Privacy policy

Who we are

Ballaz International, which runs the Ballaz Development Academy, decides how the information on this page is used. In data protection terms, we are the data controller.

Questions and requests: email info@goballaz.com or call (876) 260-2255.

What we collect

About you: your name, email address and phone number, and what you register for, order and pay.

About your child: their name, date of birth and at least one emergency contact, and their gender if you choose to give it. A child cannot be registered without an emergency contact.

Health details: allergies, medication taken during activity, and anything else that affects safe participation. The form does not require them, but please tell us anything a coach needs to keep your child safe. The waiver asks you to.

As your child takes part, we keep registrations and any notes you add to them, attendance, coaching notes and assessments, and match appearances. We keep messages sent in My Ballaz, receipts you upload, your consents and the waivers you agree to.

When you agree to a waiver, we record the IP address and browser you used. When you give or change a consent, we record your IP address.

Messages sent through the contact form go to our email inbox.

Ballaz staff can see when you have read a message sent in My Ballaz, so we know it reached you. If a message has waited unread for a few days, we send you one email to say so, without the words of the message.

For the emails we send you, we keep a record of whether each was delivered or bounced, and of its kind, never its words. We delete that record after 90 days. We do not track whether you open an email.

We do not ask for TRN, national ID or passport numbers.

Why we use it

To run the programmes, camps and orders you ask for, to contact you about them, to keep children safe at sessions, and to keep the financial records the law requires.

Who can see your child's details

A child never has their own account. Every child belongs to a parent or guardian's account.

Staff see only what their role needs. Coaches see the children in their own sessions and teams.

Health details and emergency contacts can be seen by: your child's guardians; the coach of a session your child has a confirmed place on, from a week before it starts until 14 days after it ends; staff of your child's current team; and programme staff, meaning the Managing Director, Admin Coordinator, Development Coordinator and Director of Football.

Every time a member of staff views them, it is logged: who looked, at which child, and when.

Health details and emergency contacts

You can add, change or remove them at any time under Your children in My Ballaz. You can change a child's last emergency contact but not remove it.

They are deleted automatically a year after your child's last activity with us. Last activity is whichever is latest: the last day of a session they were registered for, their time on a team, or the last time the details were added or changed.

Photographs and video

We ask for photo permission for each child separately. It is not part of the waiver and the box is never ticked for you.

Any guardian of the child can withdraw it at any time, under Waivers and consent in My Ballaz.

Our staff tag the children they recognise in each picture. A picture is shown on this site only if every child tagged in it has a yes and no guardian of those children has said no.

A picture is blocked only for children tagged in it, so if you see your child in a picture that is still up, tell us and we will tag or remove it.

A no from someone who is no longer the child's guardian still counts until Ballaz records a reason to set it aside.

When permission is withdrawn, tagged pictures are taken off the site automatically. The image file itself is not deleted: it stays at its web address, which is not listed anywhere on the site. Ask us and we will delete it.

We cannot recall pictures that were already printed or shared elsewhere.

News by email

We send club news only if you ask for it: there is a separate tick box when you create an account, and you can change it under Your details at any time. We record your answer with the date and your IP address.

If you join from the form on our home page, you go straight onto the list. We do not send a confirmation email first.

Every newsletter email has an unsubscribe link, and email apps can take you off in one click. You can also untick the box in My Ballaz, or ask us and our staff will take you off.

Leaving the list does not stop messages about your child's sessions, registrations or orders.

Payments

There are no card payments on this site. Fees and shop orders are invoiced in your account, and you pay by bank transfer, in cash or on collection.

If you upload a receipt for a payment, it is stored privately, not on the public site.

How long we keep it

Health details and emergency contacts: a year after your child's last activity, as above.

Messages sent in My Ballaz: kept, including after an account is closed. We have not yet set a fixed period. We will tell you here when we do.

Invoices, payments, orders and receipts: as long as tax and audit rules require.

Waivers you agreed to: kept with the registrations they were for.

A child who has taken part: their record stays (name, date of birth, sessions, attendance, coaching notes and match records), even if they leave or you ask for it to be deleted.

Newsletter list: your address comes off the list when you unsubscribe or your account is closed, and is deleted from it when your account is deleted.

Keeping it safe

Our activity log records changes to records and every staff view of health details and emergency contacts.

Nobody can change or delete entries in it, except that when a child or account is deleted, their details in it are replaced with initials.

Where your information is held

Our providers hold information outside Jamaica: Supabase (our database, sign-in and file storage), Vercel (hosting the website, in the United States) and Resend (sending email).

We use YouTube's Data API only to show our staff the posts on Ballaz's own YouTube channel.

Videos from YouTube and Vimeo load only when you press play. See Cookies.

Your rights

A copy: download it yourself from Your data in My Ballaz. It includes your details and your children's, health details and emergency contacts, registrations, attendance, coaching notes shared with you, match appearances, orders, invoices, payments, quotations we sent you (with your signature if you accepted one), refunds, details of receipts you uploaded, consents, waivers you agreed to, messages, your newsletter status and your earlier requests.

The copy leaves out internal coaching notes, notes coaches add to match appearances and assessment scores, which are our coaching judgement, and the receipt files themselves. Ask us for any of them.

Correction: you can change your own details, and your children's health details and emergency contacts, in My Ballaz. To correct a child's name or date of birth, ask us from Your data.

Deletion: ask from Your data in My Ballaz. We answer within 30 days.

A child or an account with no history with us can be deleted outright, together with their consents, health details and emergency contacts.

If you have registered, ordered, paid or messaged us, we cannot delete your account. We close it instead: you can no longer sign in, and your details stay with the records that have to be kept.

If your child has taken part in sessions, we remove them instead of deleting them: they are taken off teams and marked as left. Their record stays (name, date of birth, sessions, attendance, coaching notes and match records). Their health details and emergency contacts are deleted a year after their last activity.

A child who is tagged in a photograph or linked to a Ballaz on the Move story is deleted once the photograph or story has been dealt with.

If you said no to photographs of your child, that no is kept after your account is deleted, without any of your details, so pictures of your child stay off the site.

If Ballaz sets aside a former guardian's no, staff record a short reason with the child's record. It stays there, even if that adult's account is deleted.

Objecting: to object to a use of your information, tell us. You can withdraw photo permission or news by email yourself in My Ballaz.

To make any request, email info@goballaz.com or call (876) 260-2255.

If you are unhappy with how we handle your information, tell us first (see Complaints). You can also complain to Jamaica's Office of the Information Commissioner.