Privacy notice

Last updated: 21 October 2026

We only use your details to reply to you and run our sessions. We don’t sell them, and we don’t use advertising trackers. This page explains the detail.

Who we are

This website belongs to Inclus-ability North West CIC (“we”, “us”). We are the “data controller” for the information described here, which means we decide how and why it is used.

What we collect

• When you use the contact form: your name, email address, the kind of setting you’re asking about (school, care home, community group or something else), your message, and whether you ticked “Keep me posted about training dates”.
• When you book a session: you fill in our booking form, which is a Google Form. It asks for your name, relationship to the young person, phone number, email address and home address; your child’s name, date of birth, school or college and communication needs; information about their additional needs or disability, whether they have an EHCP and any support they need; medical information and allergies; emergency contact details; and whether a support worker will attend. Much of this is health-related, so we only ask for what we need to run the session safely.
• When you email or phone us: whatever you choose to tell us.
• Technical information: when you visit, our website host (Cloudflare) handles your IP address and basic device details so the page loads and the site is protected from attacks. The fonts and icons on the site are loaded from Google Fonts, so your IP address is also sent to Google when the page loads.

Please don’t put sensitive details, such as health information, in the general contact form. If it’s needed we’ll talk it through with you directly.

Why we use it

• To reply to your enquiry and talk about sessions or training. Our lawful basis is legitimate interests (responding to people who contact us) and, where you ask about our services, taking steps at your request before an agreement.
• To deal with a session booking request, decide whether the session is the right fit, and keep your child safe while they take part. Our lawful basis is legitimate interests and taking steps at your request before an agreement. Where you tell us about your child’s health, needs or medical conditions, we rely on your explicit consent, which you give by completing and sending the form and can withdraw at any time (we may then be unable to include your child).
• To keep you posted about training dates, only if you ticked the box. Our lawful basis is your consent, and you can withdraw it at any time.
• To keep the website working and secure. Our lawful basis is legitimate interests.

Who we share it with

We don’t sell your information. We use a small number of services to run the website and our email, and they handle your information on our behalf:

• Web3Forms — passes what you type in our contact form to us by email.
• Our email provider — stores the emails we send and receive.
• Google — runs our booking form (Google Forms) and stores the answers you give in it.
• Greenbank Sports Academy — if you book one of our sessions held there, your booking details are shared with them so the session can be run safely, as the booking form explains.
• Cloudflare — hosts and protects the website.
• Google Fonts — supplies the website’s fonts and icons.

Some of these providers may process information outside the UK. Where they do, they are required to protect it to an equivalent standard.

Cookies

This website doesn’t set its own cookies, and we don’t use analytics or advertising cookies. Cloudflare may use strictly necessary security cookies to protect the site; these don’t track you for marketing. Our booking form is provided by Google, so opening it may set Google cookies under Google’s own privacy policy.

How long we keep it

We keep enquiries for up to 24 months after our last contact with you, unless we start working together. In that case we keep what we need for the work and what the law requires. Booking details, including anything you tell us about your child’s needs, are kept for up to 12 months after the session. If you asked for training date updates, we keep your email address until you ask us to stop.

Your rights

You can ask us, free of charge, to:

• tell you what information we hold about you and give you a copy;
• correct anything that is wrong;
• delete your information;
• limit or stop how we use it, including objecting to our use of it;
• withdraw your consent, where we rely on it.

To do any of these, email [email protected]. We’ll reply within one month.

If you’re unhappy with how we’ve handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this notice

If we change how we use your information, we’ll update this page and the date at the top.