Netball Aid Privacy Policy
Introduction

Netball Aid is committed to protecting your privacy and ensuring that your personal information is handled responsibly, securely, and in line with applicable data protection laws (including the UK GDPR and Data Protection Act 2018).

This Privacy Policy explains how we collect, use, and protect your personal data, both offline and through our website (www.netballaid.co.uk).

Information We Collect

We may collect the following information:

  • Name, phone number, address and email address
  • Emergency contact information.
  • Health or medical details (for safeguarding and player welfare).
  • Participation records (e.g., events, training, competitions).
  • Photos or videos (with consent).
  • Donation or payment details (if applicable).
  • Website usage data (via cookies and analytics).
How We Use Your Information

We use your data to:

  • Register players, volunteers, and members.
  • Ensure health, safety, and safeguarding.
  • Communicate about events, opportunities, and updates.
  • Manage ticket sales, donations, funding, and partnerships.
  • Promote Netball Aid activities (with consent for photos/videos).
  • Operate and improve our website.
  • Comply with legal, safeguarding, and financial obligations.
How We Protect Your Data
  • Personal information is stored securely and accessed only by authorised staff or volunteers.
  • We use secure payment processors for transactions.
  • We do not sell or share your data with third parties for marketing.
  • Data is retained only as long as necessary for the purposes collected.
Lawful Basis for Processing

Netball Aid processes personal data under the following lawful bases as defined in the UK GDPR:

  • Consent – when you have given us permission (e.g. for receiving newsletters, marketing, or use of photos/videos).
  • Contract – where processing is necessary for us to provide you with tickets, event participation, or related services.
  • Legal obligation – where we must comply with the law, safeguarding requirements, or regulatory obligations.
  • Legitimate interests – where it is necessary for our activities (e.g. maintaining participant records, ensuring safety at events, or managing donations), and these interests are not overridden by your rights.
Data Retention

We only keep your personal data for as long as it is necessary to fulfil the purposes for which it was collected, including:

  • Event participation records are normally retained for up to 3 years after the event for safeguarding and insurance purposes.
  • Ticketing and donation records are retained for 6 years in line with HMRC and accounting requirements.
  • Mailing list data is retained until you withdraw your consent or unsubscribe.
  • Safeguarding records may be kept longer where required by law or child protection guidelines.

When data is no longer required, it will be securely deleted or anonymised.

Sharing of Information

We may share your information only when:

  • Required by law or safeguarding obligations.
  • With medical professionals in emergencies.
  • With trusted service providers (e.g., secure IT systems, ticketing platforms, payment processors, cloud storage) under strict data protection agreements.
  • With regulators or funding bodies, where required.
Your Rights

You have the right to:

  • Access the personal information we hold about you.
  • Request corrections or updates to your information.
  • Withdraw consent for non-essential uses (e.g., photos, communications).
  • Request deletion of your data, where appropriate.
  • Object to or restrict certain types of processing.

To exercise your rights, please contact: director@netballaid.co.uk

Cookies & Website Data

When you use our website (www.netballaid.co.uk), we may collect information through cookies and similar technologies.

  • What are cookies? Small text files placed on your device to improve website functionality, performance, and user experience.
  • Types of cookies we use:
    • Essential cookies (required for the website and ticket sales platform to work).
    • Analytics cookies (to understand how visitors use our site and improve it).
    • Functional cookies (to remember preferences, e.g., language).
  • Managing cookies: You can manage or block cookies through your browser settings. Note that disabling cookies may affect website performance.

We do not use cookies to track you across other websites or sell advertising data.

International Data Transfers

Some of our service providers (e.g., ticketing, email, or payment platforms) may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place (e.g., standard contractual clauses).

Changes to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be communicated via our website or by email where appropriate.

Contact Us

If you have any questions or concerns about this Privacy Policy, please contact:
director@netballaid.co.uk