Privacy Policy

Birmingham Pickle are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Birmingham Pickle is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club, subscribe to our newsletter, or participate in discussion boards on our website. The information you give us may include your name, date of birth, address, e-mail address, bank details and bank card details, preferred communication method, phone number, name of other affiliated clubs with which you are registered and gender. We may also ask for relevant health information, other data  which is classed as special category personal data. We also create information that becomes part of the personal data we hold about you, such as your membership number and information about your usage of the Club.

We will only collect data that we need to carry out the services as a member of the club. If we don’t need it, we don’t collect it.

Why we need your personal data

The reason we need your data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:

For training and competition entry  

• sharing  personal data with club coaches or officials to administer training sessions;
• sharing personal data with club team managers to enter events;
• sharing personal data with facility providers to manage access to the courts or check delivery standards; and
• sharing personal data with leagues and other competition providers for entry in events.

For funding and reporting purposes

• sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
• analysing anonymised data to monitor club trends; and
• sending an annual club survey to improve your experience as a club member

For membership and club management  

• processing of membership forms and payments;
• to facilitate bookings of classes and appointments with our staff or third party service providers and other transactions;
• to provide the services you request from the Sports Club
• to provide you with information about our facilities
• to assess your readiness for physical exercise and aid your health and safety
• to inform you about events taking place at the Sports Club
• to let you know the timetable at the Sports Club
• to let you know the hours that the facilities are available for use by members and the dates (e.g. Christmas) when the Club is closed
• to allow you access to the Sports Club
• to process payments and maintain accounts and records
• to administer and maintain membership records.
• sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
• club newsletter promoting club activity; and
• publishing of competition results

Marketing and communications (where separate consent is provided)

• sending information about promotions and offers from sponsors;
• sending information about selling club kit, merchandise or fundraising.

Any special category health data we hold on you is only processed for the purpose(s) of (e.g. fitness/ health checks or passing health data to coaches to allow the safe running of training sessions). We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

On occasion we may collect personal data from non-members (e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 365 days after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

The club has the following social media pages, Facebook, WhatsApp, Twitter, Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with

We will never sell your Personal Information to any third party. We may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, we do not transfer your Personal Information to the third party.
Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.

We release account and other personal data when we believe release is appropriate to comply with the law; enforce or operate our membership or other agreements; or protect the rights, property or safety of the Sports Club, our members or others. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. Obviously, however, this does not include selling, sharing or otherwise disclosing personally identifiable information from members for commercial purposes in a way that is contrary to the commitments made in this Privacy Notice. The Club does not store or transfer your personal data outside of the UK.

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Your data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with Birmingham Pickle Limited’s retention policy. Your data is not processed for any further purposes other than those detailed in this policy.

Data accuracy and security

The Sports Club will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Members should please notify the Sports Club Manager of any significant changes to important information, such as your contact details. The Sports Club will take appropriate technical and organisational steps to ensure the security of personal data about individuals, including policies around use of technology and devices, and access to Sports Club systems. All staff will be made aware of this policy and their duties under Data Protection Law and receive relevant training

Your rights regarding your personal data As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data. As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.