Privacy Policy

1. What Data We Collect

1.1 Website visitors

When you visit our public website, we collect only:

• Contact form submissions — your name, email address, service interest, and message (stored as a ContactEnquiry record)
• Newsletter signups — your email address only
• Session cookies — see Section 7 (Cookies) below

1.2 Portal users (clients)

When you or your child are enrolled in the coaching programme and use the Signal Tennis Portal, we collect and process:

Identity and profile data

• Name, age group, playing hand, backhand type
• Tennis Ireland profile link and UTR profile link (if applicable)
• World Tennis Number (WTN) and national ranking
• Club affiliation

Performance and coaching data

• Match statistics (serve %, return %, rally data, win/loss records)
• Coaching session records (dates, focus areas, coach notes)
• Scouting reports and performance benchmarks
• Statistical snapshots compared against squad and tour-level averages

Video and image data

• Video recordings of matches and practice sessions
• Technique analysis videos (slow-motion, match footage, practice footage)
• Frame-by-frame technique images (serve motion, stroke mechanics)
• Match highlight clips

Analytical outputs

• Performance reports (PDF documents)
• Statistical charts and visualisations
• Interactive match analysis charts
• Squad-level aggregate analytics (individual data may be included in anonymised group averages)

2. Why We Process Your Data

We process personal data for the following purposes:

• Coaching delivery — to provide personalised tennis coaching, track progress, and plan future sessions
• Performance analysis — to identify strengths, areas for improvement, and development trends over time
• Benchmarking — to compare performance against squad averages and professional tour-level statistics
• Reporting — to generate performance reports, charts, and visual summaries shared with authorised users
• Video review — to enable coach and player review of match and technique footage for improvement purposes
• Communication — to respond to contact form enquiries and send newsletter updates (if subscribed)

3. Legal Basis for Processing

We process personal data under the following legal bases:

• Consent (Article 6(1)(a) GDPR) — for coaching programme data, contact form submissions, and newsletter subscriptions. You may withdraw consent at any time.
• Legitimate interests (Article 6(1)(f) GDPR) — for anonymised squad-level aggregate statistics where individual data cannot be identified.

4. Children's Data

Many of our coaching clients are under 16 years of age. Under Irish law (Data Protection Act 2018, Section 31) and Article 8 of the GDPR, where a child is under 16 years of age, consent for the processing of their personal data must be given or authorised by the holder of parental responsibility.

Before processing a child's data through the Portal, we require written consent from a parent or guardian via our Parental Consent Form. A child aged 16 or over may provide their own consent.

5. Who Has Access to Your Data

Role	What they can see
Head Coach (Kieran Lardner)	All data for all players in the programme
Player (if given a login)	Their own profile, sessions, videos, reports, and charts only
Parent/Guardian (if given a login)	Their child's profile, sessions, videos, reports, and charts only
Club coaches (if granted access)	Only players they are authorised to view

Access is controlled by a role-based permission system. Users can only see players they have been explicitly granted access to. No data is publicly accessible — the Portal requires authentication for all player data.

We do not sell, share, or provide personal data to any third party for marketing or commercial purposes.

6. Where Data Is Stored

Data type	Service provider	Location
Portal application and database	Heroku (Salesforce)	EU region
Reports, charts, and images	Cloudflare R2	EU region
Video footage	Bunny.net	EU CDN nodes
Source coaching data	Local encrypted storage	Ireland

All service providers are bound by data processing agreements. Data is transmitted over encrypted connections (HTTPS/TLS). Files stored in cloud storage are accessed only via time-limited signed URLs that expire after a short period.

7. Cookies

Signal Tennis uses only essential cookies required for the website to function. We do not use any third-party tracking, advertising, or analytics cookies.

Cookie	Purpose	Duration
sessionid	Django session cookie — maintains your login state	Browser session (expires on close) or 2 weeks if "remember me" is used
csrftoken	Cross-site request forgery protection — security token for form submissions	1 year

These cookies are strictly necessary for the operation of the website and do not require consent under GDPR cookie regulations.

8. Data Retention

• Active player data is retained for as long as the player is enrolled in the coaching programme.
• Video footage is retained for the duration of the coaching relationship.
• Performance reports and charts are retained to allow longitudinal tracking of development.
• Contact form enquiries are retained for up to 12 months, then deleted.
• Newsletter subscriptions are retained until you unsubscribe.
• Upon withdrawal of consent or leaving the programme, personal data will be deleted within 30 days of a written request, except where retention is required by law.
• Squad-level anonymised aggregate statistics that do not identify any individual may be retained after deletion of individual data.

9. Your Rights Under GDPR

You (and your child, where capable) have the following rights:

• Right of access — to request a copy of all personal data we hold about you
• Right to rectification — to have inaccurate data corrected
• Right to erasure ("right to be forgotten") — to have your data deleted
• Right to restrict processing — to limit how we use your data
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests
• Right to withdraw consent — at any time, without affecting the lawfulness of processing carried out before withdrawal

To exercise any of these rights, contact: kieran@signaltennis.com

We will respond to all requests within one calendar month as required by GDPR.

10. Complaints

If you are not satisfied with our response to a data protection request, you have the right to lodge a complaint with the Data Protection Commission (DPC):

Data Protection Commission
21 Fitzwilliam Square South, Dublin 2, D02 RD28
www.dataprotection.ie
info@dataprotection.ie

11. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.