Privacy Policy

Woking Pickleball Club

Last updated: September 2025

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1. Introduction

 

Woking Pickleball Club (“the Club”, “we”, “our”, “us”) is a community sports club based in Woking, UK. This privacy policy explains how we collect, use, and protect personal information when you visit our website or become a member of the Club.

This policy applies to all members, visitors, volunteers, and anyone who interacts with the Club online or offline.

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2. Personal Data We Collect

 

We may collect the following categories of personal data:

• Identity data: name, date of birth, gender (if required for membership or competition).

• Contact data: email address, phone number, postal address.

• Membership data: emergency contact details, medical information relevant to safe participation (if you choose to provide it).

• Payment data: transaction details (payments are processed via secure third-party providers; we do not store card details).

• Usage data: information about how you use our website, including cookies and browsing activity.

• Image data: photos or videos taken at club events (with notice provided).

 

3. How We Collect Data

 

We collect data in the following ways:

• Directly from you via membership forms, sign-up sheets, online forms, or email.

• Through payment providers when you pay membership fees or event charges.

• Automatically when you use our website (cookies and analytics).

• At events, where photographs or videos may be taken.

 

4. Purpose and Lawful Basis for Processing

 

We process personal data for specific purposes under the lawful bases set out in UK GDPR:

Purpose & Lawful Basis

Managing membership records - Contract (necessary for your membership)

Communicating about matches, events, and news - Legitimate interests (to run the Club effectively)

Ensuring safety and safeguarding (e.g. emergency contacts, medical details) - Vital interests / Legal obligation

Collecting payments for fees or events - Contract / Legal obligation

Sharing results with leagues or governing bodies - Legitimate interests / Legal obligation

Using photos/videos for publicity (website, social media) - Consent (you can withdraw at any time)

Meeting insurance, tax, or legal requirements - Legal obligation

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5. Data Sharing

 

We only share personal data where necessary and with appropriate safeguards:

• Payment providers: for processing membership and event fees.

• League or competition organisers: for registering teams and results.

• Insurance providers: where required for cover.

• Regulatory or legal authorities: if we are under a legal obligation.

We do not sell personal data to third parties.

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6. Cookies and Tracking

 

Our website may use cookies to:

• Enable core site functionality.

• Monitor website performance and usage through analytics.

• Improve user experience.

You can control cookies on our web site through the cookie options setting which appears on first visit (and subsequent visits if cookies have been deleted through the browser settings. For more information, see our Cookie Policy.

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7. Data Storage, Retention, and Security

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• Data is stored securely in password-protected systems and, where applicable, locked storage.

• Access is restricted to Club committee members who need it for their role.

• We keep membership and payment records for up to 6 years to meet HMRC and insurance obligations.

• Photos and publicity materials may be retained longer unless you request removal.

• Once retention periods expire, data will be securely deleted or destroyed.

 

8. International Transfers

 

Our website hosting or email services may involve transfers outside the UK. Where this occurs, we ensure appropriate safeguards are in place (e.g. providers operating under UK-approved data protection standards).

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9. Your Data Rights

 

Under UK GDPR, you have the following rights:

• Access: request a copy of your personal data.

• Rectification: ask us to correct inaccurate data.

• Erasure: request deletion of your data (where legally possible).

• Restriction: limit how your data is used.

• Portability: request a copy of your data in a usable format.

• Objection: object to processing based on legitimate interests.

• Withdraw consent: where processing relies on consent (e.g. photos).

To exercise these rights, contact us using the details below.

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10. Contact Details

 

Data Controller: Woking Pickleball Club Chair
Email: info@wokingpickleball.co.uk
Postal Address: Upper Lodge, Sheets Heath Lane, Woking, GU24 0EL

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11. Complaints

 

If you are unhappy with how we use your data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

ICO Helpline: 0303 123 1113
Website: www.ico.org.uk

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12. Policy Updates

 

We may update this policy from time to time to reflect changes in law or club operations. The latest version will always be published on our website.

Review Date: September 2026