Privacy Policy

This is the bit where we explain what we do with your data. We’ve tried to write it like a human, because nobody enjoys reading the long version.

The short story: we only collect information we actually need to run Ollo well — to take a booking, look after your membership, send you the odd update if you’ve asked for one, and keep the courts running smoothly. We don’t sell your data. Ever.

If anything below isn’t clear, just email us. We’re happy to explain it.

Who we are

We’re Ollo — a padel venue, a community and a generally friendly place to be.

When we talk about “Ollo”, “we”, “us” or “our” in this policy, we mean:

Northern Padel Ltd, a company registered in England and Wales (company number 16587352).

We’re the “data controller” for the information described in this policy. That means we decide what data is collected and what happens with it.

If you want to talk to us about anything privacy-related, email privacy@ollopadel.com

What we collect

Different bits of Ollo collect different bits of information. Here’s the lot, in plain English.

When you book a court or join a session

Court bookings, coaching sessions, leagues, tournaments and events at Ollo are handled through Playtomic. When you book through Playtomic, they collect your name, contact details and payment information directly — and we see the booking information we need to run your session (your name, the time you booked, the court you’re on, and so on).

Playtomic has its own privacy policy, which you can read at playtomic.io.

When you become a member

If you join Ollo as a member, we’ll collect your name, contact details, date of birth, emergency contact (optional), payment details, and your membership preferences. We need this to set up and run your membership.

When you contact us or sign up for updates

If you fill in a form on our website, send us an email, or sign up to our mailing list, we’ll collect the details you share with us — usually your name, email address and the message itself.

When you visit our website

Our website uses cookies and similar tools to help it work properly, remember your preferences and understand how people use it. There’s more on cookies further down.

When you come to the venue

We have CCTV at Ollo Roundhouse for safety and security. Cameras cover all public areas / car park and entrances. Footage is held for 30 days and then deleted, unless we need to keep it for an incident.

From time to time we take photos and videos at events, socials and around the venue, for use on our website, social media and marketing. If you’d rather not appear in any of it, just tell a member of the team on the day — we’ll happily keep you out of frame, and if anything slips through, we’ll remove it.

When you apply for a job

If you apply to work at Ollo, we’ll collect the information you share in your application — usually your CV, contact details, employment history and anything else you tell us. We use this to run the recruitment process.

Why we use it

We only use your data for specific reasons, and we have a lawful basis for each one. Here’s the rundown.

To run your booking, membership or event — we use your data because it’s part of the agreement we have with you (a “contract” basis).
To run Ollo as a business — things like understanding how the venue is used, improving our service, keeping records and keeping the lights on (our “legitimate interests”, where they don’t override yours).
To send marketing emails — only if you’ve signed up. We rely on your consent, and you can unsubscribe whenever you like.
To meet legal obligations — for example, keeping accounting records, dealing with safety incidents or responding to legal requests.
To keep people safe at the venue — the lawful basis for CCTV is our legitimate interest in safety, crime prevention and protecting the venue.

Who we share it with

We don’t sell your data, and we don’t share it for anyone else’s marketing. We do share it with a small number of trusted suppliers who help us run Ollo. They’re only allowed to use it for the job we’ve asked them to do.

Playtomic — court bookings, coaching, leagues and events.
Payment processor — to take payments and run direct debits.
Mailchimp — to send you the updates you’ve signed up for.
HubSpot — to keep track of members, enquiries and bookings.
Website analytics — to understand how people use our website.
Hosting and IT providers — the companies that look after our website, email and systems.
Our accountants and professional advisers — where we need to.
Authorities — if we’re legally required to, for example by the police, courts or HMRC.

How long we keep it

We only keep your data for as long as we need it. As a rough guide:

Enquiries and contact form messages — up to 2 years from your last contact.
Mailing list — until you unsubscribe.
Membership records — for as long as you’re a member, and then for up to 6 years afterwards (mainly for accounting and tax reasons).
Booking records — held in line with Playtomic’s policy and for a reasonable period afterwards in our own records.
CCTV footage — 30 days, then automatically deleted.
Job applications — up to 12 months if you’re not successful, unless you ask us to keep them on file.

Where we’re required by law to keep records for longer (for example tax records), we will.

Where your data lives

We’re based in the UK, and we try to use suppliers who store data in the UK or EU. Some of the tools we use (for example email marketing or analytics tools) are run by companies based outside the UK or EU.

When data is transferred outside the UK, we make sure it’s properly protected — using approved safeguards like the UK International Data Transfer Agreement or the EU Standard Contractual Clauses.

Cookies

Cookies are small files that get saved on your device when you visit a website. We use them to make our site work, remember your preferences and learn how people use it.

There are three kinds you’ll meet on our site:

Essential cookies — needed to make the site work. We don’t ask permission for these, because the site won’t work without them.
Analytics cookies — help us understand which pages people visit and what works, so we can improve the site. We only set these if you say yes.
Marketing cookies — help us share more relevant updates with you. We only set these if you say yes.

You can change your cookie choices any time using the cookie settings link at the bottom of the site.

Marketing and updates

If you’ve signed up for our mailing list, we’ll send you the occasional update — news from Ollo, upcoming events, things we think you’ll like. We won’t bombard you, and we won’t pass your details to anyone else for their marketing.

Every email we send has a one-click unsubscribe link. If you’d rather opt out completely, email privacy@ollopadel.com and we’ll sort it.

Your rights

Under UK data protection law, you have a number of rights over your personal data. In plain English:

Right to be told — what we do with your data (that’s what this policy is for).
Right of access — you can ask us for a copy of the personal data we hold about you.
Right to rectification — if any of it is wrong, you can ask us to fix it.
Right to erasure — you can ask us to delete your data (sometimes called the “right to be forgotten”). There are some situations where we have to keep it for legal reasons.
Right to restrict processing — you can ask us to pause how we use your data while we sort something out.
Right to object — you can object to us using your data for things like direct marketing.
Right to data portability — you can ask for a copy of your data in a format you can take elsewhere.
Right to withdraw consent — where we rely on your consent (for example marketing), you can take it back any time.

To use any of these rights, email privacy@ollopadel.com. We’ll respond within one month — usually a lot quicker.

Complaints

If you’re not happy with how we’ve handled your data, please tell us first — we’d genuinely rather know, and we’ll do our best to put it right.

If you’d rather take it further, you can complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator. They can be reached at ico.org.uk or on 0303 123 1113.

Children’s data

Padel is a great sport for kids, and we run junior programmes at Ollo. If anyone under [16] books coaching, joins a junior session or becomes a junior member, we’ll always do that through a parent or guardian, who provides the consent and the contact details. We only collect the minimum we need to run the session safely.

Changes to this policy

We’ll update this policy from time to time as Ollo grows and as the tools we use change. When we make a meaningful change, we’ll update the “last updated” date at the top and, if it’s a big one, we’ll let you know directly.

Get in touch

Got a question, a concern or a request? We’d love to hear from you.

Email: privacy@ollopadel.com

Thanks for reading. Now go play some padel!