Data & Privacy

Responsibility for Policy: Committee  

Policy approved: December 2025

Review due: December 2026

Policy Statement

Woking Squash Club is committed to protecting personal data and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains how personal data is collected, used, stored, and protected.

Personal Data Collected

We may collect and process the following personal data:

  • Names and contact details

  • Membership and payment information

  • Coaching, competition, and attendance records

  • Emergency contact details

  • Photographs/videos (with consent)

 

Lawful Basis for Processing

We process personal data on the following grounds:

  • Contractual necessity: to manage membership and participation

  • Legal obligation: safeguarding children and adults at risk

  • Legitimate interests: communication of club activities and events

  • Consent: for marketing communications, newsletters, and photography

 

How We Use Your Data

Personal data is used solely for legitimate Club purposes, including:

  • Membership administration and communication

  • Organising coaching, competitions, and club events

  • Fulfilling safeguarding obligations

  • Maintaining health and safety records

We may share data with:

  • England Squash (for membership or competition purposes)

  • Service providers (e.g., accounting, email platforms) who process data under contract

All sharing is done securely and in line with UK GDPR.

Data Retention

We retain personal data only for as long as necessary:

  • Membership and payment records: 7 years

  • Coaching and attendance records: 5 years

  • Emergency contacts: current year only

  • Photographs/videos: until consent is withdrawn or no longer required

 

Your Rights

Members have the right to:

  • Access personal data we hold about them

  • Request correction of inaccurate data

  • Request deletion where appropriate

  • Withdraw consent for marketing communications

  • Raise a complaint with the Club or, if unresolved, with the ICO

Requests should be directed to:

Club Secretary: Anne Struyven

Data Security

We take appropriate measures to protect personal data from loss, misuse, or unauthorised access, including:

  • Electronic data stored securely with password protection

  • Paper records stored in locked cabinets

  • Access limited to authorised personnel only

 

Children & Parental Consent

For members under 18, parental/guardian consent is obtained for membership, communications, and photography.

Review

This policy will be reviewed annually or sooner if legislation or England Squash guidance changes.