Member Privacy Notice
Who we are
West Bretton Cricket Club is a local recreational cricket club. For personal information collected and used in the Club's own website, app, membership and cricket-administration systems, West Bretton Cricket Club is the controller responsible for the processing described in this notice.
West Bretton Cricket Club, Park Lane, West Bretton, Wakefield, WF4 4JT.
Contact the Club about privacy or your personal information at info@westbrettoncc.com.
Information we may collect
Depending on your relationship with the Club, this may include:
- name, address, email address, telephone number and date of birth;
- membership type, status, subscription and renewal information;
- parent or carer details and account links for junior members;
- emergency contact, health, medical or accessibility information needed for safe participation;
- playing records, statistics, availability, team eligibility and selection information;
- eligibility, written parental consent, emergency, medical and protective-equipment information for junior players entering open-age cricket;
- Play-Cricket identifiers and information used to link or verify a player record;
- payments, refunds and provider transaction references, but not full payment-card details;
- event bookings, volunteering, coaching, qualifications and Club roles;
- policy acknowledgements and consent choices, including when and which version was accepted;
- photographs, video and promotional permissions;
- communications, enquiries, complaints, accidents, incidents or safeguarding information;
- conduct and disciplinary information, including match-official reports, witness statements, social-media evidence, alleged breaches, sanctions and appeals;
- criminal-offence information where it is relevant and lawful to process it;
- ethnicity, disability, gender or other equity information where the Club actually collects it for equality monitoring or a relevant cricket process;
- website and app account, security, audit and diagnostic information; and
- notification preferences, in-app messages and mobile push-device registration information.
How we obtain information
We normally obtain information directly from you, or from a parent or carer acting for a junior member. We may also receive relevant information from Club officials, coaches, captains, selectors, umpires and other match officials, witnesses, spectators, complainants, family members, social-media content, disciplinary or appeal bodies, payment providers, Play-Cricket, other clubs, cricket leagues, Yorkshire Cricket Board, the ECB or the Cricket Regulator where this is needed to administer membership, cricket, conduct, discipline or safeguarding.
Why we use personal information
- to create and secure website and mobile-app accounts;
- to administer membership, subscriptions, payments and renewals;
- to organise cricket, coaching, fixtures, teams, availability and Club activities;
- to manage junior membership through parents or carers;
- to assess and record junior eligibility and parental consent for open-age cricket;
- to send essential administration, security and membership communications;
- to send optional news, event, email or push communications in line with your choices;
- to maintain playing, Club, financial and policy-acceptance records;
- to support safeguarding, welfare, health and safety;
- to administer complaints, disciplinary proceedings, appeals and regulatory enforcement;
- to comply with applicable ECB regulations and policies, including conduct, anti-discrimination and safeguarding requirements;
- to monitor equality, diversity and inclusion where relevant and lawful;
- to prevent misuse, investigate incidents and maintain system security;
- to meet league, governing-body, insurance, tax and legal requirements; and
- to use photographs, video or promotional communications where permission or another lawful basis applies.
Our lawful bases
The lawful basis depends on the activity. We may rely on:
- performance of the membership arrangement or another contract;
- compliance with a legal obligation;
- the legitimate interests of the Club and its members, balanced against individual rights;
- consent where consent is the appropriate basis;
- vital interests in an emergency; or
- establishing, exercising or defending legal claims.
Where special-category information such as health information is used, the Club also identifies an additional condition permitted by data protection law. Where we rely on consent, it can be withdrawn for future use without affecting earlier lawful use.
Junior members
Children's information is handled with particular care. Parents or carers will normally be involved where appropriate. A child under 13 should normally use a parent or guardian-managed Club account rather than create and manage an account independently. The Members Area allows a parent or guardian account to manage a linked junior member without the child needing a separate login.
Written parental consent and the eligibility information required by current ECB rules must be recorded before a junior plays open-age cricket. Exceptional eligibility may also require written approval from the relevant County Talent Pathway. The Club uses this information for player welfare, safeguarding, cricket administration, insurance and any related claims.
A shorter Junior Privacy Summary explains the main points in child-friendly language.
Website and mobile app
When you sign in, the Club processes account identifiers, security tokens, device registration details, IP address, request metadata and audit information to authenticate you and protect the service. Access tokens are short-lived and mobile refresh sessions normally last for up to 30 days unless revoked sooner.
If push notifications are enabled, a device token and limited device information are stored so the Club can address a notification to that installation. Push delivery is provided through Firebase Cloud Messaging and the relevant Apple or Google notification service. You can change optional communication preferences or device notification permissions at any time. Essential account, security or membership messages may still be shown in the Members Area or app.
If you enable biometric unlocking, the fingerprint or face template remains under the control of your device and its operating system. The Club does not receive or store your biometric template.
Automated decisions
The Club does not normally make decisions with legal or similarly significant effects about membership, discipline or team selection solely by automated means. Technology may assist with filters, reminders, eligibility checks or administration, but an authorised person remains responsible for any significant decision.
ECB and Play-Cricket
The ECB operates Play-Cricket and is separately responsible for personal information processed through an ECB account or the Play-Cricket platform under the ECB's own privacy information. WBCC is responsible for information that it separately imports, links, records or uses within the Club's own systems. A request about Play-Cricket platform information may therefore need to be made to the ECB as well as to the Club.
Who we may share information with
Where reasonably necessary, this may include:
- the England and Wales Cricket Board and Cricket Regulator;
- Yorkshire Cricket Board, cricket leagues and competitions;
- Play-Cricket and approved cricket-management systems;
- other clubs, selectors, competition organisers, disciplinary, appeal or safety panels and match officials where relevant;
- Stripe and other payment or banking providers;
- website hosting, email, Firebase, Apple, Google and other IT providers;
- insurers and professional advisers;
- emergency services or statutory authorities; and
- safeguarding organisations or authorities where appropriate.
We do not sell members' personal information.
Safeguarding confidentiality
Safeguarding information is shared only on a need-to-know basis. Within recreational cricket, a concern will normally be handled by the Club Safeguarding Officer and, where required, the County Safeguarding Officer, ECB or Cricket Regulator safeguarding team and statutory agencies. It will not ordinarily be discussed more widely at committee level unless the case requires it and appropriate safeguarding advice has been obtained.
International processing
Some service providers may process information outside the United Kingdom. Where this happens, the Club will use a provider and transfer mechanism intended to give the information the protection required by UK data-protection law, such as adequacy regulations or approved contractual safeguards.
Payments
Online card payments are completed using Stripe's hosted payment service. The Club records the payment outcome, amount and provider reference needed for membership administration and accounting, but does not store full payment-card details in the Club membership database.
How long we keep information
We apply a documented retention schedule and review records when their period expires. The main periods are summarised below; a legal hold, safeguarding direction, active complaint, insurance matter or ongoing investigation may require a relevant record to be kept longer.
| Record | Normal retention period |
|---|---|
| Active account and current contact details | While the account or membership is active; then reviewed, deleted or anonymised, subject to the records below. |
| Membership and subscription history | Six years after the membership or relevant financial year ends. |
| Payments, refunds and accounting records | Six years after the end of the financial year to which they relate. |
| Emergency, medical and accessibility details | Normally deleted within one year after the relevant membership or activity ends, unless needed for an incident, safeguarding matter or legal claim. |
| Availability, team eligibility and selection | Two years after the relevant season. |
| Junior open-age consent and eligibility | While the player is registered and normally six years after the final relevant season; incident, safeguarding, insurance or claims records may be kept longer. |
| Playing results and statistics | May be retained indefinitely as the Club's historical sporting record. Players' first and last names may remain on historic scorecards, while unnecessary contact or account data is removed. |
| Policy acknowledgements and consent history | Six years after membership ends or the choice is superseded or withdrawn. |
| App notifications and delivery records | Normally up to two years; associated security or administration audit records may be kept for six years. |
| Security, access and audit records | From 90 days to six years, depending on whether the record is short-term diagnostic data or an administrative audit record. |
| Safeguarding and DBS information | Restricted and retained under safeguarding and DBS guidance; these records can have longer, case-specific periods. |
| Conduct and disciplinary records | Normally until the matter and any sanction conclude, then reviewed after two years. Relevant information may be retained for up to six years or longer where regulation, safeguarding, continuing risk or legal claims justify it. |
| Account-deletion request | Six years after completion or cancellation, as evidence of the request and the action taken. |
The complete categories, review rules and disposal actions are in the Club's Data Retention Schedule.
Account deletion
You can request account deletion in the mobile app, while signed in to the Members Area, or through the Club's public Delete Account page. Public requests require email verification.
Completing a request removes sign-in access, revokes mobile sessions, disables push delivery, removes account-to-member links and anonymises the login. It does not necessarily erase membership, payment, safeguarding, policy-acceptance or audit records that the Club still has a lawful reason to retain. The Club records what was erased, anonymised or retained and why.
Security
We use proportionate technical and organisational measures including restricted access, secure authentication, role-based permissions, encrypted or hashed credentials and tokens, backups, logging and appropriate arrangements with service providers.
Your rights
Depending on the circumstances, you may ask for access to your information, correction, erasure, restriction or portability, or object to certain processing. These rights are not absolute and the Club may need to retain information where a lawful reason continues.
Where processing is based on consent, you may withdraw consent. To exercise a right, contact info@westbrettoncc.com. We may need to verify your identity before acting on a request.
Complaints
Please contact the Club first if you have a concern. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.
Cookies and website technologies
Information about cookies and similar website technologies is in the Cookie Policy.
Changes to this notice
We review this notice when our systems, membership processes, service providers or legal obligations change. Significant changes will be made available to members and, where appropriate, drawn to their attention. Previous versions may be retained to demonstrate what information was provided at the time.