Privacy Policy
1. Introduction and who is responsible
This policy explains how personal information is handled when people use the websites, coaching, resources, training, memberships and other services offered under The Mojo Queen and Mojo Performance Systems brands.
The group structure is The Mojo Queen Ltd as parent and Mojo Performance Systems Ltd as subsidiary. The company that decides why and how particular personal information is processed is the data controller for that activity. Depending on the arrangement, the two companies may be separate controllers, joint controllers, or one may process data on behalf of the other.
For privacy enquiries or to exercise your rights, email [email protected].
2. Who and what this policy covers
This policy covers prospective and existing clients, riders and athletes, riding coaches, parents or guardians, website visitors, members, trainees, programme participants and other people contacting us.
Activities include in-person and online one-to-one and group coaching; online courses and coaching programmes; free and paid memberships and communities; websites and portals; bookings and payments; surveys and assessments including the Mojo Performance Scorecard™; Discovery Books and downloads; Coach Evolution™ training, certification and licensing; communications and marketing; and relevant safeguarding and coaching administration.
3. Information we collect and where it comes from
We may collect identity and contact details (such as name, email, phone and postal address); account, membership and booking details; purchases, invoices and subscription status; messages and enquiries; survey, assessment and Scorecard responses; course progress and participation; coaching goals, session notes, feedback and records; and marketing preferences and consent records.
Where relevant to coaching or safeguarding, information may include a participant’s age, parent or guardian contact details, wellbeing information, or other sensitive information voluntarily shared during services. Some of this may be special-category personal data and requires an additional legal condition and appropriate safeguards.
We may collect technical information such as IP address, device and browser information, website activity and cookie identifiers when the relevant technologies are enabled. We obtain information directly from you, from a parent/guardian or authorised referrer where appropriate, and from service providers involved in delivering the service.
4. Purposes and lawful bases
We use personal information to respond to enquiries and provide requested resources; assess and deliver coaching; manage accounts, courses and memberships; process bookings and payments; communicate about services; maintain security and records; meet legal and safeguarding obligations; and improve our services.
Depending on the activity, the lawful basis under UK GDPR may be performance of a contract or pre-contract steps; compliance with a legal obligation; legitimate interests (such as secure administration and service improvement, where balanced against individuals’ rights); or consent (for example, certain marketing and non-essential cookies). We will not treat a single basis as applying automatically to all processing.
For special-category data, we will identify both an Article 6 lawful basis and an applicable Article 9 condition, with any additional requirements under UK law. We will not rely on ordinary marketing consent as permission to process sensitive coaching information.
5. Scorecards, surveys and personalised outputs
When you complete the Mojo Performance Scorecard™ or another questionnaire, we use the answers to generate your requested results, developmental insights and associated resources. We may link responses to your contact record so we can deliver your results and support follow-up enquiries.
The Scorecard is a developmental coaching resource, not a medical diagnosis or a decision about eligibility for services. We will explain separately when survey answers are optional and when we seek consent for additional marketing. Receiving a requested result does not by itself mean agreeing to unrelated promotional emails.
6. Marketing communications and choices
If you actively opt in to receive Mojo Coach Evolution™ updates or other marketing, we may email you relevant coaching resources, training news and programme developments within the scope of that consent. We keep records of relevant consent and preferences. You may withdraw marketing consent at any time through the unsubscribe link in our emails or by contacting us.
We may send essential service communications, such as booking confirmations, account notices and requested results, where appropriate; these are distinct from promotional emails. We apply the UK Privacy and Electronic Communications Regulations (PECR) to electronic marketing.
7. Children, young riders and safeguarding
Our work may involve children and young riders. Where we collect information about a child, we aim to use age-appropriate explanations, limit collection to what is necessary, and involve a parent or guardian where required or appropriate. Consent and lawful-basis requirements depend on the particular activity and should not be assumed to be identical for coaching, marketing and online services.
We may process and disclose relevant information when reasonably necessary for safeguarding or to comply with law, using the appropriate lawful basis and safeguards.
8. Who receives personal information
We may share necessary information with authorised staff or contractors, coaches supporting delivery, IT and website providers, customer relationship management and email providers, payment processors, accountants, professional advisers and insurers, and public authorities where legally required.
Arevios / OmnisyncPro and underlying platform providers may process information to host websites, forms, contact records, automations and emails.
We do not sell personal information to marketing data brokers. This replaces the earlier policy’s absolute statement that no third party receives data without written permission with a more accurate explanation of necessary service-provider disclosures. We do not permit third parties to use personal data for their own unrelated marketing unless a separate lawful arrangement applies and we have disclosed it.
9. International data transfers
Some technology or service providers may access or store personal information outside the UK. Where UK data protection law requires safeguards for restricted international transfers, we will use a valid UK adequacy regulation or other appropriate transfer mechanism, together with any required risk assessment and contractual protections.
10. How long we keep information
We keep personal information only for as long as needed for the relevant purpose, including service delivery, legal duties, safeguarding, disputes and legitimate business records. We then delete, anonymise or securely archive it as appropriate.
Retention periods may differ for enquiries, marketing records, Scorecard answers, coaching notes, children’s records, memberships, financial records and safeguarding material. We may retain a limited record of an unsubscribe request to respect the choice
11. Security and confidentiality
We use proportionate organisational and technical measures to protect personal information, including access controls, appropriate account security, staff/contractor confidentiality, and incident-response procedures. No internet transmission or storage method is completely risk-free.
12. Your data protection rights
Subject to the circumstances and legal exemptions, you may have rights to be informed, access your information, correct inaccurate information, request erasure, restrict processing, object to processing, obtain portable data and withdraw consent. You may also have rights relating to certain automated decisions.
You can contact [email protected] to make a request. We may reasonably verify identity before releasing information. Subject access requests are generally free of charge; fees or refusal are possible only in limited circumstances permitted by law. We aim to respond within the applicable statutory period.
You may complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk. We welcome the opportunity to address concerns directly first, but you do not have to contact us before contacting the ICO.
13. Cookies and similar technologies
Our websites may use strictly necessary cookies to operate and secure the site, and optional analytics, personalisation or advertising technologies if configured. We will not set non-essential cookies or similar technologies requiring consent until we obtain valid consent.
We will provide clear cookie information and suitable choices, including a way to revisit preferences, where required.
14. External websites and social media
Our website or emails may link to third-party websites, social media platforms and payment pages. Their privacy practices are governed by their own notices. We encourage you to review those notices before sharing information directly with them.
15. Changes to this policy
We may revise this policy when our services, technology or legal obligations change. The latest version will appear on our website with its effective date. Where a change materially affects how we use information, we will take additional steps to inform people where required.
16. Contact details
Privacy contact: [email protected]
Parent company: The Mojo Queen Ltd
Subsidiary: Mojo Performance Systems Ltd
Website: www.mojoperformancesystem.com