Legal

Privacy Policy

Last updated: October 8, 2026

EBM International Sports Academy collects only the information reasonably necessary to register athletes, manage academy participation, communicate with families and coaches, process payments, and operate academy programmes across Osun State, Nigeria.

Information We Collect

Players aged 13 and above may request their own account. We collect their name, date of birth, email, protected password, and acceptance date. For under-18s we also collect a guardian's name and email and record their approval before programme registration. Guardian email links expire and can be used once. Email verification and approval messages are delivered through our email provider.

Account permission does not replace separate travel, medical or media permissions. Contact admin@ebmsportsacademy.com to correct details, withdraw permission, or request account closure. Self-declared dates of birth and guardian relationships may be checked by the academy during onboarding.

Eligible account holders can request a password reset email at their registered address. We store a protected, time-limited reset token and use our email provider to send reset links and password-change notices. Reset links expire after 30 minutes and work once. Password changes invalidate existing sign-in sessions. We do not send your password by email.

• Parent or guardian account details such as name, email address, and contact information.
• Athlete registration details such as student name, date of birth, gender, school, club, age category, and local government.
• Coach account details and academy-issued coach identification information.
• Payment-related records such as transaction references, payment purpose, status, and payer email.
• Website usage, announcement, and scheduling interactions needed to provide academy services.

How We Use Information

• To create and manage parent, player, coach, and admin accounts.
• To register athletes and maintain academy records.
• To organise team participation, training, schedules, travel activities, and announcements.
• To process registration fees, tuition, and approved academy payments.
• To respond to enquiries and provide support to families, schools, coaches, and partners.

How We Protect Information

We use role-based account access, password protection, session controls, and restricted admin access to help protect personal and operational information. Payment transactions are processed through approved third-party payment services and are not stored in full card detail by the academy website.

Sharing Of Information

We do not sell personal information. Information may be shared only when necessary with approved service providers, payment processors, or academy operations personnel who need it to deliver services, support athlete participation, or comply with legal requirements.

Children's Information

Athlete information may be submitted by a parent, guardian, authorised academy representative, or an eligible player aged 13 or above. Players under 18 need guardian approval before programme registration. Families should provide accurate information and notify the academy when important details change.

EBM e-Receptionist on WhatsApp

When enabled, EBM e-Receptionist identifies itself as an AI assistant. WhatsApp and Meta process messages through the WhatsApp Business Platform. We temporarily use your phone number to reply and ask for consent; before consent, the assistant discards free-text content rather than storing it. Initial contact records expire after seven days of inactivity. People under 18 should ask a parent or guardian to contact us from their own account.

Adults must explicitly agree before their conversation is stored for authorised staff or submitted to OpenAI to generate academy answers. Our application requests no stored OpenAI response, but this does not guarantee zero provider retention. See OpenAI's data controls. Do not send children's names, medical records, identity documents, passwords or financial account details. AI answers can be mistaken; staff should confirm important admissions information.

Recruitment follow-up needs a separate affirmative permission. With that permission, we store your WhatsApp number and optional adult name, relationship to the applicant, sport, applicant age range and town or LGA. Authorised admins can review consent, manage follow-up notes and reply to your enquiry. We do not treat visiting the website, starting a WhatsApp chat or agreeing to AI answers as permission for recruitment marketing.

The bot retains up to 40 recent conversation entries for no more than 30 days. Lead contact details and staff notes expire after 90 days of inactivity; contacts without follow-up permission expire after 30 days of inactivity once chat consent is given. Encrypted processing and delivery queues expire after seven days. Cleanup runs hourly while the server is running. Backups may retain earlier records until they expire under the backup schedule.

Send HUMAN to pause automated answers, NO FOLLOWUP to withdraw recruitment follow-up permission, or STOP (or DELETE) to erase this bot's stored contact, conversation and lead details and end contact. A keyed opt-out marker is retained to honour your choice; sending START explicitly begins a new consent process. These commands do not delete independent registration, payment, Meta or OpenAI records. Contact the academy for other deletion requests. Human support is provided by Dr. OAT, Head of Recruitment Operations, Monday-Friday 8 AM-5 PM and Saturday-Sunday 8 AM-2 PM West Africa Time, subject to staff availability.

Assisted Registration

When available, assisted registration uses your authenticated website account to save and review application details, initiate payment and obtain an academy decision. Registration processing is separate from optional recruitment follow-up or marketing permission. Provide children's details, dates of birth and necessary medical information only through the secure website, not WhatsApp. Registration guidance does not send application fields to an AI provider.

Optional WhatsApp account linking requires a single-use command that expires after ten minutes and confirmation in your website account. Linking does not give anyone access to private applications through WhatsApp. You can unlink on the website; STOP also removes the link. Registration messages may be withheld when free delivery cannot be established, and your website account remains the place to continue.

Unsubmitted assisted drafts are encrypted and expire 30 days after creation; hourly cleanup erases their field contents. Cancelling an unsubmitted draft also erases its contents. Submitted applications, payment records, decisions and audit records are kept separately for academy operations and financial accountability under the retention policy below. STOP does not cancel an application or delete those records. Aggregated security alerts contain no message bodies and expire after 30 days. Contact the academy for access, correction or deletion requests.

Optional Recruitment Lead Register

When enabled, adults may separately confirm recruitment follow-up by WhatsApp, telephone or email in their signed-in account. Historical WhatsApp consent does not grant new channel or marketing permission. Refusal does not prevent enquiries, registration or legitimate application updates. Marketing and newsletters are not enabled by this register.

We save confirmed adult name, role, verified contact details, sport, applicant age range, town/LGA, preferred contact time and selected assistance needs. Do not provide child identifiers, dates of birth, medical records, credentials or payment information in this register. Website email verification and two-sided WhatsApp linking establish the contact destinations; changed destinations require renewed verification. A user-selected application association uses ownership checks and does not copy sensitive application fields into the lead profile.

Authorised administrators can manage staff tasks and export minimal, channel-specific recruitment CSV snapshots. These exports are not permanent permission to contact you. Staff must recheck eligibility before contact, restrict access and delete copies within seven days or sooner after correction or withdrawal. The academy can identify affected exports but cannot remotely erase downloaded files; exporters must acknowledge their cleanup.

Lead profiles expire after 90 days without your own confirmed preference update or new assistance request. Staff viewing, exporting, scheduling or contacting you does not renew that period. Cleanup runs hourly while the server runs; expired records are immediately ineligible for contact/export. Minimal consent, task and export audit evidence is generally retained for 180 days. Outstanding export-cleanup evidence is retained until acknowledged and reviewed. Backups follow their separate expiry schedule; financial and registration records are not erased by recruitment withdrawal.

Use your recruitment preferences to access, correct or erase the lead profile or withdraw individual channels. In your linked WhatsApp chat, NO CALLS, NO EMAIL or NO WHATSAPP FOLLOWUP withdraws that channel; NO FOLLOWUP withdraws all recruitment permission, while STOP erases bot and lead profiles and suppresses bot contact. START does not restore optional lead consent. Staff can record withdrawal/deletion requests; contact the academy for other access or correction requests.

The lead register itself does not send profile fields to an AI provider or send automatic calls, emails or WhatsApp outreach. Existing chat and registration providers remain separate as described above. International processing, child-data protections, retention and appropriate lawful grounds require qualified Nigerian data-protection review before activation; this implementation does not guarantee legal compliance.

Retention

Academy records are retained for operational, safeguarding, financial, and administrative purposes for as long as reasonably necessary, unless a longer retention period is required by applicable law or academy policy.

Your Choices

Parents and authorised account holders may contact the academy to request updates to account or athlete information. Certain records may need to be retained where required for finance, safeguarding, or operational reasons.

Contact

For privacy-related questions, please contact EBM International Sports Academy through the website contact options or the academy administration team.