Privacy information

Website and connected academy services · prepared 24 October 2026

Who to contact

Scramble Academy Leeds uses the information described below to answer questions, arrange training and administer memberships. Contact info@scrambleacademyleeds.com or speak to the academy at Unit 8, Ratcliffe Mill, 280 Tong Road, Leeds, LS12 3BG about your information or this notice.

What you give us and how we use it

• Enquiries: your name, email address, chosen subject and message. If relevant, we also ask for a child’s age so we can suggest suitable classes. We keep the enquiry and use it to prepare a response and handle follow-up questions.
• Taster bookings: the participant’s name, contact email, selected class and date, and a record of the terms accepted. For a child, we also collect their age and parent or guardian’s name. We add the participant to the dated class register and send booking confirmation and an academy staff notification. A booking does not itself record attendance.
• Memberships, PAYG and kit: the person training, payer and contact details, chosen membership or purchase, payment references, and the accepted terms. A child’s membership also asks for their date of birth and guardian’s name. These details connect the payment to the correct participant, membership and any kit collection.
• The member app: account and profile details, membership status and class records support the existing academy service. The app has separate fields and controls for emergency contacts and voluntarily supplied medical or training-safety information. Please use those controls rather than putting sensitive information in a general enquiry.

The forms show which details are required. Without the details needed to identify a participant, contact you or process a booking or payment, we cannot complete that online request. You can contact the academy if you need help.

The services that process this information

Google Firebase and Google Cloud host the website and connected app, authentication, booking and membership records, registers and background processing. Google Gmail handles academy correspondence, booking messages, staff notifications and saved replies. Authorised academy staff use the information relevant to their work.

Stripe processes the payments and secure card updates started through this website. Card details are entered on Stripe’s secure checkout or card-update page, rather than in the academy’s website form. The academy system receives the payment result, billing references and related membership information. Existing memberships stay with the payment account that owns them.

AI-assisted replies and automated messages

The academy uses OpenAI to help interpret enquiries and prepare replies. Relevant message text and limited conversation context, such as a first name, class interest and a child’s age when supplied, may be processed by this service. The software attempts to remove recognised email addresses and telephone numbers before sending text to it; please do not include payment-card details or unnecessary sensitive information in your message.

Ordinary AI enquiry replies are saved as drafts for staff to review. Booking confirmations, welcome emails and staff notifications are sent automatically. Membership and payment actions use the verified account records and applicable agreement; an AI-written draft is not confirmation that a financial action has happened. Contact the academy to have a person review a question or concern.

Security and browser storage

To protect these forms from spam and repeated requests, the website derives a non-readable identifier from your IP address and uses limited request counters and booking or payment references. The hosting service also processes the technical information needed to deliver requests and operate the service. These controls do not create a marketing profile.

With your permission, we use Google Analytics to understand visits to this website. Optional analytics stays off unless you choose to accept it. You can change your choice using Cookie preferences in the footer. We do not include your name, email address, booking details or form answers in our analytics events. Our page-view events use the public page address without its query string.

The connected account and owner tools use the storage needed for sign-in and draft editing. Links that take you to Google Maps, Stripe or social-media sites are subject to those services’ own privacy and storage practices. Submitting the booking and enquiry forms does not enrol you in a marketing mailing list.

Records and questions about retention

Bookings, enquiries, correspondence, membership records and payment references are held in the connected systems described above so the academy can carry out and check the requested service. A checkout or sign-in expiring does not mean its associated academy records have been deleted. Contact the academy about the records held for you, how long they are kept or a request to remove them.

Your information and your rights

Depending on the circumstances and the applicable law, you can ask to access or correct your information, request its deletion, restrict or object to its use, or request a portable copy. Where consent is the basis for a particular use, you can withdraw that consent. Contact the academy using the details above; you can also raise a data-protection concern with the Information Commissioner’s Office.

Earlier policy

The academy’s privacy policy dated 25 April 2025 is retained as an historical document. Its descriptions of website storage, technical logs and service providers predate the current Firebase, email and AI setup; those older descriptions should not be read as the description of the services on this page.