Privacy Notice

1. Who we are (data controller)

Organisation/Club name: Westcott Cricket Club
Address: Stable Meadow, Milton Street, Westcott, Dorking, Surrey, RH4 3PX
Email: umpire@westcottcc.com

We are the data controller for the personal data described in this notice.

2. What personal data we collect

When you register for an account and use the members area, we may collect:

Identity & contact data

• Name
• Email address
• Telephone number
• Date of birth (eg for age eligibility, membership categories, safeguarding, or competition rules)

Membership & finance/admin data

• Membership type/status
• Match fees owed and paid (eg payment status, dates, amounts, references/receipts)

Account and technical data (typical for login areas)

• Username/account ID
• Password (stored in hashed form; never in plain text)
• Login/audit logs
• Cookies/analytics

3. Where we get your data

We collect personal data:

• Directly from you when you sign up, edit your profile, or pay fees.
• Automatically from your device/browser when you use the website.

4. Why we use your data and our lawful bases

We use your personal data for the purposes below. GDPR requires we tell you the purpose(s) and the lawful basis we rely on.

A) To create and manage your membership account

• Purpose: account creation, authentication, member administration, eligibility checks
• Data used: name, email, phone, DOB, membership info, login data
• Lawful basis: Performance of a contract (membership/services you request) and/or legitimate interests (running the organisation efficiently).
• Legitimate interests (if used): operating a member system, preventing misuse/fraud, and maintaining accurate records.

B) To contact you about membership and matches

• Purpose: essential service communications (eg match arrangements, membership updates, changes to policies)
• Data used: name, email, phone, membership status
• Lawful basis: contract and/or legitimate interests.

C) To track and administer membership and match fees

• Purpose: recording amounts owed/paid, issuing receipts, handling queries/disputes, basic accounting
• Data used: membership/fee records, payment references
• Lawful basis: contract (to administer fees) and legal obligation (accounting/tax recordkeeping) where applicable.

D) To comply with legal and regulatory obligations

• Purpose: responding to lawful requests, safeguarding/insurance requirements
• Lawful basis: legal obligation and/or vital interests (rare—only keep if genuinely applicable).

E) Optional: marketing/fundraising communications (include only if you do this)

• Purpose: newsletters, fundraising, promotions
• Lawful basis: consent (you can withdraw at any time).

Automated decision-making: We do not use automated decision-making or profiling that produces legal (or similarly significant) effects.

5. Who we share your data with

We may share personal data with:

• Website/IT service providers (eg hosting provider, website developer/maintenance)
• Email/SMS providers (if you send notifications)
• Club officials who need access to administer membership and matches (eg membership secretary/treasurer/captains)
• Authorities where required by law

We do not sell your personal data.

6. International transfers

[Choose one:]

• Option 1 (no transfers): We do not transfer your personal data outside the UK/EEA.
• Option 2 (transfers occur): Some of our providers may process data outside the UK/EEA. Where this happens, we use appropriate safeguards (eg adequacy regulations/decisions or standard contractual clauses) and you can request more information by contacting us.

7. How long we keep your data (retention)

We keep your personal data only as long as necessary for the purposes described above:

• Membership account/profile data: for the duration of your membership and for up to [X months/years] after it ends to handle queries, disputes, and recordkeeping.
• Fee/payment records: for as long as required by applicable accounting/tax rules, and then securely deleted or anonymised.
• Technical logs (if kept): typically [X days/months].

8. Security

We use appropriate technical and organisational measures to protect personal data, including access controls, strong passwords/MFA for admins, encryption in transit (HTTPS), limited admin access, and regular updates/backups.

9. Your data protection rights

Depending on your location and the applicable law, you have rights including:

• Access to your personal data
• Correction (rectification)
• Deletion (erasure) in certain circumstances
• Restriction of processing in certain circumstances
• Objection to processing where we rely on legitimate interests
• Data portability where applicable
• Withdraw consent at any time where we rely on consent (this won’t affect processing already carried out)

To exercise your rights, contact: umpire@westcottcc.com.

10. Complaints

If you have concerns, please contact us first and we will try to resolve them.

You also have the right to lodge a complaint with a supervisory authority (data protection regulator).

• UK: the Information Commissioner’s Office (ICO).
• EEA (if applicable): your local data protection authority.

11. Whether you must provide your data

Providing the personal data marked as required in our signup form is necessary to create and manage your membership account. If you do not provide it, we may be unable to register you or provide membership services.

12. Cookies and analytics

We use cookies and similar technologies to operate the site and remember preferences. See our Cookie Policy.

13. Changes to this notice

We may update this notice from time to time. We will post the latest version on this page and update the “Last updated” date.