Privacy Policy

Guiseley Netball Club (“the Club”, “we”, “our”, or “us”) is committed to protecting and respecting your personal data. This Privacy Policy explains how we collect, use, store, and protect personal information relating to our members, participants, volunteers, and supporters.

Guiseley Netball Club is affiliated with England Netball. England Netball’s Privacy Policy can be viewed at englandnetball.co.uk/terms-and-conditions.

For any questions relating to this Privacy Policy or your personal data, please contact our Data Protection Lead at guiseleynetballclub@gmail.com.

What Information We Collect

We may collect and process the following personal information:

• Name

• Email address

• Phone number

• Emergency contact details

• Date of birth or age category

• England Netball membership information

• Attendance and session booking information

• Medical or injury information relevant to participation and safety

• Photographs and video recordings where consent has been provided

• Communication preferences

We only collect information that is necessary for the administration and safe operation of the Club.

How We Collect Your Information

We may collect personal information through:

• England Netball’s ENgage system

• Google Forms

• Spond

• Email communications

• WhatsApp groups

• In-person registration and sign-ups

• Direct communication with committee members or coaches

Why We Use Your Information

Contractual & Club Administration Purposes

We use personal information to:

• Register and manage Club membership

• Organise training sessions, fixtures, and events

• Communicate important Club updates

• Manage payments and membership records

• Respond to enquiries and support requests

• Ensure participants are placed in appropriate sessions or competitions

Legitimate Interests

We may process personal information where it is necessary for the legitimate interests of running and developing the Club, including:

• Promoting participation in netball

• Coordinating teams, training, and competitions

• Communicating schedules, cancellations, and event information

• Managing volunteers and committee operations

• Maintaining Club records and governance

Safeguarding & Legal Obligations

Where necessary, we may process personal information to:

• Support safeguarding responsibilities

• Respond to welfare or disciplinary concerns

• Comply with legal or regulatory obligations

• Protect the safety and wellbeing of members

This may include sharing information with England Netball, leagues, safeguarding authorities, or other relevant organisations where required.

Photography & Social Media

The Club may take photographs and/or video recordings during training sessions, matches, or events for promotional purposes, including use on:

• Social media channels

• The Club website

• Marketing materials

We will only use photographs or videos where appropriate consent has been provided. Consent can be withdrawn at any time by contacting the Club.

The Club will make reasonable efforts to ensure that images are used appropriately and respectfully and will not knowingly publish images or information that may place members at risk or cause distress.

Club Communications

The Club may use email, WhatsApp groups, and Spond to communicate important information, including:

• Training updates

• Fixture information

• Event reminders

• Match availability, fees, and payments

• Club announcements

Participation in WhatsApp groups is voluntary. Please note that phone numbers may be visible to other group members within WhatsApp.

Members can request removal from communication groups at any time.

Sharing Your Information

We may share relevant personal information with:

• England Netball

• Leagues, counties, or competition organisers

• Coaches and authorised committee members

• Safeguarding or legal authorities where required

• Service providers used for Club administration

We use trusted third-party services, including Google services (such as Google Forms and Google Drive) and Spond, to support Club administration, communication, registration, and payment management.

We do not sell personal information to third parties.

How We Store & Protect Your Information

Club documents and records are owned and managed through the Club’s central Google account.

Access to files is restricted to relevant committee roles based on operational need. Sensitive information, including safeguarding records, is only accessible to authorised individuals.

We take reasonable steps to protect personal information through:

• Password-protected systems

• Restricted access permissions

• Secure cloud storage

• Removal of access when committee roles change

How Long We Keep Your Information

We only retain personal information for as long as necessary for Club administration, safeguarding, insurance, legal, or regulatory purposes.

Where appropriate, information will be securely deleted when no longer required.

Your Rights

Under UK data protection law, you have the right to:

• Request access to the personal information we hold about you

• Request correction of inaccurate information

• Request deletion of your personal information

• Request restriction of processing

• Object to certain uses of your personal information

To exercise any of these rights, please contact the Club.

If you are unhappy with how your information has been handled, you also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in Club operations, legal requirements, or data protection practices.

The latest version will always be available via the Club website or upon request.