We collect the information needed for contact, registration and membership. All submitted registration details are included in the email notification to the club.
1. Data controller
TräningsAkademin, a non-profit sports club in Alvesta, is the data controller for the processing described in this policy. Contact us at george@traningsakademi.se.
2. Personal data we collect
Depending on how you use the website, we may collect:
- name, Swedish personal identity number, address, postcode and town;
- email address, phone number and preferred contact method;
- parent or guardian details when the participant is a minor;
- course choice, registration type, membership and payment-related information;
- messages you choose to enter and consent choices for photos and video;
- technical information needed for security, form submission and spam protection.
Do not enter sensitive health information in a free-text field. Contact the club directly when such information is necessary for safe participation.
3. How the website forms work
A course or trial registration is stored in the website’s database. To notify the club, all submitted registration details are also sent to the club’s email address through Loopia’s form service. This includes the personal identity number, address and the choice concerning photos and video.
The postcode lookup sends only the entered postcode to Zippopotam.us. hCaptcha processes the technical information required to identify automated submissions.
4. Why we process the data
- to answer enquiries and manage expressions of interest;
- to assess, confirm and administer course and trial registrations;
- to administer membership, attendance and contact with participants or guardians;
- to send invoices, payment information and important course information;
- to comply with accounting and other legal requirements;
- to apply for grants where necessary and permitted;
- to secure the website and prevent spam or misuse;
- to use photos or video when valid consent has been given.
5. Legal bases
- Contract and steps before entering a contract: course registration, membership and related administration.
- Legal obligation: accounting records and other information required by law.
- Legitimate interests: answering enquiries, club administration, security and preventing misuse.
- Consent: publication and other use of identifiable photos and video.
6. Swedish personal identity numbers
Personal identity numbers have extra protection under Swedish law. We use them for secure identification, age verification and membership administration. They are stored in the registration system and included in the registration notification sent to the club’s email address through Loopia.
7. Service providers and recipients
Data may be processed by providers needed to operate the service:
- OpenAI/ChatGPT Sites and the website’s infrastructure;
- Cloudflare D1 for form storage;
- Loopia’s form service and email service for notifications;
- hCaptcha for spam protection;
- Zippopotam.us for postcode lookup;
- accounting or payment providers, and a municipality or sports organisation when required for administration or a grant application.
We never sell personal data. Data is disclosed only when necessary and with a legal basis.
8. How long we keep data
- General contact messages are normally deleted within 12 months after the matter has been completed.
- Course, trial and membership information is kept while it is needed for the activity and normally for no more than 24 months after the last activity, unless a longer period is justified.
- Accounting records are retained for the period required by law, normally seven years.
- Records of photo and video consent are kept for as long as the material is used or as needed to document a withdrawal.
9. Children, photos and video
A parent or guardian provides registration information for a minor when required. Photos or video showing an identifiable participant are used only according to the consent choice. Consent is voluntary, does not affect participation and may be withdrawn for future use by contacting us.
10. Your rights
You may, depending on the circumstances, request:
- information and access to your personal data;
- correction of inaccurate data;
- deletion or restriction of processing;
- objection to processing based on legitimate interests;
- data portability when the legal requirements are met;
- withdrawal of consent without affecting earlier lawful processing.
Send your request to george@traningsakademi.se. You also have the right to lodge a complaint with the Swedish Authority for Privacy Protection, IMY.
11. Security
We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss or misuse. Access is limited to people who need the information for the club’s work. Sensitive information should not be sent by ordinary email or entered in the website’s free-text fields.
12. Technical functions and updates
We currently do not use advertising or marketing analytics on the website. hCaptcha and the hosting service may use necessary technical information to provide security and operation. This policy may be updated when the website, activities or legal requirements change. The date shown at the top identifies the current version.