Privacy
How we handle your information.
We coach children, so we hold information about children. This page explains exactly what we collect, why, how long we keep it, and how to ask us to delete it. It is written to be read, not to protect us.
Last updated 6 October 2026.
Who we are
Aether Sports Academy coaches chess, cricket and scrabble to children across Nairobi, Kiambu and Machakos. We are the data controller for the information described here.
Questions, corrections or deletion requests — email our support team or call or message us on WhatsApp:
- Support — support@aethersportsacademy.co.ke
- Dennis — 0797 671 000
- Fredrick — 0795 669 571
- Adrian — 0743 229717
What we collect, and why
When you make an enquiry
- Your name, phone number and, if you give one, your email. So we can call you back.
- Your child's first name and age. So a coach can plan a session that suits them.
- The county and area you are in. So we can work out which coach is nearest.
- Anything you tell us in the "anything we should know" box. This is optional and entirely up to you.
If you have an account
- Your email address and a password. The password is stored only as a one-way hash — we cannot read it, and neither can anyone who obtains the database.
- Your children's names and ages.
- Sessions you have booked — dates, times and venues.
- Coaching notes written after a session: what was covered, what went well, what to practise.
If you pay through the site
- The phone number you paid from, the amount, and the M-Pesa receipt number. We never see or store your M-Pesa PIN. We do not store card details, because we do not take cards.
Information about your child
We keep this deliberately narrow: first name and age, the sport they are learning, their session times and venues, and the coaching notes. We do not ask for a date of birth, a school, a photo, or an ID number.
If you tell us something about a disability or a need we should plan around, we use it only to prepare the session and only the coaches involved see it. Please do not send us medical records or diagnoses — telling us what helps your child is far more useful to a coach than a clinical label, and it means we hold less about them.
The account belongs to you, the parent or guardian — not to the child. That is deliberate: consent for a child's information should sit with the adult responsible for them.
Who else sees it
We do not sell your information, and we do not share it for marketing. A small number of services necessarily handle parts of it in order for the site to work:
- Safaricom (M-Pesa) — processes the payment and therefore sees the paying phone number and the amount.
- Our email provider — delivers booking notifications and account emails.
- Our hosting provider — stores the database on their servers.
We would also share information if the law required us to, or if a child's safety depended on it.
We do not use advertising trackers or third-party analytics on this site.
How long we keep it
- Enquiries that do not become bookings: deleted after 12 months.
- Account, child and session information: kept while your account is open, and deleted [WITHIN X MONTHS] of you asking us to close it.
- Payment records: kept for [X YEARS] because tax rules require it, even after an account closes.
Your rights
Under Kenya's Data Protection Act, 2019 you can ask us to:
- tell you what we hold about you or your child;
- correct anything that is wrong;
- delete it;
- stop using it for a particular purpose.
Just ask — by phone, WhatsApp or email. We will not make it difficult, and there is no charge. If you are unhappy with how we respond, you can complain to the Office of the Data Protection Commissioner at odpc.go.ke.
How we protect it
- The site is served over an encrypted connection.
- Passwords are hashed, never stored in a readable form.
- Only administrators can see enquiries and account details. Coaches see only the children assigned to them.
- Accounts are signed out automatically after an hour of inactivity.
No system is perfect. If information is ever exposed, we will tell the people affected and the Data Protection Commissioner promptly.
Changes
If we start collecting something new, we will update this page and put the date at the top. We will not quietly widen what we do with information you have already given us.