1. This Privacy Notice explains how the club collects, uses, stores and protects personal information about its members, players, parents/carers, volunteers and visitors. We are committed to handling personal data responsibly, securely and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. The club is the “data controller” for the personal information we process. We use Play-Cricket (the ECB’s official cricket administration system) and ClubSport365 (our club-management and communication platform) to help us manage membership, fixtures, teams and communication.
3. We may collect and process the following types of information:
a. Members, Players and Parents/Carers.
(1) Name, address and contact details.
(2) Date of birth and gender.
(3) Emergency contact information.
(4) Medical or accessibility information relevant to participation.
(5) Membership and payment records.
(6) Attendance and availability information.
(7) Photography or video consent preferences.
b. Coaches, Volunteers and Officials.
(1) Contact details.
(2) DBS and safeguarding certification
(3) Coaching qualifications
(4) Role-related information
c. Through Play-Cricket.
(1) Player registration details.
(2) Match statistics and performance data.
(3) Team selections and availability.
(4) League registration information.
d. Through ClubSport365.
(1) Membership records.
(2) Attendance and availability.
(3) Communication preferences.
(4) Payment and subscription information (where applicable).
e. Website and Social Media Users.
(1) Information submitted through online forms.
(2) Photographs or videos (with consent where required).
4. We only collect information necessary for the safe and effective running of the club.
5. We use personal information to:
a. Manage club membership and communication.
b. Organise training, matches and events.
c. Record and publish fixtures, results and statistics via Play-Cricket.
d. Manage membership, payments and communication via ClubSport365.
e. Ensure the safety and wellbeing of children and adults at risk.
f. Maintain safeguarding and DBS records.
g. Share team selections and availability.
h. Promote the club (with appropriate consent for images).
i. Meet legal and regulatory obligations.
6. We do not use personal data for automated decision-making or profiling.
7. We process personal data under the following lawful bases:
a. Contract – to provide membership services and manage participation.
b. Legitimate interests – to operate and develop the club responsibly.
c. Legal obligation – safeguarding, health and safety, financial reporting.
d. Consent – for optional activities such as photography or marketing. Where consent is used, it can be withdrawn at any time.
8. We may share information with:
a. Play-Cricket (ECB) for registration, fixtures, results and statistics.
b. ClubSport365 for membership management and communication.
c. League or competition organisers.
d. Coaches, team managers and volunteers.
e. Medical professionals in an emergency.
f. DBS and safeguarding authorities where required.
g. IT or membership-management service providers.
9. We never sell personal data to third parties.
10. We take appropriate technical and organisational measures to keep personal data secure, including:
a. Password-protected systems.
b. Restricted access for authorised volunteers only.
c. Secure storage of paper records.
d. Regular review of data-handling practices.
11. Play-Cricket and ClubSport365 both operate secure, GDPR-compliant systems. Personal data is retained only for as long as necessary for club operations or legal requirements.
12. Under UK GDPR, individuals have the right to:
a. Access their personal data.
b. Request correction of inaccurate information.
c. Request deletion of data (where legally permitted).
d. Object to or restrict processing.
e. Withdraw consent.
f. Request data portability.
13. To exercise these rights, contact the Club Safeguarding Officer or Club Chair. Children’s Data
14. We take extra care when handling children’s information. We will:
a. Collect only what is necessary for participation and safety.
b. Seek consent from parents/carers where required.
c. Ensure children’s data is never shared publicly without explicit permission.
15. We will only use images of children:
a. With appropriate consent.
b. In line with ECB safeguarding guidance.
c. In a way that protects identity and dignity.
d. Parents/carers may withdraw consent at any time.
16. See also ECB Guidance - Photo, Video and Live Streaming that the Club has adopted in full.
17. If you have questions or concerns about how your data is used, please contact the Club Safeguarding Officer ([email protected]) and / or the Club Chair ([email protected]).
18. If you are not satisfied with our response, you can contact the Information Commissioner’s Office (ICO) (https://ico.org.uk/make-a-complaint/).
Chair
Wendover Cricket Club
