This Privacy Policy explains how KaiZhan Ltd t/a VIA Academy ("VIA Academy", “we”, “us”, “our”) collects, uses, stores and protects personal data in connection with:

• The Elite Methodology Course
• The AI Coach Platform
• Mentorship sessions
• Digital learning content
• In-person club visits
• Participant communications

KaiZhan Ltd is registered in England & Wales (Company No. 12610906), with registered office at:

We act as Data Controller for Participants and Purchasers.

When Organisations upload or direct staff to upload player data, both VIA Academy and the Organisation may act as Joint Controllers or Independent Controllers, depending on context.

If you have additional questions or require more information about this Privacy Policy, do not hesitate to email us at hello@viaacademy.com with the subject line “Privacy Policy”, or contact us by post at our registered office at KaiZhan Limited, 506 Kingsbury Road, London, United Kingdom, NW9 9HE, or by phone or WhatsApp at +44 7311345970.

This Privacy Policy applies to:

• Course Participants
• Purchasers (Consumers or Organisations)
• Coaches uploading player data
• Individuals appearing in session recordings
• Users of the AI Coach Platform
• Visitors attending in-person club visits

We collect the minimum personal data required to deliver the Course safely, effectively, and legally.

4.1 Data You Provide to Us

Identification & Contact Data:

• Full name
• Email address
• Telephone number (optional)
• Organisation/club (if applicable)

Course Participation Data:

• Session attendance
• Assignments and uploaded documents
• Mentorship notes
• Interaction logs
• Reflections and methodology content

Financial Data:

• (Payments are processed by third-party providers; we never store full card details.)

4.2 Data Uploaded into the AI Coach Platform

Coaches may upload:

• Coaching methodology documents
• Tactical frameworks
• Session plans
• Player information (see below)

Player Data (including minors):

• Name or initials
• Age/playing group
• Position
• Individual Development Plans (IDPs)
• Performance reports, videos or notes
• Photos (if uploaded by the coach)

IMPORTANT:

Coaches and organisations must ensure they have lawful authority and parental consent before uploading data relating to minors.

4.3 Automatically Collected Data

• IP address
• Device type
• Browser type
• Usage statistics within the AI Coach Platform
• Learning analytics (course progress, activity logs)

4.4 Data Created by VIA Academy

We may generate the following:

• Mentor feedback
• AI-generated responses within the AI Coach Platform
• Course records
• Attendance logs

We process personal data under the legal bases permitted by UK GDPR:

5.1 Contractual Necessity

To deliver the Course, provide the AI Coach Platform, and fulfil our agreement we use data to:

• Provide access to digital content and sessions
• Deliver mentorship support
• Facilitate club visits
• Generate AI-derived planning prompts
• Contact you regarding course logistics

5.2 Legitimate Interests

We process data when necessary for:

• Platform security
• Quality assurance
• Improving course materials
• Staff training
• Preventing fraud or misuse
• Protecting welfare during club visits

We undertake balancing tests to ensure interests do not override your rights.

5.3 Consent

Required when:

• Uploading data relating to minors
• Recording sessions when opted in
• Including optional demographic info
• Using optional AI features or beta tools

4.4 Data Created by VIA Academy

We may generate the following:

• Mentor feedback
• AI-generated responses within the AI Coach Platform
• Course records
• Attendance logs

You may withdraw consent anytime.

5.4 Legal Obligations

We process data to comply with:

• Safeguarding requirements
• Financial record-keeping laws
• Responding to regulatory requests
• Health & safety obligations during club visits

The AI Coach Platform may use participant inputs to:

• Provide coaching responses
• Suggest session ideas
• Help structure tactical frameworks
• Connect methodology to player goals
• Organise and store a personal methodology
• Improve developmental planning

6.1 No automated decision-making with legal effect

The AI Coach Platform does not:

• Make decisions on behalf of Participants
• Produce legally binding outcomes
• Assess competence
• Profile Participants for automated decisions

All outputs are advisory only and must be reviewed using professional judgment.

We share data only with trusted third parties necessary to operate the Course.

7.1 Potential third-party processors

• Learning management systems
• AI hosting infrastructure
• Cloud storage providers
• Payment processors
• Booking/scheduling systems
• Email communication platforms
  
• Analytics Platforms

7.2 Clubs and venues

During in-person visits, clubs may collect:

• Visitor logs
• Identification data
• Safeguarding information

We do not share coaching notes, player data, or AI Coach Platform content with clubs unless explicitly authorised.

7.3 Organisations enrolling staff

Where an Organisation sponsors Participants:

• Progress data
• Attendance

We never share player data uploaded by coaches with Organisations unless necessary for safeguarding or legally required.

Some cloud providers may store data outside the UK.

We ensure:

• Appropriate safeguards
• Risk assessments
  
• Compliance with UK GDPR standards

No data is transferred to countries without adequate protections.

We retain:

• Course participation records: 6 years (legal & audit purposes)
• AI Coach Platform methodology: Until licence expiry (end of 2025/26 season)
  
• Player data uploaded by coaches: Until deletion by the coach or licence expiry
• Session recordings: 12 months
• Financial records: 6 years
  
• Safeguarding-related data: as required by law
  

Data no longer needed is securely deleted.

Under UK GDPR, you have:

• Right to access your data
• Right to rectification
  
• Right to erasure (“right to be forgotten”)
• Right to restrict processing
• Right to data portability
  
• Right to object to certain processing
  
• Right to withdraw consent
  
• Right to lodge a complaint with the ICO
  

Email: hello@viaacademy.com

We use:

• Encryption in transit and at rest
• Access controls and authentication
  
• Role-based permissions
• Secure development practices
• Staff training on data protection
  

Coaches must:

• Keep login details secure
• Not upload excessive or unnecessary personal data
  
• Avoid uploading sensitive data unless required

When coaches upload minors’ data:

• Parental/guardian consent is required
• Only minimal data needed for IDPs may be uploaded
  
• No health/medical data may be uploaded without explicit consent
• Photos and videos must follow safeguarding requirements

Organisations enrolling staff must ensure compliance with safeguarding law.

If the AI Coach Platform or website uses cookies which are not essential to manage login and user sessions, a separate Cookie Policy will be provided and linked.

We may update this Privacy Policy to reflect legal, technical, or operational changes.

Significant changes will be communicated via:

• Email
• Website update
  
• Platform notice

For questions or concerns, please contact us on hello@viaacademy.com