Privacy Policy, Cookies and Website Analytics

Introduction

Three Bridges Cricket Club (“the Club”, “we”, “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal information, whether you are a club member, a participant in our events, or simply a visitor using our website. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of UK data protection law, the data “Controller” is the Three Bridges Cricket Club, based at our club address in Crawley, West Sussex, UK. This means the Club is responsible for deciding how your personal data is processed and for what purposes. If you have any questions about this Privacy Policy or your data, please contact us (see the “Contact Us” section at the end of this Policy).

By providing us with your personal data or using our website, you acknowledge that your information will be handled as described in this Policy. We may update this Privacy Policy from time to time to reflect changes in law or club practices, and any updates will be posted on our website. We encourage you to review this Policy periodically.

Personal Data We Collect

We only collect personal data that is relevant and necessary for the Club’s operations and your interaction with us. The types of personal information we may collect include:

Membership Information: When you apply for or renew your club membership (whether as a player, junior member, parent/guardian, or social member), we collect details such as your name, date of birth, gender, postal address, email address, and phone number. For junior members, we also collect parent/guardian contact details and emergency contact information (e.g. next of kin). We may ask for relevant medical or health information, particularly for junior members or if you have a health condition we should be aware of for safe participation (for example, allergies, asthma, or injuries). Any health details are provided voluntarily and only used to ensure your safety – we will not collect medical data we do not need.
Participation and Performance Data: Over the course of your membership, we might record information related to your involvement in cricket activities, such as which teams you play for, your availability, match statistics and performance (runs, wickets, etc.), and attendance at training or events. If you earn any honours or awards or hold any club positions (e.g., committee member, team captain), that may also be noted in Club records.
Payment and Financial Data: If you pay membership fees or make purchases (like club kit) online, we will process payment-related information. This could include your payment transaction ID and billing address. Note: We do not store your full credit/debit card numbers or bank account details in our systems when you pay online – those are handled securely by our payment provider. We might record basic payment confirmation details, such as that you paid your subscription and the amount and date of payment. For certain members with specific roles, we may collect bank details (e.g., to reimburse expenses to a coach or volunteer via bank transfer), but this will be done with consent and security.
Website Usage Data: When you visit our website, we automatically collect some technical information such as your IP address, browser type, and cookies (see the “Cookies and Analytics” section below). This data helps us administer the site and understand how it’s used. On parts of our site, we may use online forms – for example, a general inquiry contact form or event sign-up form. If you choose to submit a form, we will collect the personal information you provide (such as your name, email, phone number, and the content of your message). Our site may also keep logs of user actions (like logging in to a members-only section) for security and audit purposes.
Photos and Media: We often take photographs or videos at matches, training sessions, and club events for use in club newsletters, social media, or the website. These images may include club members and participants. We aim to get consent, especially for identifiable photos of juniors (where we would seek parental consent via our junior membership forms). If you have concerns about a specific photo, you can contact us to have it removed if possible.
Special Category Data: We generally do not collect “special” categories of personal data (such as racial or ethnic origin, political opinions, religious beliefs, or biometric data) unless it comes up incidentally (for instance, you might volunteer information about a medical condition or disability so we can accommodate you). We do not ask for such information on membership forms except where health or disability info is relevant to participation (and even then, it’s optional for you to provide). We also do not collect or store criminal record information, except to note that a coach or volunteer has completed a DBS check as required for working with children (the actual DBS details are handled through the ECB or relevant bodies).

We collect most of this information directly from you – for example, through membership application forms (whether paper or online), event registration forms, or when you communicate with us via email/phone. For junior members, information is often provided by the parent or guardian on the child’s behalf. We may also receive personal data from third parties in certain situations: for instance, if you use the England and Wales Cricket Board (ECB) Play-Cricket platform to register or if you are scoring and your stats are recorded there, that data might be shared with us. Another example is if a league or county board provides us with information (like confirmation of a player’s registration or qualifications).

We strive to minimize the data we collect to only what is necessary for the Club’s purposes. If you choose not to provide certain information (such as withholding contact info or emergency contacts), please be aware it might limit your ability to fully participate (for instance, we may not be able to contact you for match selection or respond to an inquiry without an email address).

How We Use Personal Data

We will use your personal data only for legitimate Club purposes and as required to provide our services to you. The primary uses of personal information include:

Club Administration: We use member contact details to manage your membership and keep in touch. This includes maintaining our membership list, sending membership renewal notices, and verifying eligibility for matches or events. We also use personal data to organize teams and matches – for example, team captains may use members’ phone numbers to call up players for games, or we might use your age group to ensure you’re assigned to the correct junior team. If you hold a club role (like committee member or coach), we might publish your name and contact role (with permission) so that members know who to contact for certain matters.
Communication: The Club will use your email, phone number, or other contact information to send you essential communications. These include club newsletters, notices of upcoming fixtures or training, social event invitations, AGM or meeting notices, and urgent updates (like a rain-out cancellation). We may communicate via email, text message/WhatsApp, phone calls, or post, depending on what is most appropriate. For instance, selection notifications might be sent by text or WhatsApp group, whereas a detailed newsletter might be emailed. We also keep records of communications you send to us (such as queries or feedback) so we can respond and have a history of correspondence.
Match and Event Organization: Personal data is used to facilitate match play and club events. For example, we share team lists including player names with league officials and opponents as needed for arranging matches. If we enter your team into a league, we might need to register players with the league or ECB which involves sharing certain details (see “Data Sharing” below). We use emergency contact info if someone has an injury or incident at a match and we need to reach their family. For events like tours or away matches, we might use personal details to coordinate travel or accommodation.
Provision of Services and Benefits: If you purchase something from us (like club merchandise or tickets to a dinner), we’ll use your data to fulfil that order – e.g., to mail you the item or put your name on the guest list. If we offer any online services (like members-only website access or an online coaching portal), we use your info to provide and secure those services (for instance, your email might act as your login).
Marketing and Optional Communications: With your consent (or as otherwise allowed by law), we may also use your contact information to send you club-related marketing communications. This might include fundraising appeals, sponsor offers to members, or promotions of additional activities (like a cricket summer camp or club merchandise sale). We will ensure any marketing e-mails or texts provide a clear way to opt out or unsubscribe. We know how annoying spam is – we will not bombard you with irrelevant marketing, and we certainly won’t share your details with third parties for their own marketing without your explicit consent. See the “Marketing Communications” section below for more details on how we handle this.
Website Functionality and Improvements: If you use our website, we use some data (like cookies or usage logs) to run and improve the site. For example, cookies help us remember your preferences and login status, and analytics help us understand which pages are most popular or if users encounter errors. We may analyze aggregated site usage data to make our website more user-friendly or to troubleshoot technical issues.
Legal and Regulatory Compliance: We may process personal data to comply with our legal obligations or in connection with the Club’s legitimate interests. For instance, we keep records of financial transactions (including membership payments) for accounting and tax purposes. If there is an incident (like an injury or a disciplinary matter), we might document personal details in an incident report or disciplinary report. We also have obligations under safeguarding laws, especially concerning junior members, which may involve processing or sharing data (for example, recording that coaches have completed required background checks). If the law requires us to retain or disclose certain data (e.g., a court order or an insurance claim), we will do so.

Our use of personal data is based on one of the lawful bases allowed under data protection law. The main bases applicable to the Club are: Contract (we process your data to fulfil our membership/service contract with you, e.g., using your info to provide membership benefits), Legitimate Interests (for running the Club effectively in ways you’d reasonably expect, like keeping member stats or informing you of club events), Consent (for optional uses like sending marketing emails, where you have a genuine choice), and Legal Obligation (to meet responsibilities like safeguarding or financial record-keeping). When we rely on legitimate interests, we take care to ensure our interests are balanced against your rights and expectations. If we ever were to process any sensitive health data, it might be with your explicit consent or to protect your vital interests in an emergency.

We will not use your personal data for completely unrelated purposes without first notifying you and, if necessary, obtaining your consent. We do not engage in any automated decision-making or profiling that has legal or significant effects on individuals. Any profiling (such as analyzing participation rates or average ages of members) is done in aggregate and not in a way that produces decisions about specific people.

How We Share Personal Data

Three Bridges Cricket Club treats your personal data with care and confidentiality. We do not sell your personal information to third parties for marketing or any other purposes. However, there are certain circumstances where we may share your data with others in order to carry out club activities and operations. We only share the information that is necessary and we ensure appropriate safeguards are in place. The main categories of recipients include:

Club Officials and Volunteers: Relevant details will be shared with club committee members, team captains, coaches, and other designated volunteers who need the information to perform their roles. For example, a junior coordinator will have access to junior members’ contact and medical info to organize training safely; team captains get players’ contact info for match selections; the Club treasurer handles payment records. All such officials are bound by confidentiality and this Privacy Policy.
Club Members (limited scope): Within the club community, certain information may be shared for practical reasons. For instance, team sheets (with player names) are distributed to players and posted on the clubhouse noticeboard or WhatsApp group. If you are in a team, other team members will know your name and (usually) phone number for coordination. We may publish match reports that include player names and performance stats on our website or social media. We might also produce a member directory with basic contact details for internal use (with consent). We ask members to respect one another’s privacy and not misuse any personal contact information that becomes available to them through the club (such as not spamming fellow members).
Leagues and Governing Bodies: We share necessary information with cricket authorities like the Sussex Cricket League, the England and Wales Cricket Board (ECB), and associated organisations for registration, eligibility, and governance purposes. For example, to register you to play in a league, we may need to provide your name, date of birth, and contact info to the league management or input it into the ECB Play-Cricket system. If you are involved in representative cricket (e.g., county or district teams) or transfers between clubs, we will similarly share data as required. These bodies have their own privacy standards and use your data primarily to administer competitions and ensure compliance with rules.
Coaches and Training Providers: We sometimes engage qualified coaches or partner with training programs. If you sign up for a coaching course or one-on-one sessions through the Club, we may give the coach your relevant details (like name, age group, and contact info) to coordinate sessions. Coaches are often bound by their own confidentiality agreements or codes of conduct (especially if they’re ECB-certified). If a third-party provider runs an event (like a holiday cricket camp at our club), and you sign up, we might share a list of registered participants with them to help manage the event. We ensure any external coaches or providers are aware they should only use your data for that specific purpose and protect it in line with GDPR.
Service Providers: The Club uses trusted third-party service providers to support our operations, and some of your data may be processed through these services. Examples include: our website hosting company, email newsletter service, cloud storage or club management software, and payment processors for online payments. When you use our website, your data is stored on our website host’s servers. If we send out a bulk email newsletter, your email address might be processed by our emailing service (for example, MailChimp or similar). When you pay online, you’re interacting with a payment gateway that will handle your data. We choose providers carefully and aim to use reputable companies that adhere to high data protection standards. We have agreements or terms in place with these processors that require them to only use the data for providing services to us and to keep it secure.
Sponsors and Partners: From time to time, we may have club sponsors or partners (such as local businesses) who offer deals or run joint events for our members. We generally do not share your contact details with sponsors directly without your permission. Instead, we might send out information on the sponsor’s behalf (e.g., include a sponsor message in a club newsletter). If a sponsor event requires giving them a list (for example, a sponsor is hosting a dinner for members who RSVP), we would inform you and likely only share the names of those attending, unless more info is necessary. Any broader sharing for marketing purposes would be done only if you’ve explicitly opted-in.
Legal Requirements and Safety: We may disclose personal information if required to do so by law or in response to valid requests by public authorities (e.g., law enforcement or child protection agencies). For instance, if there’s a safeguarding concern, we might share information with the relevant welfare authorities or the ECB Safe Hands team, in line with legal obligations. Similarly, if we need to comply with a court order or report an accident to insurers, we will provide the necessary data. We will strive to notify individuals about such disclosures unless legally prevented or if the matter is sensitive (e.g., a criminal investigation).

In all cases of data sharing, we ensure that the third party has a legitimate need to receive the information and that appropriate safeguards (like confidentiality agreements or secure transfer methods) are used. We will not share more information than necessary for the task. For example, if the County Cricket Board only needs a list of player names and DOBs for registration, we will not also send them your full contact details.

If the Club ever considers a scenario of sharing data outside these typical cases, we will seek consent where needed. An example might be publishing a member’s story or profile on a partner website or magazine – we would ask you first.

We want you to know that your data is mainly used within the club context by people who have a duty to respect your privacy. If you have questions about who has access to your information within the Club or who it’s been shared with, you can always ask us.

Cookies and Website Analytics

Our website uses cookies and similar tracking technologies to distinguish you from other users and to improve your experience. Cookies are small text files placed on your device (computer or mobile) when you visit a website, which allows the site to remember your actions or preferences over time. We use the following categories of cookies on the Club website:

Essential Cookies: These are necessary for the website to function properly. For example, if our site has a members’ login, an essential cookie might keep you logged in as you navigate pages. Essential cookies might also be used to remember your cookie consent preferences. Without these, certain features (like secure areas or shopping cart functions) may not work. These cookies do not require explicit consent, as they are needed for service delivery.
Analytics and Performance Cookies: We use these to collect information about how visitors use our website, so we can improve it. For instance, we may use Google Analytics or a similar tool to gather data on page visits, user flows, and any errors encountered. This helps us understand which content is popular and whether users are finding what they need. The data collected typically includes your IP address (which may identify your general location), browser type, pages visited, and time spent on the site. However, we look at this data in aggregate form and do not try to personally identify individuals from it. Google Analytics, for example, may set its own cookies to perform these tasks. Google may store the analytics information on servers outside the UK (e.g., in the USA), but Google and similar providers are expected to protect the data in line with privacy frameworks. You can opt out of Google Analytics by using a browser plugin if you wish.
Functional Cookies: These cookies remember choices you make to give you better functionality and personal features. For example, if our site allows you to choose a preferred team or to remember your username, a cookie might store that preference. It’s about making the site more convenient for you.
Third-Party and Social Media Cookies: If our website embeds content from third-party platforms (like an Instagram feed, YouTube video, or a Twitter share button), those platforms may set cookies on your device. These cookies are controlled by third parties, not by us. For instance, a YouTube video embed may set cookies to track video views or remember your settings. Similarly, if you share a page on social media via a plugin, that service might set a cookie. We do not have direct control over these cookies’ behaviour. Please check the privacy/cookie policies of the respective third-party services for more information on their cookie usage.

Cookie Consent: On your first visit to our site (and periodically thereafter, as required), you should see a notification or banner about cookies. We will ask for your consent to use non-essential cookies (like analytics or social media plugins) in accordance with UK law. You can choose to accept all cookies or manage your preferences. Even after consenting, you can always adjust your browser settings to refuse or delete cookies. Please note, if you disable cookies entirely (especially essential ones), some parts of our site might not function properly, such as login sessions or multimedia features.

Managing Cookies: Most web browsers allow you to control cookies through the browser settings. You can usually set the browser to notify you when you receive a new cookie or to block certain or all cookies. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences. There are also third-party tools and browser extensions that can help with managing cookies and tracking. For Google Analytics specifically, Google provides an opt-out add-on you can install in your browser if you do not want to be tracked.

Do Not Track: Our website does not currently respond to “Do Not Track” signals from browsers. If this is something that becomes important, we will update our practices accordingly.

We aim to be transparent about our use of cookies. None of our cookies are used to target advertising to you (we do not run ads on our club site) and we don’t profile you across other sites. They are mainly for making the site work and helping us understand usage. For more detailed information about cookies and how to manage them, you can visit resources like AboutCookies.org or the ICO’s website section on cookies.

Data Security

Three Bridges Cricket Club takes the security of personal data seriously. We have implemented appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Access Control: Member data is only accessible to Club officials and volunteers who need it for their role. For example, only the Membership Secretary and a few key committee members have access to the full membership database. Team captains may have limited access (like just their team’s contacts). These individuals are informed about the importance of confidentiality. Any physical documents (like paper membership forms or emergency contact sheets) are kept securely and only shared as needed (for instance, a coach might carry emergency contacts to a junior match in case they need to call a parent). After an event, such information is stored safely or disposed of securely.
Digital Security: Our electronic records (spreadsheets, databases, etc.) are password-protected. If we use a third-party club management software or cloud service, it is protected by its own authentication and encryption. We ensure that default passwords are changed, and access is revoked promptly when someone no longer needs it (e.g., a committee member stepping down). For communications, we encourage the use of BCC in mass emails to hide addresses, and we use secure servers for our website (HTTPS encryption). Our website host and software are kept up-to-date with security patches to mitigate risks of hacking.
Encryption and Backup: Wherever feasible, personal data is encrypted in transit and at rest. For instance, when you enter information on our website or payment page, SSL/TLS encryption is used (you’ll see the padlock symbol). We keep backups of important data (like the membership list) to prevent accidental loss, and those backups are stored securely. If backups are stored off-site or on cloud backup services, we ensure those services are reputable and access to backups is limited.
Training and Awareness: As a volunteer-run organization, we ensure those handling personal data are aware of GDPR principles and our club’s privacy procedures. While we may not have formal “employee training,” we do share guidance within the committee about things like recognizing phishing emails, locking devices that have member data, and not using personal data for anything outside club purposes.
Physical Security: The Club’s physical records (if any) are kept in secure locations. For example, paper membership forms might be locked in a file cabinet at the clubhouse or at the secretary’s residence. Keys or access to these storage areas are limited to authorized persons. If we have old records that are no longer needed, we dispose of them by shredding or other secure means.

Despite all measures, it’s important to note that no method of data transmission or storage is 100% secure. However, we follow best practices and take all reasonable steps to protect your information. In the unfortunate event of a data breach (for instance, if a laptop with member data is lost or if our system is hacked) that poses a risk to your rights and freedoms, we will inform the affected individuals and report to the Information Commissioner’s Office (ICO) as required by law. We keep a log of any such incidents to continually improve our security.

As a user, you also play a role in keeping your data safe. Please use strong passwords for any accounts related to the Club (e.g., if you have a login for our site or the Play-Cricket platform) and do not share them. Be cautious if you receive unexpected communications asking for personal data – when in doubt, contact us directly through known channels.

If you suspect any misuse of your personal data or have security concerns, let our Club know immediately. We will take appropriate steps to investigate and address the issue.

Data Retention – How Long We Keep Information

We will not keep your personal data for longer than is necessary for the purposes for which it is processed. In general, the Club retains different categories of data for the following durations:

Membership Data: For active members, we keep your information for the duration of your membership so we can serve you. If you cease to be a member (e.g., you resign or do not renew in a new season), we will still retain your core details for a period in case you rejoin or to maintain historical records. It is common in clubs that past members return after some time, and retaining basic contact info (or at least a record that you were a member) helps us welcome you back without starting from scratch. That said, if you have left the Club and prefer we delete your contact information, you have the right to request that and we will honour it (see Your Rights below). Without a specific request, we might keep former members’ contact info for a few years. We periodically review our member list and securely delete or anonymize data that is no longer needed. For example, we may decide that if someone hasn’t been a member for, say, 3-5 years, we will remove their personal contact details, keeping perhaps only a record of name and years of membership for club archive purposes.
Junior Member Data: For those under 18, we are particularly careful. If a junior member leaves the club, we typically would remove or anonymize their personal data upon request or after a shorter period (maybe after they age out plus a couple of years) unless there’s a good reason to keep it (like important performance records or if they might return). We will also remove guardian contact info when it’s no longer needed (e.g., if the child leaves). We don’t keep data on children indefinitely.
Match and Performance Records: Scorecards, statistics, and achievements are often part of the club’s historical record. We may keep these indefinitely as part of our sporting archive, since they can have legitimate historical value (for example, knowing who scored a century in 2025). These records may include names and performance details. If you leave the club, your past stats remain in score archives, but those are generally not considered sensitive personal data. However, if you want your name removed from publicly displayed archives, let us know and we can consider anonymising older records (for example, listing you as “Former Member” in a historical scorecard) if feasible.
Financial and Transaction Records: We keep financial records (including membership payment records, expense reimbursements, etc.) for at least 6 years as required by UK accounting and tax laws. This means if you made a payment to the club, the record of that payment may be kept in our accounts past your membership period. These records will typically contain minimal personal data (e.g., name on a bank statement or invoice).
Communications: Emails and correspondence may be retained for a few years, especially if they relate to club business or issues. We tend to clear out old inquiries periodically. If an email thread contains important club history or decisions, we might archive it offline. If you unsubscribe from our mailing list or opt out of communications, we will keep a record of your preference (so we know not to contact you) but will remove you from active mailing lists immediately.
Incidents and Safeguarding Records: Records of any accidents, injuries, or disciplinary matters may be kept for a significant time, as they could be needed for legal reasons. For example, accident reports involving minors might be kept until the minor reaches a certain age of adulthood plus some years (because of legal claim timeframes). We keep safeguarding records in line with ECB guidance – typically, such records are retained as long as reasonably required to ensure child welfare or the protection of the club.
Website Analytics: Analytics data (Google Analytics and similar) is usually kept at an aggregate level. Google Analytics retains user-level data for a certain timeframe (which we might set to, say, 26 months, or use their default). After that, it’s deleted automatically. We do not store raw web server logs indefinitely – those are generally rotated and deleted within a year or less unless required for an investigation.

In summary, we keep your data only as long as necessary for club purposes and legal requirements. When data is no longer needed, we will ensure it is disposed of securely. This could involve the deletion of digital files, anonymisation of identifiers, and shredding of physical documents.

If you have specific questions about our retention for a certain type of data, feel free to contact us. And as noted, if you want your personal data removed sooner, you have the right to request erasure – we will, of course, honour our legal obligations in that regard (see next section).

Your Data Protection Rights

As an individual whose personal data we hold, you have certain rights under GDPR and UK data protection laws. We are committed to honouring these rights. Below is an overview of your key rights and how to exercise them:

Right to Access: You have the right to request a copy of the personal data we hold about you. This is commonly known as a “Subject Access Request.” You are entitled to receive this information in a concise, transparent, intelligible form, along with an explanation of how we use it. For example, you can ask us to confirm what data we have on file for you as a member, and we will provide you with a copy of that information (assuming verifying your identity for security). We will usually provide this free of charge, within one month of the request. If the request is complex or numerous, we can extend it by up to two further months, but we will inform you if that’s the case.
Right to Rectification: If any of your personal data is inaccurate or incomplete, you have the right to have it corrected. This is straightforward – if you change your phone number, move address, or notice we misspelt your name, just let us know and we will update our records promptly. We want our data to be accurate, and we encourage you to keep us updated on any changes.
Right to Erasure: Also known as the “right to be forgotten,” this right allows you to request the deletion or removal of your personal data in certain circumstances. For instance, if you are no longer a member and you want all your personal details removed from our systems, you can ask us to do so. We will erase data provided we don’t have a compelling reason to keep it (some reasons to refuse might include a legal obligation or if the data is integral to freedom of expression or historical archiving in the public interest, etc.). In most cases for club members, if you request erasure after leaving, we will comply. Do note that “erasure” might not be absolute in contexts like historical scorecards (we might anonymize rather than fully delete if deletion isn’t feasible without destroying the record’s integrity). But for contact info and identification details, yes, we will remove those at your request. If we have shared your data with others (e.g., league registrations), we will take reasonable steps to inform them of your erasure request where possible.
Right to Restrict Processing: You can ask us to stop or suppress the processing of your personal data in certain situations. This means we would store your data but not use it further (until the restriction is lifted). For example, if you contest the accuracy of data or have objected to processing (see below), you can request a restriction while we resolve the issue. Another scenario: if you wanted to remain on our books but not receive any communications for a while, we could mark your record as “do not contact” which is a form of restricted processing.
Right to Data Portability: This allows you to obtain and reuse the personal data you have provided to us for your own purposes across different services. It applies to data processed by us on the basis of your consent or for the performance of a contract, and which is processed by automated means. For the club, this is likely limited. However, if you requested, for example, a structured electronic copy of the core data you gave us (name, contact, DOB, etc.) to give to another sports club or service, we would endeavour to provide it in a common format (like CSV). This right is not likely to be used often in our context, but it’s there for you.
Right to Object: You have the absolute right to object to your personal data being used for direct marketing purposes. At any time, you can tell us to stop sending you marketing or fundraising emails and we will do so immediately. Even if we consider some communications “in the club’s legitimate interest,” if they are promotional in nature, we will honour your objection. For processing based on legitimate interests or tasks in the public interest, you may also object on grounds relating to your particular situation. We will then stop processing the data unless we have compelling legitimate grounds that override your rights or the processing is for legal claims. In plain terms: if you’re not comfortable with any specific use of your data, please let us know – we will either cease that use or explain why we can’t (if it’s something like fulfilling a legal obligation). In practice, we don’t do much outside what members expect, so objections should be rare. But the option is yours.
Rights related to Automated Decision Making: As mentioned, we do not carry out automated decisions or profiling that have legal or significant effects. Therefore, this is not applicable in any meaningful way for our club.

To exercise any of these rights, you can contact us via the details in the Contact section. We may need to verify your identity (to ensure we don’t give your data to someone else by mistake). This could be as simple as confirming some details we have on file or asking for ID in certain cases. We will respond to all legitimate requests as soon as possible and at least within one month, as required by law.

There is generally no fee for exercising your rights. However, if a request is clearly unfounded or excessive (for example, repetitive requests with no reasonable purpose), we may charge a reasonable fee or refuse to act on it. But we aim to be helpful and will inform you of any such decision.

If you request something that we cannot do (e.g., deleting data we are legally obliged to keep), we will explain the reasons. Likewise, if we need an extension to deal with a complex request, we’ll keep you informed of the timeline.

We also want to highlight: Your right to withdraw consent. In cases where we rely on your consent to process data (such as sending marketing emails or using a testimonial of yours on the website), you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing done before the withdrawal, but it means we will stop the specific activity going forward. For example, if you gave consent for us to use your photo on the website and later change your mind, we will remove it. Just note that if the same data is processed under another lawful basis, we might continue that part; we’ll clarify case by case.

Finally, if you believe we have not handled your personal data properly or have not upheld your rights, please let us know so we can try to fix it. However, you also have the right to lodge a complaint with the UK supervisory authority, which in our case is the Information Commissioner’s Office (ICO). The ICO can provide guidance or take complaints on how organizations handle data. We’d appreciate the chance to address your concerns first, but it’s important you know this avenue is available. The ICO’s contact details are provided below.

Marketing Communications and Consent

The Club would like to keep members and supporters informed about club news, events, and opportunities, but we also respect that you may not want to receive certain types of communications. Here is how we approach marketing and what choices you have:

Club Newsletters and Updates: We periodically send out newsletters or update emails that contain information about upcoming matches, social events, fundraisers, or general club announcements. We consider these part of keeping members informed about club activities (a legitimate interest of the club). However, we understand not everyone wants to receive emails. We will provide an opt-out mechanism in our emails (usually an “unsubscribe” link for mass emails, or instructions to reply if you want to opt out). If you opt out, we will remove you from the mailing list. Note that if you are an active member, we will still contact you individually for essential matters (e.g., match selection or membership renewal notices) even if you opt out of general newsletters – but we’ll limit it to what’s necessary.
Event Promotions and Fundraising: We often rely on member participation in events (like quiz nights, charity fundraisers, or club dinners) and may reach out to encourage attendance or support. Similarly, we may run fundraising campaigns (for example, raising money for new equipment) and seek donations or involvement. These could be considered marketing communications. We will strive to get your consent for such communications where possible, especially if they extend beyond basic club operations. For instance, on a membership form, we might ask, “Do you agree to receive club fundraising or event communications?” If you say no or unsubscribe later, we’ll honour that.
Third-Party Offers: Occasionally, our sponsors or partners might provide special offers to our members (for example, a discount at a local sports shop, or tickets to a cricket match at a county ground). We might forward information about such offers to you within a club newsletter or as a one-off notification. We will not give your contact details directly to sponsors for their own use without your consent. Instead, communications will typically come via the Club. If we ever wished to share your email with a sponsor for a direct offer, we would ask you first. By default, we treat your data as for club-use only.
Consent for Electronic Marketing: Electronic marketing (emails, texts) to individuals in the UK requires consent under the Privacy and Electronic Communications Regulations (PECR), unless it’s about similar products/services to a sale and you’ve not opted out. As a non-profit club, some of our communications might not be “commercial” in the typical sense, but we still aim to follow best practices. We will either use a soft opt-in (you’re a member so we assume you want club info, but can opt out anytime) or get explicit consent for broader campaigns. If you are not a member but have subscribed to a newsletter (say via our website for general supporters), we will have obtained your email via a sign-up form where you gave consent. You can unsubscribe at any time.
Children’s Data in Marketing: We do not send marketing emails directly to children under 16 without parental consent. For junior members, generally, the communications go to the parents/guardians’ contact details. We might have social media groups for youth teams, but these are typically managed by coaches/parents in line with safeguarding policies (and not used for commercial marketing).
Social Media: The Club uses social media (e.g., Facebook, Twitter, Instagram) to share club news and achievements. These are public channels. We might post photos or match results, including member names. If you have concerns about being featured, please inform us. Social media followers can get our “marketing” by following our pages, which is by their choice. We don’t use paid advertising with personal data. Note that any advertising you see related to the club on social platforms is likely controlled by those platforms based on their data (for example, Facebook might show our posts to friends of people who liked our page – that’s under Facebook’s privacy terms, not something we control).

Your Choices: When you join the Club or give us your contact info, we will give you a choice (where applicable) to opt in or out of certain communications. If at any time you change your mind, just let us know. The simplest way is usually to click “unsubscribe” in an email, or reply to an email asking to be removed, or contact a club official. We will update our lists accordingly. Please note it might take a short time to ensure all systems are updated (you might get one last email if it was already in process), but we’ll aim to remove you promptly.

Rest assured, even if you opt out of promotional messages, we will still contact you for important non-marketing reasons: for example, to tell you about a change in this Privacy Policy or to notify you of a safety issue or cancellation of an event you signed up for. We consider those operational, not marketing.

Three Bridges Cricket Club values our members and community, and we do not engage in excessive or intrusive marketing. Our communications are intended to enhance your involvement with the club, not annoy you. We will never pressure you to contribute or participate – it’s always your choice.

If you feel you are receiving communications you shouldn’t, or have any questions about our use of your contact details for club communications, please contact us so we can address it.

External Links and Social Media

Our website and communications may contain links to other websites, including those of sponsors, partners, or relevant cricket organisations. Please note that if you follow a link to any external website, those sites have their own privacy policies and we do not accept responsibility for their content or practices. We advise you to check the privacy policy of any third-party site you visit. For example, our site might link to the ECB’s website or a sponsor’s online store; this Privacy Policy does not cover how those sites handle data. We do ensure that data you provide to us on our site is not automatically shared with those external sites unless you follow a link or specifically choose to share (like clicking a social media share button, which is initiated by you).

The Club maintains profiles on social media platforms (such as a Facebook page, Twitter account, etc.). Be aware that any information you post or share via those pages (including messaging us or commenting publicly) is subject to the terms of service and privacy policy of that platform. We moderate our pages and will remove any clearly inappropriate posts, but remember that what you post in those spaces becomes public (if a comment) or at least visible to those with access (if a private message to us, it’s as secure as the platform makes it). We won’t publicly share your personal data on social media without consent (beyond, say, celebrating a sports achievement which by context reveals a name/score). If we want to highlight a member (like a profile piece or a testimonial) in a broader public context, we will ask for permission.

Children’s Privacy

Protecting the privacy of young members (children under 18) is very important to us. Our club adheres to safeguarding policies as required by the ECB Safe Hands program, and this includes being careful about children’s personal data.

For junior players, most personal information (other than basic playing stats) is provided by and handled through their parents or guardians. We require that a parent/guardian consent to a child joining and provide the necessary data on their behalf. We do not knowingly collect personal information directly from children under 13 via our website or other online means without parental consent. If a young player (for example, a 15-year-old) interacts with us online (like sending a message or signing up with an email), we will assume parental guidance, but we will still treat that data with extra care.

We limit access to junior members’ data strictly to those who need it (youth coaches, welfare officers, etc.). We also take care in our communications – typically emailing the parent rather than the child, and including parents in any direct communications with minors whenever possible.

Photos of juniors: We follow ECB guidelines which often require parental consent to use images of under-18s. We avoid naming children in photos on public platforms without explicit permission (for instance, a photo caption might just say “Under-11 team celebrates win” rather than listing full names). If a parent wants a photo removed from our site or social media, we will comply where feasible.

If you are a young player reading this, please discuss it with your parent or guardian so you understand your rights. And only provide information to the Club with your parent/guardian’s knowledge. If we learn we have collected personal data directly from a child under 13 without parental consent, we will delete it.

Changes to This Policy

We may revise this Privacy Policy from time to time. If there are significant changes in the way we treat your personal information or your rights, we will notify members and, where required, obtain updated consent. This notification may be through an email to members, a notice on our website, or an announcement at the club AGM – or all of the above, depending on the change.

For example, if we were to launch a new website feature that collects additional personal data, we would update this policy and probably reach out to let you know about the new feature and the data involved. Minor changes (such as clarifications or typographical corrections) may occur without broad announcement, but the latest version will always be posted on our website with an updated effective date.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Continuing to interact with the Club after a policy update will be taken as acceptance of the changes, but rest assured we would highlight anything material.

If you have any questions about changes to the policy, feel free to contact us.

Contact Us (Data Inquiries)

Your feedback and questions about privacy are welcome. If you would like to exercise any of your rights or have questions or concerns regarding this Privacy Policy or the handling of your personal data, please contact our Club’s data protection contact:

Email: The quickest way is to email [email protected] or threebridgescc.co.uk with your query. Please include your name and, if you are a member, your role (player/parent/supporter) so we can locate your information if needed. For rights exercises, it helps to specify what you are requesting (e.g., “I’d like a copy of my data” or “Please correct my phone number”).

Postal Mail: You may also write to us at: The Data Protection Officer (Club Secretary), Three Bridges Cricket Club, Three Bridges Road, Crawley, West Sussex, UK. (Use our club address as found on the website). Please consider that postal inquiries will take longer to reach us and for us to reply.

In Person: You can approach a committee member (such as the Club Secretary or Welfare Officer) at the club in person and they will guide you on the process. We might still ask you to put certain requests in writing (so we have a record), but we’re happy to discuss any concerns face-to-face and then follow up.

We will respond to inquiries as promptly as possible, generally within a few days. For formal rights requests, we will reply within one month as required (and usually much sooner). Remember, we may need to verify your identity if you’re asking for access to or deletion of data, to ensure we don’t modify or release data to the wrong person.

Complaints: If you believe we have not adequately addressed your data protection concerns, you have the right to lodge a complaint with the Welfare Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues. You can contact the ICO at 01293 534539 or by writing to: Welfare Commissioner’s Office, The Club House, Three Bridges Road, Three Bridges, Crawley, RH10 1JR, Threebridgescc.co.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please consider reaching out to us first.

Thank you for taking the time to read our Privacy Policy. We value your membership and trust. Three Bridges Cricket Club will always strive to handle your data respectfully and transparently so that you can focus on enjoying cricket and community involvement with peace of mind about your personal information.