Privacy Settings
Control how your athletes' data and images are used by the club.
Finding the Privacy & Data page
The page is called Privacy & Data, but it isn't in the portal sidebar yet. To open it, log in and go to kolva.club/parent/privacy. You can also use Manage preferences at the bottom of a club email and choose Log in to manage your email choices. Your data download is also under Profile → Your data rights.
Photo consent
Under Photo & Media Consent, each of your athletes has their own button: Withdraw Consent if consent is currently given, or Grant Consent if it isn't. When consent is withdrawn, the club will not use photos or videos of that athlete in their marketing, social media, or website. You can change it at any time.
Medical information consent
Under Medical Information Consent, each athlete has a Withdraw Consent button. Withdrawing it removes the stored medical notes.
Emails from the club
Under Emails from the club you can switch on or off:
- Club news and offers by email — new classes, camps, events and offers
- Session reminders — a reminder the day before a one-off session or event you're booked on, if your club has these reminders switched on
The unsubscribe link at the bottom of a club email switches both off. You'll still get the emails you need as a member: bookings, session changes and cancellations, payments and receipts, safety and accident reports, and account emails such as password resets. To stop those too, contact your club.
Data rights
Under UK GDPR, you have the right to:
- Download your data — Download as JSON or Download as CSV gives you your profile, your athletes' details, attendance, payments and consent history
- Request deletion — Request Deletion for an athlete starts a 14-day cooling-off period, and you can click Cancel Deletion any time before it ends. After that the deletion is carried out
- Withdraw medical consent — remove consent for medical data storage at any time
When an athlete is deleted, their personal information, attendance records, team assignments and document records are deleted. The uploaded document files themselves are not removed from our file storage by this process. Payment records are kept in anonymised form, because UK law requires them for 7 years. Accident reports are also kept, until your child would turn 21.
To use any of these rights, you can also contact your club, or email [email protected].
What data is stored
The club stores:
- Your child's name, date of birth, and team assignments
- Your contact details and emergency contacts
- Attendance records
- Payment history
- Medical information (only with your explicit consent)
- Photo consent
- Documents you upload
- Messages and emails between you and the club
- Accident reports
- Skill assessments and safeguarding notes recorded by the club
Our servers and database are hosted in Finland (Hetzner, EU), with backups kept in the UK, and each club's data is kept separate from other clubs'. Some processing is done by the companies listed on our sub-processors page. See the full Children's Privacy Notice for details.