PRIVACY POLICY

Radcliffe Knights Badminton Club is a community amateur sports club based at South Nottinghamshire Academy, Glebe Lane, Radcliffe on Trent, Nottingham NG12 2FQ. For any privacy questions, contact the club at radcliffeknights@gmail.com.

• Identity & contact: name, email address, phone number, postal address, date of birth.
• Membership details: membership tier, playing experience, Badminton England (BE) number, previous/current club, team availability.
• Emergency contacts: name and phone number of a nominated contact.
• Health & welfare (where you provide it): injuries or medical information relevant to safe play.
• Financial: fees paid, bank-transfer reference (we do not store card details).
• Correspondence: messages you send us through forms, email or WhatsApp.
• Technical: IP address, device and browser information, pages visited (see our Cookie Policy).

We only process personal data where we have a lawful basis under UK GDPR Article 6:

• Contract: to administer your membership, arrange matches, collect fees.
• Legitimate interests: to run the Club safely and communicate essential club information (e.g. match availability, AGM notices, safeguarding).
• Legal obligation: safeguarding, accounting and tax records.
• Consent: optional marketing/social updates, photo publication on the website or social media, and non-essential cookies. You can withdraw consent at any time.
• Vital interests: to contact your emergency contact in a medical incident.

As part of membership registration we may collect "special category" personal information as defined by UK GDPR Article 9, which receives additional protection. This is limited to:

• Health or medical information — injuries, conditions or allergies relevant to safe play.
• Racial or ethnic origin — collected only for equality, diversity and participation monitoring.
• Disability information — collected only for equality monitoring and to make reasonable adjustments.

Providing any of this information is voluntary. It is collected through a clearly separated section of the membership form, stored separately from ordinary membership details, and access is restricted by role within our website's admin area — the fields are simply not displayed to officers who are not authorised to see them.

Health information is collected only where necessary for member welfare and safety, and only to the minimum extent relevant to your safe participation in play, alongside an emergency contact.

• Lawful basis: your explicit consent, given when you complete a membership or profile form (Article 9(2)(a)).
• Emergencies: where you are physically incapable of giving consent, we may rely on vital interests (Article 9(2)(c)) to pass relevant details to emergency services or your nominated contact.
• Access: restricted to the Welfare Officer and those specifically authorised to deal with member welfare or an emergency. It is not visible to team captains, the selection committee or other members, is never published, and is not shared with the league.
• Not included in emails: health information you submit is not repeated in committee notification emails; authorised officers view it in the club admin area.
• Deletion: removed when your account is deleted, together with any forms you submitted. You can withdraw consent or ask us to delete this information at any time without affecting your membership.

As part of our membership registration process, we may collect information about a member's ethnic origin for equality, diversity and participation monitoring. Providing this information is voluntary, and a "Prefer not to say" option is always available.

Information relating to racial or ethnic origin is classed as special category personal data under UK GDPR and is given additional protection.

This information will not be used when deciding membership applications, team selection or playing opportunities. Access to identifiable ethnicity information is restricted to authorised Club officers — in practice the Secretary or membership administrator — where required for membership administration or reporting. It is not visible to team captains, the Selection Committee or general members.

Where appropriate, information may be shared with Badminton England and Nottinghamshire Badminton Association for membership, affiliation, equality or participation monitoring purposes. Any wider or internal reporting uses anonymised or aggregated figures rather than identifiable member information.

• Badminton England and the Nottinghamshire Badminton Association / Nottinghamshire Senior League — for player registration, affiliation, match cards and equality or participation monitoring.
• The Committee & Team Captains — for team selection and club operations. Captains and the Selection Committee see only playing and contact details, never health or ethnicity information.
• Service providers — website hosting, secure database and email (bound by contract to protect your data).
• We do not sell your personal data to anyone.
• Where required by law (e.g. safeguarding disclosure, court order).

We keep personal information only as long as we need it. Our standard retention periods are:

Club data — member records, forms, documents and photographs — is held in a managed PostgreSQL database and file storage hosted in Frankfurt, Germany (AWS eu-central-1), inside the European Economic Area and covered by the UK's adequacy decision for the EU. This website was designed and developed in the United Kingdom by FK Digital Alliance.

Where a service provider processes data outside the UK or EEA (for example an email delivery provider), we ensure appropriate safeguards are in place — the UK International Data Transfer Agreement or Standard Contractual Clauses, plus UK adequacy regulations where they apply.

Access is restricted at database level: members can read only their own record, and full member data is visible only to Committee and administrator accounts, each with an individual authenticated login. There is no shared password and no public access to member data.

You have the right to:

• Access a copy of the personal data we hold about you.
• Ask us to correct inaccurate data.
• Ask us to erase your data ("right to be forgotten") — subject to legal retention.
• Restrict or object to how we process your data.
• Withdraw consent where consent is the lawful basis.
• Data portability — receive your data in a common electronic format.
• Complain to the Information Commissioner's Office (ICO) at ico.org.uk or call 0303 123 1113.

How to make a request. Signed-in members can review and correct most of their own details at any time under Members Area → My Profile. To ask us to delete information you have given us — including health or equality monitoring information — use our data deletion request form. For access to a copy of your data, corrections you cannot make yourself, or to exercise any other right, email the Club at radcliffeknights@gmail.com or the Secretary at secretary@radcliffeknights.co.uk. Requests are free of charge and we will respond within one calendar month. Withdrawing consent for health or equality monitoring information will not affect your membership.

The Club is currently an adult club. Where a member is under 18, an additional parental consent process applies in line with our Safeguarding Policy.

We use encryption in transit (HTTPS), role-based access to member records and secure authentication for the Members Area. Committee members handling personal data are briefed on their obligations.

This website does not use Google Analytics, Meta/Facebook Pixel, advertising cookies or any cross-site tracking technology. The only cookies and storage set as you browse are strictly necessary ones — remembering your cookie choices and, once you sign in, keeping you signed in to the Members Area.

Our website platform records aggregate visitor statistics for this site — page views, visit duration, referring site, country, device and browser type, and page-performance timings. This measurement is at whole-site level: it does not build a profile of you, does not identify you, and does not follow you across other websites. We rely on legitimate interests (understanding how the site is used so we can improve it) for this limited measurement.

If we ever add non-essential cookies, analytics or tracking technology, it will not be activated until you have given consent through the cookie banner.

See our separate Cookie Policy for details of cookies and similar storage used on this website and how to manage them.

We may update this policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Material changes will be notified to members by email.