Privacy Policy - Wallington Sports Club

Wallington Sports Club respects your privacy. This policy explains, in plain English, how we collect, use, store and protect personal information in line with UK GDPR and the Data Protection Act 2018.

1. Who We Are

Wallington Sports Club is a sports and social club based at:
Wallington Sports Club
Hillside Gardens
Wallington
Surrey
SM6 9NX

Email: wallingtonsportsclub@outlook.com
Phone: 020 8669 8878

We are the data controller for the personal information we hold. The Club Chair oversees data protection matters on behalf of the Club.

2. What Information We Collect

We only collect information needed to run the Club, keep people safe and provide our services.
This may include:

• Contact details, such as name, address, email, phone number and WhatsApp number;
• Membership and participation details, including date of birth, age group, payment records, emergency contacts and parent or guardian details for junior members;
• New member application details, including where applicant names or details are displayed in the Club in line with the Club Rules;
• Medical, allergy, disability or safeguarding information where needed for safety, welfare or emergency purposes;
• Event booking, guest list and visitor information;
• Photographs, videos and livestreamed cricket footage;
• CCTV recordings for safety and security;
• Committee, governance, staff, volunteer, supplier and contractor records;
• Social media contact details or information you provide when interacting with the Club online.

3. New Member Applications and Notice Board Display

Under the Club Rules, new member applicant details may need to be displayed in the Club. Where an applicant does not know any existing members, their application form may be displayed on the Club notice board for up to one month to help them obtain a proposer and seconder.

Applicant details may also be displayed prominently in the Club for at least 7 days, in line with the Club Rules.
We will only display the minimum information needed. We will not display payment details, medical information, emergency contact details, safeguarding information or other unnecessary personal information.

4. How We Use Your Information

We use personal information to:

• Manage memberships, teams, sections and Club activities;
• Contact members, guests, parents or guardians, volunteers, suppliers and contractors;
• Organise events, private hires, bar operations and visitor lists;
• Manage payments, invoices and club records;
• Meet legal, licensing, safeguarding, health and safety, employment and governance requirements;
• Keep the club safe and secure, including through cctv;
• Share club news, fixtures, events and updates;
• Promote the club through photographs, videos, livestreaming, social media and other club channels;
• Respond to enquiries, complaints or incidents.

5. Our Lawful Basis

We only use personal information where we have a valid legal reason. This may include:

• Contract, such as managing memberships, bookings or supplier arrangements;
• Legitimate interests, such as club administration, security, promotion, communication and running the club properly;
• Legal obligation, such as licensing, employment, tax, accounting, safeguarding or health and safety requirements;
• Consent, where required, such as certain marketing, photography or video use;
• Vital interests, such as using information in a medical emergency.
Medical, allergy, disability or safeguarding information may be special category data. We will only collect and use it where necessary and will limit access to those who need it for safety, welfare, safeguarding or emergency purposes.

6. Sharing Information

We only share personal information where necessary, lawful and appropriate. We may share relevant information with Club sections, committee members, volunteers, coaches, service providers, sports governing bodies, league organisers, licensing authorities, police, insurers, regulators or legal advisers. We never sell personal data.
Information posted on public platforms, such as Facebook, YouTube or other Club channels, may be publicly visible.

7. WhatsApp, Facebook and Social Media Groups

We use email, phone, WhatsApp, Facebook and other messaging or social media services to communicate with members and others.
Members may choose to join Club WhatsApp groups, Facebook groups or similar groups. By joining, members understand that their name, profile photo, phone number, comments, messages and any content they post may be visible to other group members, depending on the platform and their privacy settings. Joining these groups is voluntary, and members may leave them at any time. Members who do not wish to use these platforms may ask for important Club information to be provided by another reasonable method where possible.

Members must not share other people’s contact details, messages, photographs, medical information, safeguarding matters or private information outside the group without permission. The Club may moderate or remove posts where needed to protect members, comply with Club rules or manage inappropriate content.

8. Photos, Videos and Livestreaming

We may take photographs and videos at Club sports, social and community events and may livestream cricket matches on Club channels. We will take particular care with children and vulnerable individuals. Where consent is required, we will obtain it. Members, parents or guardians may tell us if they do not wish themselves or their child to appear in photographs, videos or livestreamed content.

9. Marketing and Club Communications

We may contact members and others about Club news, fixtures, events, membership, venue hire, fundraising and Club activities.
Where we send direct marketing by email, text, WhatsApp or similar methods, we will only do so where we have a lawful basis and consent where required. People can opt out of marketing communications at any time. We may still send important administrative or service messages about membership, safeguarding, safety, payments, bookings or governance.

10. Cookies

Our website may use cookies to improve your experience and help us understand how the site is used.

11. Data Security

We use appropriate security measures to protect personal information, including access controls, password protection, secure storage and limiting access to those who need it. Committee members, staff and volunteers who handle personal information must do so carefully and follow their data protection responsibilities. Personal data should not be stored on personal devices, personal email accounts or unsecured shared folders unless approved and properly protected.

12. How Long We Keep Information

We only keep personal information for as long as needed for the purpose for which it was collected, including legal, accounting, insurance, safeguarding, or reporting requirements.
Usual retention periods include:

CCTV: usually 30 days, unless needed for an incident, investigation or legal matter;
New member applications and notice board details: for the period required by the Club Rules, including up to one month where an applicant needs a proposer and seconder, and at least 7 days where applicant details must be displayed;
Membership records: up to 7 years after membership ends;
Staff, volunteer, supplier and contractor records: as long as needed for legal, accounting, tax, insurance or Club administration purposes
Correspondence: usually up to 2 years;
Photos, videos and livestreamed footage: while relevant for Club history, promotion or community engagement, unless someone objects or withdraws consent where applicable;
WhatsApp and social media communications: as long as needed to manage the group, deal with the matter or maintain appropriate Club records;
Committee and governance records: as long as needed to maintain proper Club records and evidence of decisions

13. Your Rights

You have rights over your personal information, including the right to:

access the information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to delete your information in certain circumstances;
ask us to restrict how we use your information;
object to certain uses of your information;
withdraw consent where we rely on consent;
ask for your information to be transferred to another organisation in certain circumstances.

You can also tell us if you:

have concerns about your name or application details being displayed on the Club notice board;
do not wish to appear in photographs, videos or livestreamed cricket matches;
Prefer not to be contacted through WhatsApp, Facebook, email, phone or social media;
want to opt out of marketing communications.

To contact us about your data, email:

wallingtonsportsclub@outlook.com
You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

ICO website: ico.org.uk
ICO telephone: 0303 123 1113

14. Services Outside the UK

Some services we use, such as email, website, messaging and social media platforms, may process personal information outside the UK.
Where this happens, we will rely on appropriate safeguards where required.

15. If Something Goes Wrong

If we become aware of a personal data breach, we will take steps to understand what happened, limit any harm and decide what action is needed.
Where required by law, we will report the breach to the Information Commissioner’s Office and/or tell affected individuals.
Any suspected data breach should be reported promptly to the Club Chair or Management Committee.

16. Changes to This Policy

We may update this policy from time to time. The latest version will be available on our website.