Privacy Policy.

Who we are

This notice explains how Notts Hotshots Cheer & Dance Academy ("Notts Hotshots", "we", "us") uses personal information when you contact us, participate in our programmes, visit our website or use our online services, including FormationHUB.

For the personal information we collect and manage for our academy operations, Notts Hotshots is responsible for deciding why and how it is used. Where another club enters its athletes' personal information into FormationHUB, that club also has its own data protection responsibilities.

Address: 12 Headstocks Industrial Park, Merchant Way, Watnall, Nottingham, NG16 1AA. Privacy enquiries: Nottshotshots@outlook.com.

What information we collect

We may also handle health or medical details, safeguarding information and photographs where necessary and appropriate for academy activities. These need additional care and access restrictions.

Why we use your information

We use information for the following purposes, relying on the appropriate lawful basis under UK data protection law in each situation:

• Provide requested services: process academy registrations, manage classes and teams, operate parent tools, provide FormationHUB accounts and save your routines (usually performance of a contract or steps requested before entering one).
• Run the academy safely: organise attendance, contact families, manage competitions, maintain facilities, detect misuse and protect systems (legitimate interests, legal obligations or other applicable bases).
• Meet legal requirements: keep necessary financial, safeguarding and regulatory records (legal obligation, and where applicable other grounds).
• Photos and marketing: use appropriate permissions or another applicable lawful basis; where we rely on consent, you can withdraw it for future use.
• Emergency and sensitive information: use an appropriate additional UK GDPR condition for health or other special-category data, alongside a lawful basis, such as explicit consent or an applicable safety/legal condition.

We do not use children's medical or safeguarding details for general promotional purposes.

Google sign-in, choreography & cloud saving

Google sign-in

If you sign in using Google, we use Google Identity Services to verify your identity and manage your access to private projects. We process your Google account identifier and associated email address for account ownership and sharing permissions. We do not ask for your Google password.

Local work and cloud projects

FormationHUB can save working data in your browser's local storage, including IndexedDB. When you explicitly save a routine to the cloud, its choreography data, athlete labels, stunt-group assignments, positions, notes and revision information are stored through our server-side Google Apps Script system using Google Drive and a project index. Notts Hotshots administers this storage; other users do not automatically gain access to your projects.

Sharing and permissions

Cloud routines are private to their owner unless the owner chooses to share one with another coach. Sharing may give an invited coach viewing or editing access, depending on the permission selected. A recipient may then see the athlete labels and other information included in that routine. Share only with people who should have access, and avoid unnecessary personal details.

Audio files

Music added to your browser may remain on your device. If the optional private cloud-audio feature is enabled and you choose to upload audio, that file may be stored through Cloudflare's private storage services and made accessible to coaches authorised for the project. Only upload audio you have permission to use and share.

Local exports

Files you export or download are under your control. If you email or share an exported routine outside FormationHUB, the recipient's handling of that copy is not controlled by FormationHUB's account permissions.

Who information may be shared with

We use service providers to run our website, academy operations and software. Depending on the service you use, these may include Squarespace (website), Google (sign-in, Apps Script and cloud storage), Cloudflare (FormationHUB hosting and security), GoCardless (payments), and other registration, communications, event or administration suppliers.

We may share necessary information with competition or event organisers, insurers, professional advisers, emergency services or public authorities where appropriate or legally required. We limit access according to the service and purpose.

We use reasonable technical and organisational precautions to protect information, including account controls, permissions and restricted project access. No internet-based service can guarantee absolute security.

Cookies, browser storage & analytics

Our website and connected services may use essential cookies or similar technologies for security, sign-in, basic functionality and preferences. FormationHUB also uses browser storage to keep local routine changes and backups available on your device.

Where non-essential analytics or marketing technologies are used, we will provide consent choices where required by UK law. You can also control cookies through your browser settings; clearing browser data may remove local FormationHUB work that has not been saved to the cloud or exported.

How long information is kept

We retain information for as long as reasonably needed for the purpose collected and to satisfy relevant legal, safeguarding, financial or dispute-resolution requirements. Different categories have different retention needs.

FormationHUB cloud routines remain associated with their account and sharing permissions until deleted or otherwise removed under our applicable processes. Public-beta routines may retain a limited revision history. Local browser data remains until cleared, overwritten or removed by browser/device behaviour. Some backup copies or legal records may persist for a limited period after deletion.

To request deletion of your FormationHUB cloud account or routines, contact us using the email below and identify the account involved. We will explain any information we must retain by law.

Where data may be processed

Some technology providers operate internationally, so information may be processed or accessed outside the UK. Where UK data protection law requires it, we use or assess appropriate transfer protections, such as recognised adequacy arrangements or contractual safeguards.

Your privacy rights

Depending on the circumstances, you may have the right to request access to your personal data, correction, deletion, restriction of processing, portability, or to object to certain uses. You may also withdraw consent where processing relies on it, without affecting processing that was lawful beforehand.

Email Nottshotshots@outlook.com to make a request. We may need to verify your identity and will respond within the applicable legal timescales.

You can also raise concerns with the UK Information Commissioner's Office (ICO).

Children's information

As a cheer and dance academy, we handle information about children and young people. We aim to collect only what is needed for their participation, welfare, safety and administration, with access restricted according to role and need.

Coaches and clubs using FormationHUB are responsible for deciding what athlete information they enter and ensuring they have a suitable lawful basis and permissions. Using initials or athlete numbers is recommended where full names are not necessary.

Changes to this policy

We may update this notice when our services or legal requirements change. The date shown at the top indicates when it was last revised. Significant changes will be communicated where appropriate.