1. Introduction And Acceptance

Welcome to the Athlete Wellbeing Portal ("Platform," "Portal," or "Service"). These Terms and Conditions ("Terms," "Agreement") constitute a legally binding contract between you ("User," "you," "Athlete") and Sport Cares Limited (Company Number: 16018870, registered office: Enterprise House, Essential Enterprise Village, Field Head Lane, Birstall, WF17 9BN) ("we," "us," "our," "Sport Cares Ltd," or "Company").

By registering for, accessing, or using the Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms in their entirety, together with our Privacy Policy and any additional policies referenced herein. If you do not agree to these Terms, you must immediately cease all use of the Platform and may not create an account.

Your continued use of the Platform following any amendments to these Terms constitutes acceptance of those changes.

2. Eligibility And User Verification

2.1 Age Requirements

• You must be at least 16 years of age to register for and use the Platform
• Users aged 16-17 (minors) must obtain verifiable consent from a parent or legal guardian prior to registration
• Sport Cares Ltd reserves the right to request proof of age and parental consent at any time

2.2 Authorised Users

You must be one of the following to access the Platform:

• A registered athlete affiliated with an authorised sporting organisation partnered with Sport Cares Ltd
• An authorised staff member, coach, or wellbeing professional with legitimate access rights
• A guardian or parent of a minor athlete (with appropriate permissions)

2.3 Registration Obligations

You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information to keep it accurate and current
• Notify us immediately of any unauthorised use of your account
• Accept full responsibility for all activities conducted through your account

2.4 Right to Refuse Service

Sport Cares Ltd reserves the absolute right to refuse service, terminate accounts, or remove content at our sole discretion, including for users who do not meet eligibility criteria or who violate these Terms.

3. Purpose And Scope Of The Platform

3.1 Platform Objectives

The Platform is designed exclusively to:

• Support and enhance athlete mental, physical, emotional, and social wellbeing
• Provide access to educational resources, self-assessment tools, and wellbeing tracking features
• Facilitate secure communication between athletes and authorised wellbeing professionals
• Enable data collection and analysis for safeguarding, performance support, and organisational duty of care

3.2 Not a Medical Service

IMPORTANT NOTICE: The Platform does NOT:

• Provide medical diagnosis, treatment, or clinical healthcare services
• Replace professional medical advice, psychiatric care, or emergency services
• Create a doctor-patient, therapist-client, or similar professional relationship
• Guarantee any specific health or performance outcomes

3.3 Emergency Situations

IF YOU ARE EXPERIENCING A MEDICAL EMERGENCY OR MENTAL HEALTH CRISIS, DO NOT USE THIS PLATFORM. IMMEDIATELY CONTACT:

• Emergency Services: 999 (UK)
• Samaritans: 116 123
• Crisis Text Line: Text SHOUT to 85258
• Your designated safeguarding officer or medical professional

The Platform is not monitored 24/7 and should never be used for urgent or emergency communications.

4. User Responsibilities And Acceptable Use

4.1 Permitted Use

You agree to use the Platform solely for:

• Accessing wellbeing resources and support services
• Legitimate communication with authorised personnel
• Self-monitoring and personal development purposes
• Purposes consistent with your role and authorised access level

4.2 Account Security

You are solely responsible for:

• Maintaining the confidentiality of your username, password, and login credentials
• All activities that occur under your account, whether authorised or unauthorised
• Implementing reasonable security measures to prevent unauthorised access
• Logging out from shared or public devices

You must immediately notify us at info@sportcares.co.uk if you suspect any unauthorised access or security breach.

4.3 Prohibited Conduct

You expressly agree NOT to:

• Use the Platform for any unlawful purpose or in violation of these Terms
• Provide false, misleading, or fraudulent information
• Impersonate any person or entity or misrepresent your affiliation
• Upload, post, or transmit any content that is harmful, threatening, abusive, harassing, defamatory, discriminatory, obscene, or infringing on intellectual property or privacy rights
• Attempt to gain unauthorised access to any portion of the Platform, other user accounts, or connected systems
• Interfere with or disrupt the Platform's operation or servers
• Use automated systems (bots, scrapers, etc.) to access the Platform without written permission
• Reverse engineer, decompile, or attempt to extract source code
• Remove, obscure, or alter any proprietary notices or labels
• Use the Platform to collect or harvest personal data of other users
• Share your login credentials with unauthorised third parties

4.4 Content Standards

All content you submit must:

• Be truthful and accurate to the best of your knowledge
• Comply with applicable laws and regulations
• Respect the rights and dignity of others
• Not breach confidentiality or professional obligations

5. Health And Wellbeing Disclaimer

5.1 Informational Purposes Only

All content, tools, resources, and information provided on the Platform are for general informational and educational purposes only. They are not intended as, and should not be relied upon as, professional medical, psychological, psychiatric, or therapeutic advice.

5.2 No Professional Relationship

Use of the Platform does not create any professional relationship between you and Sport Cares Ltd, including but not limited to doctor-patient, therapist-client, counselor-counselee relationships, or any duty of care beyond our safeguarding obligations.

5.3 Individual Responsibility

You acknowledge and agree that:

• You are solely responsible for decisions regarding your health and wellbeing
• You should always consult qualified healthcare professionals before making health-related decisions
• Sport Cares Ltd makes no representations or warranties regarding the accuracy, completeness, or suitability of Platform content for your specific circumstances
• Results from self-assessment tools are indicative only and not diagnostic

5.4 Limitation of Reliance

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SPORT CARES LTD DISCLAIMS ALL LIABILITY FOR ANY HARM, INJURY, OR ADVERSE OUTCOME RESULTING FROM YOUR RELIANCE ON PLATFORM CONTENT OR YOUR FAILURE TO SEEK APPROPRIATE PROFESSIONAL CARE.

6. Data Protection, Confidentiality, And Privacy

6.1 Commitment to Data Protection

Sport Cares Ltd is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and all other applicable data protection legislation.

6.2 Data Controller

Sport Cares Ltd acts as the Data Controller for personal data processed through the Platform. Our registered office is: Enterprise House, Essential Enterprise Village, Field Head Lane, Birstall, WF17 9BN.

6.3 Types of Data Collected

We collect and process personal identification data, account data, sensitive wellbeing data (special category data including mental health information, physical health data, and self-assessment responses), and technical data including IP address and usage analytics.

6.4 Legal Basis for Processing

We process your personal data under the following legal bases: Consent (for sensitive wellbeing data and marketing), Legitimate Interests (for platform operation and security), Legal Obligation (for safeguarding and regulatory compliance), and Vital Interests (where necessary to protect life or prevent serious harm).

6.5 How We Use Your Data

Your data is used exclusively for providing Platform services, delivering personalised wellbeing support, facilitating communication with authorised wellbeing staff, safeguarding and duty of care obligations, compliance with legal requirements, and sending service-related communications. Marketing communications are only sent with your explicit consent.

6.6 Data Storage and Security

All data is stored on secure servers within the United Kingdom or European Economic Area. We implement industry-standard technical and organisational measures including end-to-end encryption, AES-256 encrypted storage, SSL/TLS encryption, multi-factor authentication, regular security audits, and access controls. All staff are bound by strict confidentiality obligations.

6.7 Data Sharing and Disclosure

Your data may be accessed by designated wellbeing officers, safeguarding officers, and trusted third-party processors providing cloud hosting, technical support, and email services. All third parties are contractually bound to GDPR-compliant data processing agreements. We may disclose your data without consent where required by law, to protect vital interests, for safeguarding, or to prevent crime. We will NEVER share your personal data with third parties for their own marketing purposes without your explicit consent.

6.8 Your Data Protection Rights

Under UK GDPR, you have the right to access, rectify, erase, restrict, and port your personal data, to object to processing, to withdraw consent, and to complain to the Information Commissioner's Office (ICO). To exercise any of these rights, contact us at: info@sportcares.co.uk

6.9 Cookies and Tracking Technologies

The Platform uses cookies and similar technologies. For detailed information, please see the Cookies and Website Analytics section of our Privacy Notice.

6.10 Privacy Policy

This section summarises key data protection provisions. For comprehensive details, please review our full Privacy Policy, which forms part of these Terms.

7. Marketing Communications And Consent

7.1 Types of Marketing Communications

With your consent, we may send you information about wellbeing resources, platform updates, events, workshops, athlete support initiatives, and services offered by Sport Cares Ltd.

7.2 Consent Requirements

We will only send marketing communications where you have provided clear, informed, and explicit consent, or where we are otherwise permitted under applicable law.

7.3 Consent Recording

Your marketing preferences including when and how consent was provided, what you consented to, and any subsequent changes or withdrawals will be securely recorded and maintained for compliance and regulatory purposes.

7.4 Your Rights Regarding Marketing

You have the absolute right to withdraw consent at any time, opt out of all or specific types of marketing, and update your communication preferences. You may do so by clicking the "unsubscribe" link in any marketing email, adjusting your preferences in your account settings, or contacting us at info@sportcares.co.uk.

7.5 Effect of Withdrawal

Withdrawing marketing consent will not affect your ability to use the Platform, your access to wellbeing services, or prevent us from sending essential service communications such as security alerts, policy updates, and safeguarding matters.

7.6 Service Communications

Regardless of marketing preferences, we reserve the right to send account notifications, security alerts, Terms and Conditions or Privacy Policy updates, safeguarding communications, and legal notices. These are essential to Platform operation and cannot be opted out of while you maintain an active account.

8. Safeguarding, Duty Of Care, And Monitoring

8.1 Safeguarding Commitment

Sport Cares Ltd takes safeguarding extremely seriously. We are committed to protecting the welfare of all users, particularly children and vulnerable adults, creating a safe environment for wellbeing support, and complying with all relevant safeguarding legislation and best practice guidance.

8.2 Monitoring and Intervention Rights

To fulfil our safeguarding obligations, we reserve the right to monitor Platform activity, communications, and content where appropriate and proportionate; review user-submitted content for safeguarding concerns; implement automated systems to detect potential risks; intervene promptly where we identify risk of harm; escalate concerns to appropriate authorities; and contact emergency services where there is immediate risk to life.

8.3 Disclosure of Information

Notwithstanding any confidentiality provisions, we may disclose your information where necessary to protect life, fulfil safeguarding obligations, comply with legal requirements, or prevent serious harm to you or others. Note: Section 8.3 is incomplete in the source document and requires completion before this page goes live.

1. Introduction

Sport Cares ("we", "our", "us") is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Notice explains how we collect, use, store, share and protect information when you use the Sport Cares Live Chat service and our website.

We process personal information in accordance with applicable UK data protection legislation, including:

• UK General Data Protection Regulation (UK GDPR);
• Data Protection Act 2018; and
• other applicable privacy and electronic communications legislation.

By using our services, you acknowledge that you have read this Privacy Notice.

2. Who We Are

Sport Cares provides mental wellbeing and support services for athletes and individuals participating in sport.

Data Controller

Sport Cares
Address: Sport Cares, Enterprise House, Essential Enterprise Village, Fieldhead Lane, Birstall, WF17 9BN.
Email: info@sportcares.co.uk

If appointed, contact details for our Data Protection Officer (DPO) are available on our website.

3. Information We Collect

Information You Choose to Provide

When using the Live Chat service, you may voluntarily disclose information including:

• wellbeing concerns;
• mental health information;
• physical health information;
• sporting or performance-related issues;
• details about relationships, employment or education;
• other information you choose to share during conversations.

Please avoid sharing identifying information unless necessary.

Technical Information

When you access our website or Live Chat service, we may automatically collect:

• IP address;
• browser type and version;
• device information;
• operating system;
• website usage information;
• date and time of access;
• security and audit logs;
• cookie and analytics information (where applicable).

Some of this information may constitute personal data under UK data protection law (ico.org.uk).

4. Special Category Data

Information concerning mental health, emotional wellbeing and medical conditions may constitute "special category personal data" under UK GDPR and is subject to additional protections (ico.org.uk).

Where we process such information, we do so only where a lawful basis and an appropriate condition for processing apply.

5. How We Use Information

We may use information for the following purposes:

Delivering Support Services

• providing wellbeing support;
• responding to chat enquiries;
• facilitating therapeutic conversations;
• making referrals to appropriate services where necessary.

Service Administration

• managing and operating the service;
• maintaining service security;
• investigating misuse or abuse of the service;
• resolving technical issues.

Safeguarding

• protecting users who may be at risk;
• responding to concerns regarding self-harm or suicide risk;
• protecting children or vulnerable adults;
• complying with safeguarding obligations.

Service Improvement

• quality assurance;
• staff training and supervision;
• monitoring service effectiveness;
• improving user experience.

Research and Statistical Analysis

We may use anonymised or aggregated information for:

• research into mental health and wellbeing;
• service evaluation;
• impact reporting;
• academic or educational purposes.

Where reasonably possible, information will be anonymised before being used for research purposes. Anonymous information is not personal data under data protection law (ico.org.uk).

6. Legal Basis for Processing

Depending on the circumstances, we process personal information on the basis of:

• legitimate interests;
• provision of requested services;
• compliance with legal obligations;
• protection of vital interests;
• explicit consent where required.

Where special category health-related information is processed, we rely on an appropriate condition under Article 9 UK GDPR (ico.org.uk).

7. Confidentiality and Safeguarding

We treat conversations as confidential.

However, confidentiality is not absolute. Information may be shared where we reasonably believe that:

• there is a serious risk of harm to you or another person;
• a child or vulnerable adult may be at risk;
• disclosure is required by law, court order or regulatory obligation;
• disclosure is necessary to protect vital interests or for safeguarding purposes.

Where possible and appropriate, we will seek to discuss any necessary disclosure with you.

8. Who We Share Information With

We do not sell personal information.

We may share information with:

• therapists, clinical supervisors and authorised staff;
• safeguarding authorities;
• emergency services;
• healthcare professionals;
• law enforcement agencies;
• legal or regulatory bodies;
• technical service providers supporting our systems.

Access is restricted to individuals who require the information for legitimate purposes.

9. International Transfers

Where information is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place as required by UK data protection law.

10. Data Retention

Sport Cares will retain personal information only for as long as is reasonably necessary for the purposes described in this Privacy Notice, including service delivery, safeguarding, quality assurance, legal compliance and research activities where appropriate.

Unless a longer retention period is required by law, regulation, safeguarding obligations, insurance requirements or ongoing investigations:

• Technical and security logs may be retained for up to 12 months.
• Live chat transcripts may be retained for up to 7 years from the date of the conversation for safeguarding, quality assurance, clinical governance and legal purposes.
• Complaints, incidents and safeguarding records may be retained for up to 7 years following closure of the matter.
• Where a safeguarding concern relates to a child or vulnerable adult, records may be retained for longer where necessary to meet legal, regulatory or safeguarding obligations.
• Information used for research, training or service improvement will, wherever reasonably practicable, be anonymised before use.
• Fully anonymised information may be retained indefinitely for statistical, research, educational and service evaluation purposes, as it no longer identifies any individual.

At the end of the applicable retention period, information will be securely deleted, destroyed or anonymised in accordance with our data retention and information security procedures.

Sport Cares maintains a Data Retention Schedule which can be made available upon request.

11. Security

We use appropriate technical and organisational measures designed to protect information against:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure;
• destruction.

No internet-based service can guarantee absolute security, but we take reasonable steps to safeguard information.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• maintain website functionality;
• improve user experience;
• understand website performance;
• support security measures.

Further information is provided in our Cookie Notice.

13. Your Rights

Subject to applicable law, you may have the right to:

• access your personal information;
• request correction of inaccurate information;
• request deletion of personal information;
• restrict processing;
• object to processing;
• request portability of certain information;
• withdraw consent where consent is relied upon.

Please note that if the service is genuinely anonymous and we cannot identify you, we may be unable to locate records relating to you.

14. Complaints

If you have concerns about how your information is handled, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

15. Changes to this Privacy Notice

We may update this Privacy Notice from time to time.

The latest version will always be available on our website and will indicate the date of the most recent update.

Contact Us

If you have questions about this Privacy Notice or our data protection practices, please contact:

Sport Cares – Info@sportcares.co.uk

1. Acceptance of Terms

By accessing and using the Sport Cares Live Chat service, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use. If you do not agree to these terms, please do not use this service.

2. Service Description

The Sport Cares Live Chat and helpline is a confidential support platform designed to connect athletes with qualified therapists for mental health and wellbeing support. This service provides a safe space for athletes to discuss concerns, seek guidance, and access professional therapeutic support.

3. Anonymous Service

We aim to provide this live chat service on an anonymous basis. You are not required to provide nor do we collect, store, or require any personally identifiable information such as your name, email address, telephone number, or location. You are not required to create an account or provide any identifying details to use this service. All conversations are conducted on an anonymous basis to protect your privacy. However, certain technical information (such as IP addresses, device information, security logs and website analytics data) may be processed automatically for security, operational and service improvement purposes. Further details are provided in our Privacy Notice.

4. Not for Emergencies or Crisis Situations

IMPORTANT: This live chat service is NOT intended for emergency situations or immediate crisis intervention. If you are experiencing a medical emergency, are in immediate danger, or are having thoughts of harming yourself or others, please find the emergency details for your country on the Need Help Now — Support Near You page.

This service is designed for supportive conversations and therapeutic guidance, not for urgent or life-threatening situations.

5. Qualified Therapists

All therapists available through the Sport Cares Live Chat are qualified mental health professionals. However, this service does not replace comprehensive mental health treatment, ongoing therapy, or medical care.

6. Scope of Service

The live chat is intended for:

• General mental health and wellbeing support
• Discussion of athletic performance-related concerns
• Stress, anxiety, and emotional wellbeing conversations
• Guidance and coping strategies
• Referrals to additional resources when appropriate

7. Confidentiality and Limitations

Whilst this service is anonymous and confidential, therapists may be required to break confidentiality in situations involving:

• Imminent risk of harm to yourself or others
• Suspected abuse or neglect of minors or vulnerable adults
• Legal requirements or court orders

8. Archived Data and Research

Chat conversations may be archived and stored for research purposes to improve mental health services and support for athletes. All archived data is completely anonymous and is not linked to you as an individual athlete in any way. No personally identifiable information is collected or stored in connection with these conversations. The archived data may be used for:

• Research into athlete mental health and wellbeing
• Service improvement and quality assurance
• Training and educational purposes
• Statistical analysis and reporting

All research use of archived data will be conducted in accordance with applicable data protection regulations and ethical research standards.

9. User Responsibilities

Users agree to:

• Use the service respectfully and appropriately
• Provide honest information during conversations
• Not use the service for illegal activities or harassment
• Understand that anonymous chat is not a substitute for formal diagnosis or treatment
• Seek appropriate emergency services when needed

10. Technical Requirements

Users are responsible for ensuring they have appropriate internet connectivity and compatible devices to access the live chat service.

11. Availability

Whilst we strive to provide consistent access to therapists, availability may vary. Response times are not guaranteed, and the service may experience temporary interruptions.

12. No Guarantee of Outcomes

Sport Cares makes no guarantees regarding specific outcomes or results from using the live chat service. The effectiveness of therapeutic support varies by individual.

13. Modifications to Terms

Sport Cares reserves the right to modify these Terms of Use at any time. Continued use of the service following any changes constitutes acceptance of the revised terms.

14. Termination

Sport Cares reserves the right to terminate or suspend access to the live chat service for any user who violates these Terms of Use or engages in inappropriate behaviour.

15. Disclaimer

This service is provided "as is" without warranties of any kind. Sport Cares is not liable for any damages arising from the use or inability to use this service.

16. Contact

For questions about these Terms of Use, please contact Sport Cares through our official website or designated support channels.