Privacy policy (Updated 27 August 2026)

Sport Lived Ltd (“we”, “us”, “Our”) organises for young people to play and coach sport in Melbourne, Australia, whether during a year out, a summer break or a career break. We are committed to protecting your privacy and handling your personal information openly and carefully. This policy explains what information we collect, how we use it, who we share it with, and the rights you have over it.

Sport Lived Ltd is a company registered in England and Wales (company number 5174136) and is the “controller” of your personal information under UK data protection law. We are registered with the Information Commissioner's Office (ICO), registration number ZB435136. If you have any questions about this policy or how we use your information, please contact us at info@sportlived.co.uk or by post to our registered office.

The information we collect

If you enquire with us (for example by requesting a brochure, downloading trip notes, or contacting us by email or phone), we collect the information you provide on the relevant form. This typically includes your name, email address, phone number, date of birth, home address, the sport you are interested in, how you heard about us, and your parent's name and contact details if provided.

If you book a programme, we collect further information through the booking form on our website, your Sport Lived online account, and our correspondence with you, which we need to arrange and run your programme, including:

• your home address and contact details, and the name and contact details of your emergency contact;
• information about your physical and mental health relevant to your safety and participation, including medical conditions, injuries, allergies, history of concussion, and any medication you may need help accessing;
• your flight details, a copy of your passport, your visa confirmation, and copies of your GHIC card and travel insurance policy;
• your sports CV, playing and coaching experience, and coaching qualifications;
• video footage of you playing or coaching sport, where we record it or you provide it to us;
• your Instagram and Facebook profile details, where you provide them;
• payment information. Card payments, including the deposit taken on our booking form, are processed by Stripe. We do not see or store your full card details.

If you choose not to provide information we genuinely need to arrange and run your programme, we may not be able to deliver it, but we will tell you if that is the case.

During and after your programme we also collect your responses to feedback forms, photographs and film from your programme, and reviews you choose to leave.

If you are a parent or emergency contact, we hold the contact details described above so that we can keep you informed and reach you in an emergency. Where a customer gives us information about you, we rely on them to make sure you are happy for them to do so, and this policy applies to our use of your information too.

How we use your information and our lawful bases

UK data protection law requires us to have a lawful basis for each use of your personal information. We use your information as follows:

• To respond to your enquiry and send you the information you have asked for, such as a brochure or trip notes. Lawful basis: our legitimate interest in responding to people who contact us, and taking steps at your request before entering into a contract.
• To arrange and deliver your programme, including sharing your details with the overseas clubs, coaching organisations, accommodation and other suppliers who make up your programme, processing your payments, and providing you with access to our customer booking system. Lawful basis: performance of our contract with you.
• To look after your welfare while you are overseas, including holding your medical information and emergency contact details. Lawful basis: performance of our contract and our legitimate interest in your safety. For medical information, which is “special category” data, we rely on your explicit consent, and in an emergency we may also rely on protecting your vital interests.
• To keep in touch with you after your programme, for example to ask for a review, invite you to speak with a prospective customer, or ask whether you would like to feature in an article or press release. Lawful basis: our legitimate interest in maintaining our alumni community and promoting our programmes. You can ask us to stop at any time.
• To use photographs and film from programmes in our marketing materials, as described in our Terms and Conditions. Lawful basis: our legitimate interest in promoting our programmes. You can object at any time by contacting us.
• To comply with our legal obligations, for example keeping accounting records and cooperating with regulators and public authorities.

We do not use automated decision-making or profiling, and we do not sell your personal information to anyone.

Marketing

We may contact you by email, post or phone about our programmes and services where you have enquired with us or been a customer. You can opt out of marketing at any time by emailing info@sportlived.co.uk, or simply by replying to any email from us and asking us to stop. We may use a reputable email marketing platform to send some of our emails; emails sent this way will include an unsubscribe link, and any platform we use is only permitted to process your information on our instructions. We do not share your details with other organisations for their marketing.

Who we share your information with

We share your information only where needed to run our business and deliver your programme:

• Overseas clubs, coaching organisations and academies, so they can consider and arrange your placement. Information shared typically includes your sports CV, video footage of you playing or coaching, qualifications and contact details.
• Our Melbourne-based team and suppliers, including accommodation providers, airport transfer providers, gyms and the organisations that carry out police checks, to the extent each needs your information to provide their part of the programme.
• Service providers who host and support our systems: Krystal (UK) hosts our website, Servd (UK) hosts our customer relationship and booking systems, Google provides our email and feedback forms, Postmark sends transactional emails such as brochure and booking confirmations, Stripe processes card payments, and Reviews.io collects and displays customer reviews.
• Insurers, airlines and travel providers, where relevant to your booking.
• Professional advisers, and public authorities where we are required to do so by law.

Each of these providers is only permitted to use your information to provide their services, and where they act as our processor we have contracts in place requiring them to protect it.

Where your information is stored and international transfers

Our website and the forms on it are hosted in the United Kingdom by Krystal, and our customer booking and CRM systems are hosted by Servd, a UK company. However, some of the organisations we work with are based outside the UK, or store information on systems located outside the UK:

• Australia. Delivering your programme requires us to pass your information to clubs, coaching organisations, accommodation providers, our Programme Coordinator and Assistant Coordinator(s) in Melbourne, and local suppliers such as airport transfer and taxi companies. Australia is not covered by UK “adequacy” regulations, and these transfers are made because they are necessary to perform our contract with you: we cannot deliver your programme without them.
• United States. Some of our service providers, including Google, Stripe, Postmark and Reviews.io, are US companies or may process information in the United States. Where we transfer information to the United States or elsewhere, we rely on UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework, where the recipient is certified) or on appropriate safeguards such as the International Data Transfer Agreement or the UK Addendum to the European Commission's Standard Contractual Clauses.

You can request further information about the safeguards we use, including a copy of the relevant safeguard, by contacting us at info@sportlived.co.uk.

How long we keep your information

We keep your information only for as long as we need it. Our main retention periods are:

Once a retention period ends, we securely delete the information.

Under-18s

Our programmes are designed for people aged 18 and over at the start of their programme, and this is when almost all of our customers travel. Occasionally we accept a customer aged 16 or 17, for example someone who turns 18 during their programme. In these cases we require a parent or guardian to sign a parental consent form and to agree to our Terms and Conditions on the customer's behalf.

We also welcome enquiries from young people who are planning ahead, typically aged 16 or over and occasionally from age 14. If you are under 18, we will only use your information to send you the information you have asked for and to respond to your enquiry, and we encourage you to involve a parent or guardian in your planning. Many of our enquiries come from parents, and we are always happy to deal with a parent on a prospective customer's behalf.

Your rights

You have the following rights over your personal information. They are free to exercise, and we will respond within one month:

• Access: you can ask for a copy of the information we hold about you.
• Rectification: you can ask us to correct information that is inaccurate or incomplete.
• Erasure: you can ask us to delete your information in certain circumstances.
• Restriction: you can ask us to limit how we use your information in certain circumstances.
• Objection: you can object to our use of your information where we rely on legitimate interests, including for direct marketing, which we will always stop on request.
• Portability: you can ask for information you have provided to us in a machine-readable format.
• Withdrawal of consent: where we rely on your consent, for example for medical information, you can withdraw it at any time. This will not affect processing already carried out, but please note that without certain information, such as relevant medical details, we may not be able to deliver your programme safely.

To exercise any of these rights, contact us at info@sportlived.co.uk. We may need to confirm your identity before acting on a request; this is a security measure to make sure personal information is not disclosed to anyone who has no right to receive it. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113, although we would welcome the chance to resolve your concern first.

Security

We protect your information with appropriate technical and organisational measures, including encrypted connections to our website and systems, access controls limiting information to those who need it, and reputable UK-based hosting providers. No system is completely secure, but we review our arrangements regularly and would notify you and the ICO of any breach where the law requires it.

Other websites

Our website contains links to other websites, such as those of our partner clubs. This policy applies only to Sport Lived, so if you follow a link to another site you should read that site's own privacy policy.

Changes to this policy

We may update this policy from time to time, for example when we change suppliers or systems. We will post the updated version on this page with a revised “last updated” date, and where a change is significant we will bring it to your attention.