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Blewbury CC

Privacy Notice

Effective Date: 1 May 2026

This privacy notice explains how Blewbury Cricket Club ("the Club", "we", "us") collects, uses, and looks after the personal information you give us when you use our app. It is written in clear, plain language so that both parents and young people can understand it.

1. Who We Are

Blewbury Cricket Club is the data controller for the personal information we hold about you and your children. If you have any questions about how we use your data, please contact the Club directly.

2. What Information We Collect

When you use our app, we collect the following information:

About you (parent or guardian):

  • Your name and email address (managed through your account)
  • Your phone number and emergency contact number

About your child:

  • First name and last name
  • Age
  • Medical notes (only if you give consent)

When you register for courses:

  • Which courses your child is registered for
  • The date you accepted our terms and conditions, and which version
  • Attendance records (dates and times your child attended sessions)

Notes made by club administrators:

  • Administrators may record notes about your child related to club activities

3. Why We Use Your Information

We use your information for the following purposes:

  • Managing registrations: To register your child for courses and keep track of who is attending.
  • Contacting you: To send you important information about sessions, changes, or emergencies. If you opt in to WhatsApp, we may also contact you through WhatsApp.
  • Health and safety: To make sure we can look after your child properly during sessions, including being aware of any medical conditions.
  • Attendance and safeguarding: To keep a record of which children attended each session. This is important for safeguarding and child protection.
  • Administration: To allow club administrators to manage courses, sessions, and registrations effectively.

4. Our Legal Basis for Using Your Information

We process your information based on the following legal grounds:

  • Contract: When you register your child for a course and accept our terms and conditions, we need your information to fulfil that agreement.
  • Legitimate interests: We keep attendance and registration records for safeguarding purposes and to run the club effectively.
  • Consent: We only store medical notes and send WhatsApp messages if you give us your consent. You can withdraw this consent at any time.

5. How Long We Keep Your Information

  • Active child profiles: We keep your child's information for as long as their profile is active in the app.
  • After you delete a child profile: When you delete a child's profile, we remove all personal details (names, contact information, medical notes) straight away. We keep an anonymised record linked to attendance and registration data for safeguarding purposes. After 3 years, we permanently delete the anonymised record and all linked attendance and registration data.
  • Terms and conditions records: We keep a record of when you accepted our terms and conditions for up to 6 years (the contractual limitation period), after which it is permanently deleted.

6. Who Has Access to Your Information

Your information is only accessible to:

  • You: You can view all the information we hold about your child through the "View my data" page in the app.
  • Club administrators: Administrators can view child details, registrations, and attendance records to manage the club.

Sub-processors

We use the following third-party services to run our app:

  • Clerk (authentication provider): Manages your account login and authentication. Clerk processes your email address and account credentials. For more information, see Clerk's privacy policy.
  • Neon (database provider): Hosts the database where your information is stored. Neon processes all information listed in section 2. For more information, see Neon's privacy policy.
  • Vercel (hosting provider): Hosts and serves the application. Vercel processes technical information such as IP addresses and request metadata. For more information, see Vercel's privacy policy.

We do not share your information with any other third parties unless required by law.

7. Your Rights

Under data protection law, you have the following rights:

  • Right of access: You can view all the data we hold about your child through the "View my data" page in the app at any time.
  • Right to erasure: You can delete your child's profile at any time using the "Delete child profile" option. This anonymises the record and removes all personal information.
  • Right to withdraw consent: You can withdraw your consent for medical notes storage or WhatsApp messages at any time by editing your child's profile. Withdrawing medical consent will permanently remove the stored medical notes.
  • Right to rectification: You can update your child's information at any time by editing their profile.
  • Right to complain: If you are unhappy with how we handle your information, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

8. Children's Privacy

We take children's privacy seriously and follow the ICO's Children's Code (Age Appropriate Design Code). This means:

  • We only collect the minimum information needed to run the club.
  • We use clear, plain language that young people can understand.
  • We do not use children's information for marketing or profiling.
  • We make it easy for parents to access, correct, or delete their child's information.

9. Changes to This Notice

We may update this privacy notice from time to time. When we make changes, we will update the effective date at the top of this page.

If you have any questions about this privacy notice or how we handle your data, please contact the Club directly.