problems honestly ( this is very important to us as we would like to work together to ensure the most effective approach to our sessions ) 
• Treat your coach or other clients with respect 

( we acknowledge during children's sessions arguments and falling outs may be made but we communicate to the children every session if they feel upset or someone has been mean to them we can’t deal with it unless we know .  If we are not told consequently we can’t do anything about it , we will do our best to deal with these issues however inappropriate behaviour and disrespect will not be tolerated and parents / guardians will have to be spoken to .

 

If this behaviour continues , consequences and a termination of contract may have to be made . 

DATA PROTECTION

Your personal and health information will be processed in accordance with our Privacy Policy . We collect only the data necessary to provide our services safely and effectively . 

Our full Private Policy is available at : 

www.theoakleymethod.com 

🕜  Version 1.0 - October 2025 I The Oakley Method I GDPR Privacy Policy I www.theoakleymethod.com 

LIABILITY  

While The Oakley Method takes every reasonable step to ensure safely , we are not liable for : 

• Injuries sustained during a session unless caused by proven negligence 
• Loss or damage to personal property during sessions

( you accept responsibility for your own participation and agree to inform your coach immediately of any pain / discomfort /or concerns during exercise ) 

RESULTS DISCLAIMER  

Results vary between individuals and depend on many factors , including personal effort , consistency , and external conditions . The Oakley Methods can not guarantee specific outcomes but will provide you with the tools , support , and expertise to help you achieve your goals . 

 TERMINATION OF SERVICES

Either party may terminate the coaching agreement at any time with reasonable notice . If you wish to stop coaching , please inform The Oakley Method through any contacts above given . 

   GOVERNING LAW 

These terms and conditions in the coach and client agreement are governed by and constructed in accordance with the laws of England and Wales .