Privacy Policy

Last updated: 13 June 2026

1. Who we are

Kingston Wildcats School of Basketball ("the Club", "we", "us") is a not-for-profit youth basketball club based at Chessington Sports Centre, Garrison Lane, Chessington KT9 2JS. We are the "data controller" responsible for the personal information described in this policy.

For any questions about this policy or your information, contact us at info@kingstonwildcats.com or 07725 333 185.

2. The information we collect

Depending on your involvement with the Club, we may collect:

• Player/member details – name, date of birth, gender and age group.
• Parent/guardian details – name, relationship to the player, phone number, email and postal address, and emergency contact details.
• Health & welfare information – relevant medical conditions, allergies, medication and accessibility needs, so we can keep players safe.
• Photographs and video from training, matches and events, where consent has been given.
• Membership, registration and payment records, including information held via Basketball England / PlayHQ.
• Enquiries you send us via our contact form, Google Form or email.

3. How we collect it

We collect information directly from you when you register a player (through PlayHQ), complete one of our forms (including Google Forms), email us, or speak to our coaches and volunteers in person.

4. How we use it, and our lawful bases

Under the UK GDPR we rely on the following lawful bases:

• To run the Club – registering players, organising teams, sessions and fixtures, and administering membership and payments (performance of our agreement with you and our legitimate interests as a club).
• Health, safety and safeguarding – protecting the welfare of children and others (legal obligation, vital interests, and – for health information – the safeguarding of children). Health data is treated as "special category" information and handled with extra care.
• Communicating with you – sending club, session and team information (legitimate interests, or consent where required).
• Photographs and promotion – using images on our website and social media (consent, which you can withdraw at any time).

5. Children’s information and safeguarding

Most of our members are under 18. We collect children’s information through their parent or guardian, take particular care with it, and seek parental consent where appropriate – including separate consent for photography. Parents/guardians can review, update or withdraw their child’s information at any time.

Our designated Safeguarding Officer is Louise Wadham, who can be contacted in confidence at safeguarding@kingstonwildcats.com about any welfare or child-protection concern.

6. Photography and video consent

We love to celebrate our players’ achievements and promote the Club using photographs and video from training, matches and events – on our website, in newsletters and on our social media channels. We follow Basketball England and NSPCC Child Protection in Sport Unit guidance on the safe use of images of children.

How consent works:

• We ask the parent or guardian of every player under 18 for consent before we use images in which their child is identifiable. Giving consent is entirely optional and is not a condition of taking part.
• You can change or withdraw consent at any time by emailing info@kingstonwildcats.com or safeguarding@kingstonwildcats.com. We will stop using the image going forward as soon as is practicable (we may be unable to recall items already printed or shared).
• We will not publish a child’s full name alongside their photograph without specific consent, and we never publish personal contact details with an image.
• We aim to use appropriate, respectful images and to focus on the activity. If you would prefer your child not to be photographed at all, please tell us and we will do our best to ensure they are not included.
• Photographs and video are stored securely and used only for the purposes above.

7. Who we share it with

We only share information where necessary:

• Club coaches and volunteers, on a need-to-know basis;
• Basketball England and PlayHQ, for registration and league participation;
• Our service providers – Google (email and forms) and Zapier (delivering contact-form messages to us);
• Where we are required to by law, or to protect a child or individual from harm (for example sharing with safeguarding authorities, the local authority designated officer or the police).

We do not sell your personal information or use it for third-party advertising.

8. Storing your information

Some of our providers (such as Google) may process information outside the UK. Where they do, we rely on appropriate safeguards such as UK adequacy regulations or standard contractual clauses.

9. How long we keep it

We keep personal information only as long as needed: usually while you are a member and for a reasonable period afterwards (typically up to three years after you leave), unless a longer period is required by law or for safeguarding reasons.

10. Keeping it secure

We limit access to personal information to those who need it, use password-protected accounts and reputable providers, and take reasonable steps to protect it against loss, misuse or unauthorised access.

11. Your rights

Under the UK GDPR you have the right to access your information; to have it corrected or erased; to restrict or object to how we use it; to data portability; and to withdraw consent at any time. To exercise any of these, email info@kingstonwildcats.com.

If you are unhappy with how we handle your information you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

12. Cookies

Our website does not use tracking or advertising cookies. See our Cookies Policy for details.

13. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last revised.