Privacy Policy
Beacons Sports Ltd is committed to ensuring that your privacy is protected. In line with GDPR regulations this policy is designed to provide a simple explanation to the use of your data within our organisation.
Beacons Sports Ltd will be known as “Beacons” throughout the rest of this document.
Beacons does not hold data on behalf of any other organisation and all of the data contained within our system is collected directly from the data source at the point of booking a child on to a session or waiting list or placing a shop order through our website.
What we collect
When you book a place or enter the waiting list for a Beacons Netball Academy (or other events), request to join our general mailing list or purchase some merchandise we collect some or all of the following information:
● Parent or responsible adults name, telephone number, postal address, email address
● Attending child’s full name, age, date of birth, school, school year group, playing position, medical and allergy information, competitive club (if applicable), email address and mobile number (if part of a squad and with parental consent.
● Emergency contacts name and telephone number (if not parent or child’s responsible adult).
● How you heard about us
● Billing Information – name, address and contact number
Beacons uses an industry leading form building platform within our website called, Formidable Forms to create our online booking / information collection forms for our members to complete. This form builder may be used for collating information for any of our sessions or events: academies, squads, tours, festivals, awards evenings, social events, for collating medical and emergency contact information. On submission of the information, you will receive a copy of the information you have shared with us via email.
Why we collect it
● We need the attending child’s name so we can add them to the class register.
● We need the attending child’s date of birth / school year / age so we can ensure they are participating in the right class.
● We need your landline or mobile telephone number so we can call and/or text you regarding your academy/workshop/squad/tournament/competition/tour, such as a change of venue or session cancellation and/or an update on your shop order.
● We need your email address for any / all of the following: so we can keep in contact with any information about our sessions, share and confirm information about your booking, to inform you when the new term dates are available to book online, the status of your shop order.
● We need your emergency contact details to give to coaches, in case they need to contact you or the emergency contact known to the child during the duration of the class.
● We need your address if we need to send any merchandise to you.
● We collect information about the child’s school and source of enquiry to improve our marketing – understanding the area people travel from and also the communications that have worked.
What else do we do with the information
We require this information to be able to provide you with a service. Booking your child a place and receiving the initial kit, being informed of last minute cancellations, making sure you are kept informed of new term dates or any competitions / tournaments / tours we are arranging or taking part in, and managing your child’s progress through Beacons are the reasons we collect this information.
In addition to this we may email you from time to time for the following reasons:
● To inform you of up and coming events we are arranging
● To inform you of a Beacons merchandise sale
● To ask you to complete a customer satisfaction survey
● To ask if you would be interested in working as a Beacons Netball coach
Sharing and holding data
● Unless required to do so by law, we will not share, sell or distribute any of the information you provide to us.
● Your data can be viewed by any member of Beacons office staff. We hold your data on a secure password protected online cloud server and on our website through the Formidable Forms application.
● In accordance with the GDPR, we do not store personal data indefinitely; data is only stored for as long as is necessary and no more than 5 years to complete the task for which it was originally collected.
● Beacons share the emergency contact details and registers with the coaches running the classes.
● Any portable data storage used to store personal data are password protected.
● If you would like us to remove your data prior to 5 years passing as you are no longer a member of the club please email us at admin@beaconsnetballclub.com and we will delete your information with 5 working days of receipt of your email request.
Marketing Preferences & How to Unsubscribe
We understand that you may no longer want to receive our communications and so you can unsubscribe from our communications at any time.
Beacons uses three forms of communication:
Our own email system
Mailchimp
Whatsapp for Squads
Class 4 Kids booking system
To unsubscribe from any of the above you can do the following:
1) Email us at admin@beaconsnetballclub.com stating clearly the communication methods you wish to unsubscribed from 2) Via the “Unsubscribe” button at the bottom of one of our Mailchimp campaigns.
Photography
Beacons stores images taken from our classes and events in a centralised cloud system on devices that are password protected. Only in special circumstances (when an individual is given recognition for something) are names stored with images in photo albums, displays, on the website or on Beacons social media sites.
Our consent form must be completed by every one attending any Beacons session or event or any external event that Beacons is participating in. AS part of this form, we advise parents of the intention to utilise photography and video footage on various on and offline platforms and to advise us if they wish to opt out of this.
If you would not like your child to be photographed please notify Beacons on admin@beaconsnetballclub.com
External Club Competitions
Sharing of Data for Fixtures
By entering Beacons into any external event, we may need to share your contact details (Name, Email and Contact Number) with the other schools/netball clubs/ referees within the competitions for you to be able to organise fixtures.
Cookies for site analytics and performance, Financial Data and Security
Google Analytics
We use Google Analytics to help us understand how the site is being used in order to improve the user experience. User data is all anonymous. More information about Google’s position on privacy as regards its analytics service is available.
Financial Data
It is Beacons company policy not to keep any of your financial data on file. No financial information is passed through our website.
We use a third party, market leading payment processing system Xero to submit invoices to our members. We provide this system with the following information:
- Child’s full name
- Parent / responsible adult full name
- Parent / responsible adult email address.
This information is used to create an invoice for the event/academy/squad/kit/tour we may be running.
Visit https://www.xero.com/uk/legal/privacy/ for their privacy policy.
Security
We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
Our website contains the required SSL certification via Really Simple SSL and Really Simple SSL add-ons do not process any personal identifiable information. You can find their privacy policy here.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
You may request details of personal information which we hold about you. . If you would like a copy of the information held on you please write to:
Beacons Netball Club Ltd
109 Jevington Way, London SE12 9NQ
If you believe that any information we are holding on you is incorrect or incomplete, please write to us at the above address or email us on admin@beaconsnetballclub.com as soon as possible. We will promptly correct any information found to be incorrect.
Beacons may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 01.06.2020.
Your acceptance of these terms
By using this Site and/or by booking with Beacons, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site or services.. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.