PRIVACY POLICY


Bewbush Sports and Community CIC (BASE)


Purpose


At BASE, everything we do is rooted in creating positive, inclusive and inspiring experiences for our community.

This Privacy Policy explains how Bewbush Sports and Community CIC (BASE) collects, uses, stores and shares personal information.

We are committed to protecting your privacy and handling your personal data responsibly, transparently and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.


This policy applies to anyone who interacts with BASE, including children, young people, parents/carers, participants, staff, coaches, volunteers, partners, visitors and website users.



What Personal Information We Collect


Depending on how you interact with BASE, we may collect:

  • Name and contact details
  • Parent/carer contact details for children
  • Date of birth and age group
  • Emergency contact details
  • Medical, dietary or access requirements
  • Booking, attendance and payment details
  • Communication records
  • Safeguarding, incident or accident records
  • Complaints or disciplinary information
  • Photography/filming consent preferences
  • Marketing preferences
  • DBS, reference or recruitment information where relevant
  • Website enquiry information
  • CCTV images where cameras are in operation



How We Collect Information


We may collect personal information when you:


  • Make an enquiry
  • Book or attend a class, event or activity
  • Complete a registration or consent form
  • Volunteer or apply for a role
  • Work with BASE as a coach, partner or supplier
  • Use our website or online booking system
  • Communicate with us by email, phone, form or social media
  • Attend BASE premises or events

We may also receive information from parents/carers, schools, partner organisations, coaches, external agencies or safeguarding professionals where appropriate.



Why We Use Your Information


BASE may use personal information to:

  • Manage bookings, activities and events
  • Keep participants safe
  • Contact parents/carers or emergency contacts
  • Manage payments and refunds
  • Respond to enquiries, complaints or feedback
  • Support safeguarding, welfare and wellbeing
  • Manage staff, volunteers, coaches and partners
  • Meet legal, insurance and regulatory obligations
  • Improve our services
  • Send updates or marketing where consent has been given
  • Manage website, booking and communication systems



Our Lawful Basis for Using Data


We will only use personal data where we have a lawful reason to do so, including:

  • Contract – to provide services you have booked
  • Legal obligation – to meet safeguarding, health and safety, employment, tax or regulatory requirements
  • Legitimate interests – to run BASE safely and effectively
  • Consent – for example, marketing or photography/filming
  • Vital interests – in an emergency or where someone’s safety is at risk

Where we process sensitive information, such as health information, safeguarding records or DBS information, we will only do so where there is a clear and lawful reason.



Children’s Data


We take particular care when handling children’s information.

Where children take part in BASE activities, we may collect information from parents/carers to help us keep them safe and provide appropriate support.

Children’s information will only be used for relevant purposes and will be kept securely.



Photography and Filming


We will only use photographs or videos in line with our Photography and Filming Policy.

Consent will be requested where required, and individuals can withdraw consent at any time. We will take reasonable steps to remove images where consent is withdrawn, although this may not always be possible where images have already been shared online or in printed materials.



Sharing Information


We will only share personal information where there is a valid reason.

This may include sharing information with:

  • Parents/carers
  • Staff, coaches or volunteers who need the information
  • Booking or payment providers
  • Safeguarding agencies
  • Local authority services
  • Emergency services
  • Professional advisers
  • Insurers
  • IT, website or software providers
  • Regulators or legal authorities where required

We will never sell personal information.



How We Keep Information Safe


BASE will take appropriate steps to protect personal information from loss, misuse, unauthorised access or disclosure.

This includes:

  • Secure electronic systems
  • Password protection
  • Restricted access
  • Secure storage of paper records
  • Staff and volunteer guidance
  • Sharing information only on a need-to-know basis



How Long We Keep Information


We will only keep personal information for as long as necessary.

How long we keep data depends on the reason it was collected. Some information, such as safeguarding, accident, insurance or legal records, may need to be kept for longer.


When information is no longer needed, it will be securely deleted, destroyed or anonymised.



Your Rights


Under UK data protection law, you have rights over your personal information. These may include the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion in certain circumstances
  • Restrict how your data is used
  • Object to certain processing
  • Withdraw consent where consent is the lawful basis
  • Request a copy of your data


To exercise your rights, please contact BASE.



Concerns or Complaints


If you are concerned about how BASE handles your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO).



Related Policies


This policy should be read alongside:


  • Safeguarding Policy
  • Photography and Filming Policy
  • Online Safety and Communication Policy
  • Complaints Policy
  • Safer Recruitment Policy
  • Code of Conduct


POLICY PAGE



Review


This policy will be reviewed annually or in line with changes to data protection legislation or guidance.