Data Protection Policy

Last updated: 13 June 2026

1. Purpose and scope

This policy sets out how Kingston Wildcats School of Basketball handles personal information in line with the UK GDPR and the Data Protection Act 2018. It applies to all committee members, coaches and volunteers who handle personal information on behalf of the Club.

2. Our principles

We are committed to handling personal information in line with the data protection principles. We will ensure that personal information is:

• processed lawfully, fairly and transparently;
• collected only for specified, legitimate purposes;
• adequate, relevant and limited to what is necessary;
• accurate and kept up to date;
• kept no longer than necessary;
• kept secure and confidential.

We accept responsibility ("accountability") for meeting these principles.

3. Responsibility

The Club committee is responsible for data protection. The day-to-day contact for data protection matters is info@kingstonwildcats.com.

4. Lawful bases and transparency

We only process personal information where we have a lawful basis to do so, and we tell people how we use their information through our Privacy Policy.

5. Children and safeguarding

As a youth club, most of the people whose information we hold are children. We take particular care with their information, collect it through parents or guardians, and may share information where necessary to safeguard a child, in line with our safeguarding responsibilities and Basketball England guidance. Our designated Safeguarding Officer is Louise Wadham, who can be contacted at safeguarding@kingstonwildcats.com.

6. Keeping information secure

We restrict access to personal information to those who need it, use password-protected accounts and reputable service providers, and store paper records (where used) securely. Volunteers must not share members’ information without authority.

7. Sharing information

We share personal information only where necessary – for example with Basketball England/PlayHQ for registration, or with safeguarding authorities where required. We do not sell personal information.

8. How long we keep information

We keep personal information only as long as necessary, normally while someone is a member and for a reasonable period afterwards, unless a longer period is required by law or for safeguarding.

9. Individuals’ rights

We respect individuals’ rights to access, correct, erase, restrict, object to or move their information. We aim to respond to any request within one month. Requests should be sent to info@kingstonwildcats.com.

10. Data breaches

If a personal data breach occurs, we will act promptly to contain it and assess the risk. Where a breach is likely to result in a risk to people’s rights and freedoms, we will report it to the Information Commissioner’s Office within 72 hours, and tell affected individuals where required.

11. Registration with the ICO

The Club is committed to meeting its legal obligations, including registering with the Information Commissioner’s Office and paying the data protection fee where this is required for the personal information we process.

12. Review

This policy is reviewed regularly and updated as needed. The date at the top shows when it was last revised.