Privacy policy.

Last updated: 6 October 2026

This policy explains how Luke D’Arcy, trading as Football Frenzy Bedford (“we”, “us”) collects and uses personal information when you make a booking or enquiry, check in at a session, or use our website. Luke D’Arcy is the “data controller” for that information under UK data protection law.

Who we are

• Football Frenzy Bedford, Bedford, United Kingdom
• Contact: footballfrenzybedford@outlook.com
• Postal address: 43 The Embankment, Bedford, MK40 3TP

What information we collect

When you make a booking, enquiry or trial check-in, we collect:

• Your details (the parent or guardian): full name, email address and phone number.
• Your child’s details: full name and date of birth when you submit the website enquiry or booking form.
• Consent form details: your child’s address, GP surgery, emergency contact, support needs, your signature and your separate activity, medical-treatment and photo choices when you complete the parent consent form.
• Health information: any medical conditions or information you tell us about your child so our coaches can keep them safe. This is “special category” data and we treat it with extra care.
• Booking details: the session you’re booking, your preferred date and time, and anything you add in the message or “how you heard about us” boxes.
• Trial check-in details: the session you arrive for and whether a coach confirms your child’s attendance. We use your name and contact details to match the check-in with an existing booking or create a walk-in trial record after a coach checks it.
• Payment information: to confirm bank-transfer payments, we process the payer name, reference and amount that appear on incoming bank transactions and match them to your booking.

We collect information about children from you, the parent or guardian making the booking.

How and why we use your information

We use your information for the following purposes, each with a legal basis:

We do not use artificial intelligence or automated decision-making to make decisions about you. Bank payments are matched to bookings by a member of our team.

For a trial enquiry, our head coach may call to welcome you and confirm the practical session details. Our usual calling hours are 9am to 7pm UK time. Tell us in your enquiry or by email if you prefer email only or a particular callback time.

Who we share it with

We do not sell your information. We use a small number of trusted service providers who process data on our behalf to run our service:

• Website hosting and security (Cloudflare)
• Database hosting (Neon)
• Email delivery (Resend) — used for booking and service emails to parents, and operational alerts to the team
• Coach callback alerts, when enabled (private Telegram bot messages, or Twilio SMS) — a short operational alert to the head coach may include your first name, callback number, booking reference and trial date. These alerts do not include children’s names, dates of birth or medical information. Full details remain in the authorised coach’s booking email and private website.
• Marketing email (Mailchimp) — only used if you have opted in to marketing. We send your name, email address and the type of session you enquired about, not your child’s details or medical information.

Some of these providers are based outside the UK (for example, in the United States). Where your information is transferred outside the UK, we rely on appropriate safeguards such as UK “adequacy” decisions or the International Data Transfer Agreement / Standard Contractual Clauses.

We may also disclose information where we are required to by law, or where necessary to protect the safety of a child.

Marketing emails

• Confirmation and service emails about a booking you have made are separate from marketing emails.
• We will only add you to our Mailchimp marketing audience if you tick the separate, optional email-marketing box on our form. New contacts may receive an email asking them to confirm their subscription.
• We record the time and version of the consent wording when you choose to opt in. Leaving the box unticked does not affect your booking or service emails.
• If you give us medical information about your child, we ask for separate consent to use it for session safety. Our coaching team can access it when needed; it is not sent to Mailchimp.
• The parent consent form has a separate, optional choice for photos and filming. Leaving it unticked will not affect your child’s place.
• Every marketing email includes an unsubscribe link, and you can ask us to stop at any time by emailing footballfrenzybedford@outlook.com.

How long we keep your information

We treat you as an active customer while you continue to make payments for any of our services, including weekly sessions and holiday camps. We delete or anonymise detailed booking and child information after two years without a payment, unless we need to retain particular information for legal, accounting or safeguarding reasons. Basic accounting records are retained for the period required by law. Marketing contact details are kept until you unsubscribe.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct information that is wrong;
• ask us to delete your information;
• ask us to restrict or object to how we use it;
• ask for your information in a portable format; and
• withdraw your consent at any time (for example, to marketing or to us holding health information).

To exercise any of these, contact us at footballfrenzybedford@outlook.com.

Keeping your information secure

We take appropriate measures to protect your information. Access to booking, consent and payment data is restricted to authorised team members through a password-protected admin area, and information is transmitted over encrypted (HTTPS) connections. Parent consent links expire and can only be submitted once.

Cookies

Our public website and booking form do not use advertising or tracking cookies. Our staff admin area uses a single essential cookie to keep authorised team members signed in.

Changes to this policy

We may update this policy from time to time. Any changes will appear on this page with a revised “last updated” date.

Contact

If you have any questions about this policy or how we handle your information, please contact us at footballfrenzybedford@outlook.com.