Membership privacy notice

This notice explains how Eagles Netball Club (“Eagles”, “we”) uses information about our members, junior and adult players, and their parents or carers. It covers membership, training, teams, matches and fees.

Eagles Netball Club is responsible for this information. You can contact us about anything in this notice at info@eaglesnetballclub.com.

About players:

• Name, date of birth and school year.
• Team (for example U12 Tigers), the training sessions they attend, and attendance registers.
• England Netball membership number.
• Whether the membership form has been completed, and whether they’re on Spond.
• Information from the membership form, such as emergency contacts, relevant medical or access information, and photo consent.
• Fees invoiced and paid, invoice numbers and any amounts owed.
• Match information: fixtures they’re selected for, and umpiring or coaching duties.
• Notes made by coaches or club officials about training, groups or arrangements. We don’t record detailed medical information in these notes.

About parents and carers (for junior players), and adult players: name, phone number, email address and postal address, and payment records (what was paid, how much and when). Online payments are handled by Stripe; we never see or store card details.

• To run membership, training, teams and matches: placing players in the right group, taking registers, picking teams and arranging coaches and umpires. We do this to provide the membership you’ve joined (contract).
• To register players with England Netball and the leagues and county we play in: Queens North Junior Netball League (QNJL), Queens North League (QNL), Ryefield League and Middlesex County Netball (contract).
• To take and chase fees, including sending payment links, and to keep the club’s financial records (contract; legal obligation for accounts).
• To keep players safe: knowing who is at each session, contacting a parent or carer in an emergency, and making sure coaches know about any medical or access needs. Health information is used only for this and only shared with the coaches who need it (legitimate interests and players’ vital interests).
• Photos: we only use photos of children as allowed by the photo consent on the membership form.
• To keep in touch about sessions, fixtures, fees and club news, by email, phone and Spond (legitimate interests in running the club).

We don’t sell your information or use it for advertising.

Junior players’ information is given and managed by their parents or carers. Children aged 13 and over can also ask us about their own information (see “Your rights”).

Inside the club, information is kept in a secure club portal that only named club officials can sign in to. Admins (committee members who run membership and fees) can see everything. Coaches can see only the players in the sessions they run: name, team, England Netball number, the parent or carer’s name and phone number, and those sessions’ registers. They can’t see addresses, dates of birth, email addresses or fees.

Outside the club, we only share what each organisation needs:

• England Netball, and the leagues and county we play in (QNJL, QNL, Ryefield League, Middlesex County Netball), for registration and team sheets.
• Tournament and event organisers when a player takes part, for example a team entry or a group ticket booking.
• Service providers who handle information for us: Cloudflare (website and club portal database), Resend (emails), Stripe (payments), Spond (organising sessions) and our email provider. Some may process data outside the UK, protected by the safeguards UK data protection law requires.

• Membership, team and contact details: while you’re a member, and for one season after you leave, in case you rejoin.
• Attendance registers and coaching notes: three years.
• Financial records (invoices and payments): six years, as required for the club’s accounts.

After these periods we delete the information or make it anonymous.

You can ask us for a copy of the information we hold about you or your child, to correct anything that’s wrong, or to delete it or limit how we use it where the law allows. You can also object to us using information based on our legitimate interests. Email info@eaglesnetballclub.com and we’ll reply within one month.

If you’re unhappy with how we’ve handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO): ico.org.uk, 0303 123 1113.

If we change this notice, we’ll update it here and tell members about any important changes.