2026/27
Applicable to Warriors Basketball CIC, Warriors Basketball Development Ltd and all affiliated development clubs.

1. Purpose

Warriors Basketball is committed to protecting the privacy and personal information of all players, parents, carers, volunteers, coaches, officials, employees and supporters. This policy explains how personal information is collected, used, stored and shared in accordance with UK data protection legislation.

2. Scope

This policy applies to all club activities including training sessions, fixtures, tournaments, camps, events, National League programmes, development clubs, volunteer recruitment, safeguarding and club administration.

3. Information We Collect

·         Names, addresses, dates of birth and contact details.

·         Emergency contacts and medical information required for safe participation.

·         Basketball England membership and registration information.

·         Attendance, competition and performance records.

·         DBS and safeguarding records where applicable.

·         Photographs and videos where appropriate consent has been obtained or another lawful basis applies.

·         Payment and subscription information processed through approved providers.

·         Website, app and communication preferences.

4. Why We Collect Information

·         To administer club membership and participation.

·         To register players, coaches and officials with Basketball England and competition organisers.

·         To safeguard children and adults at risk.

·         To communicate training, fixtures, events and emergencies.

·         To manage payments and subscriptions.

·         To comply with legal, regulatory and insurance obligations.

·         To improve the services provided by the club.

5. Lawful Basis

We process personal information only where there is a lawful basis, including consent where appropriate, performance of a contract, compliance with legal obligations, protection of vital interests and the club's legitimate interests.

6. Sharing Information

·         Basketball England.

·         League and competition organisers.

·         Venue providers where required.

·         Emergency services or healthcare professionals where necessary.

·         Approved software providers including membership, payment and communication platforms.

·         We will never sell personal data to third parties.

7. Data Security

·         Store information securely using password-protected systems.

·         Limit access to authorised personnel only.

·         Use secure cloud-based platforms where appropriate.

·         Regularly review access permissions.

·         Dispose of information securely when no longer required.

8. Data Retention

We retain personal information only for as long as it is required for club administration, safeguarding, legal or regulatory purposes. Information is securely deleted or anonymised when no longer needed.

9. Photography & Video

Photography and video will be managed in accordance with the club's Photography & Social Media Policy and Basketball England safeguarding guidance. Parents and participants may notify the club if they have concerns regarding photography.

10. Your Rights

·         Access the information we hold about you.

·         Request correction of inaccurate information.

·         Request deletion where appropriate.

·         Object to or restrict certain processing.

·         Withdraw consent where consent is the lawful basis.

·         Lodge a complaint with the Information Commissioner's Office (ICO).

11. Responsibilities

·         Directors are responsible for governance and compliance.

·         Gemma Selmes, Club Welfare Officer, oversees welfare-related information handling.

·         All coaches, volunteers and officials must protect confidential information and only access data needed for their role.

·         Any suspected data breach must be reported immediately to the club.

12. Contact

General enquiries: info@warriorsbasketball.co.uk
Welfare & safeguarding: welfare@warriorsbasketball.co.uk
Website: www.warriorsbasketball.co.uk

13. Policy Review

This policy will be reviewed annually or sooner if legislation, Basketball England guidance or club practices change.

Related Policies available to view on the policies tab

·         Equality, Diversity & Inclusion Policy

·         Safeguarding Policy

·         Codes of Conduct

·         Complaints & Disciplinary Procedures

·         Photography & Social Media Policy

·         Player & Parent Handbook