1. Information We Collect
To manage the club safely and communicate with participants, we collect the following information:
Name
Email address
Mobile phone number
Whether you have attended the club before (used to determine eligibility for discounts)
Photo preferences (whether you consent to photos being taken of you)
For junior participants (under 18), contact details may be provided by a parent or guardian.
We only collect information that is necessary to run club events.
2. How We Use Your Information
We use your information only for club administration purposes, including:
Communicating about sessions, cancellations, or club updates
Managing attendance records
Identifying returning players who may qualify for discounts
Ensuring participant safety and contactability if needed
Managing photo preferences during club activities
Your information will never be sold, shared, or distributed outside the club.
3. How We Store Your Information
Your data is stored in a secure spreadsheet using Google Sheets. Access to this information is limited to:
The Club Secretary
The Club Chair
Both individuals are responsible for ensuring the information is handled appropriately.
4. Data Retention
We retain information only for as long as necessary.
Contact and attendance information: kept while you actively attend the club and for up to 1 year after your last attendance.
Financial records (if applicable): retained for up to 6 years to meet accounting requirements.
After these periods, personal data will be deleted.
5. Photography
Photos may occasionally be taken during club sessions or events.
Participants can indicate whether they consent or do not consent to being photographed. We respect these preferences and will make reasonable efforts to ensure individuals who do not consent are not included in photos.
Photos are used only for club-related purposes (e.g., website or promotional material).
6. Your Rights
You have the right to:
Request a copy of the personal data we hold about you
Ask for incorrect information to be corrected
Request that your information be deleted
Requests can be made by contacting the club committee.
7. Contact
If you have questions about how your data is handled, please contact the club Secretary.