Privacy Policy

www.esf.co.uk (our website) is provided by ESF Events Limited (company number: 07695303) trading as ESF Events (‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website or telephone calls, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.

In this privacy policy:

‘you’ or ‘your’ refers to all or any individual that we obtain personal data for

‘Group Leader’ means the individual acting on behalf of the Team they have named on our team registration form or by telephone in connection with the booking

‘Team’ means the relevant sports club, school, team, organisation, group or association named on our team registration form or by telephone in connection with your booking with us

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).

What this policy applies to

Throughout our website we may link to other websites owned and operated by certain trusted third parties such as Butlin’s, Haven and Hilton Hotel in relation to accommodation. This privacy policy relates to your use of our website only.

We share some of your personal data with Butlin’s, Haven and Hilton Hotel who shall be joint controllers for the personal data that is shared with them. Their privacy policies on how they will use such information can be viewed here www.butlins.com www.haven.com www.hilton.com

We may share some of your personal data with any relevant football association (local and/or national).

Personal data we collect about you

We will collect and use the following personal data about you:

your name, gender, address, date of birth and contact information, including email address and telephone number, emergency contact details
information to check and verify your identity, eg date of birth and full name and identification documentation
billing information, transaction and payment card or other payment method information
bank account and payment details
details of any information, feedback or other matters you give to us by phone, email, post or via social media
your activities on, and use of, our website
information about your booking such as activity preferences, accommodation, meal or dietary preferences or requirements and any special assistance
your contact history, purchase history and saved items
your responses to surveys, competitions and promotions
photographs, video and voice recordings

You must provide this personal data to register your interest to place any booking with us unless we tell you that you have a choice.

Sometimes you can choose if you want to give us your personal data and let us use it. Where that is the case we will tell you and give you the choice before you give the personal data to us. We will also tell you whether declining to share that personal data will have any effect on your booking.

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.

The personal data under this privacy policy includes personal data that we collect about children and persons under the age of 18 (eighteen), by providing us with their personal data the Group Leader confirms that you they have already obtained the necessary consent from parents or guardians to process that personal data.

How your personal data is collected

We collect personal data from you:

directly, when you enter or send us information, such as when you call or email us or use our website to make a booking, and
indirectly, such as your browsing activity while on our website; we will collect information indirectly using the technologies explained in the section on ‘Cookies’ below.

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, eg:

where you have given consent
to comply with our legal and regulatory obligations
for the performance of a contract with you or to take steps at your request before entering into a contract, or
for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your personal data for and why.

What we use your personal data for	Our reasons
Creating and managing your bookings with us	To perform our contract with you or to take steps at your request before entering into a contract
Providing services to you	To perform our contract with you or to take steps at your request before entering into a contract
Conducting checks to identify you and verify your identity or to help prevent and detect fraud against you or us	To comply with our legal and regulatory obligations
Enforcing legal rights or defend or undertake legal proceedings	Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests, i.e. to protect our business, interests and rights
Customising our website and its content to your particular preferences based on a record of your selected preferences or on your use of our website	Depending on the circumstances: your consent as gathered [insert cookies policy] — see ‘Cookies’ below where we are not required to obtain your consent and do not do so, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price. If you have provided such a consent you may withdraw it at any time by changing the setting on the cookies tool [insert link] (this will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn)
Communications with you not related to marketing, including about changes to our terms or policies or changes to the services or other important notices	Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Statistical analysis to help us understand our customer base	For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Updating and enhancing customer records	Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract to comply with our legal and regulatory obligations where neither of the above apply, for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing orders and new products
Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, e.g. to record and demonstrate evidence of your consents where relevant	To comply with our legal and regulatory obligations
Marketing our services to existing and former customers See ‘Marketing’ below for further information	For our legitimate interests, i.e. to promote our business to existing and former customers
To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary	Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests, i.e. to protect, realise or grow the value in our business and assets

How and why we use your personal data—sharing

See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

Marketing

We will use your personal data to send you updates (by email, text message, telephone or post) about our events and services, including exclusive offers, promotions or new events and services.

We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.

You have the right to opt out of receiving marketing communications at any time by:

contacting us by sending an email to info@esfevents.co.uk or calling us on 01664 566360 Monday to Friday 9.30am- 5pm, and
using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts,

We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

We will always treat your personal data with the utmost respect and never sell it with other organisations for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

Who we share your personal data with

We routinely share personal data with:

third parties we use to help deliver our services to you, eg payment service providers
other third parties we use to help us run our business, eg marketing agencies or website hosts and website analytics providers
our bank
any relevant football association (local and/or national).

We or the third parties mentioned above occasionally also share personal data with:

our and their external auditors, eg in relation to the audit of our or their accounts, in which case the recipient of the information will be bound by confidentiality obligations
our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations
law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations
other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations

Who we share your personal data with—further information

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used this includes for the purpose of fulfilling any legal or accounting requirements.

Following the end of the of the relevant retention period, we will delete or anonymise your personal data.

We will keep information about bookings for a minimum of six years for legal and accounting purposes.

Cookies

A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

For further information on cookies our use of cookies, when we will request your consent before placing them and how to disable them, please see our [insert link to Cookie Policy].

Your rights

You generally have the following rights, which you can usually exercise free of charge:

Access to a copy of your personal data	The right to be provided with a copy of your personal data
Correction (also known as rectification)	The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten)	The right to require us to delete your personal data—in certain situations
Restriction of use	The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
Data portability	The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
To object to use	The right to object: at any time to your personal data being used for direct marketing (including profiling) in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims
Not to be subject to decisions without human involvement	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you We do not make any such decisions based on data collected by our website.
The right to withdraw consents	If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time. You may withdraw consents by sending an email to info@esfevents.co.uk or calling us on 01664 566360, Monday to Friday 9.30am–5pm. Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn.

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below).

If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:

provide enough information to identify yourself (eg your full name, address and team details and any additional identity information we may reasonably request from you, and
let us know which right(s) you want to exercise and the information to which your request relates

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine need to access it.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner who may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.

Changes to this privacy policy

This privacy policy was published on 1 June 2025. We may change this privacy policy from time to time—when we make significant changes we will take steps to inform you, eg via including a link to a description of those changes on our website for a reasonable period or by other means, such as email.

How to contact us

You can contact us and our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

Address: 18a Park Lane, Melton Mowbray, United Kingdom, LE13 0PT

Email: info@esfevents.co.uk

Telephone: 01664 566360 Monday to Friday 9.30am-5pm