Privacy Policy

Suffolk Squash County Association ("Suffolk Squash", "we", "us", "our") is committed to protecting the privacy of everyone who interacts with us — players, parents, club officials, coaches, and website visitors. This policy explains what information we collect, why we collect it, and the choices you have.

By using this website or registering with Suffolk Squash, you agree to the practices described in this policy. We process personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

01Who We Are

Suffolk Squash is the county governing body for squash and racketball in Suffolk, working alongside England Squash to support clubs, coaches, and players across the region. We are the data controller for the personal information described in this policy.

Ipswich Sports Club, Henley Rd, Ipswich IP1 4SJ · info@suffolksquash.co.uk

02Information We Collect

We collect information in the following ways:

• Registration details — name, date of birth, contact details, club affiliation, and playing category when you or your child register for county squads, leagues, or events.
• Contact form submissions — name, email address, and any message content you send us through the website.
• Payment information — where fees apply, payment is handled by a third-party payment provider; we do not store full card details ourselves.
• Website usage data — basic technical information such as browser type and pages visited, collected automatically to help us improve the site.

03How We Use Your Information

We use the information we collect to:

• Administer club affiliations, county squads, leagues, and competitions
• Communicate about fixtures, training sessions, and events
• Process registration fees and bursary applications
• Respond to enquiries submitted through the website
• Meet our safeguarding and reporting obligations to England Squash
• Improve our website and services

04Our Legal Basis For Processing

We rely on the following legal bases under UK GDPR: performance of a contract (registering you for squads or events), legitimate interests (running the association and communicating with members), legal obligation (safeguarding and reporting requirements), and consent (where you have opted in to specific communications).

05Sharing Your Information

We share personal data only where necessary, including with:

• England Squash, for national registration, rankings, and safeguarding purposes
• Affiliated clubs, for coaching and squad administration
• Trusted service providers who help us operate the website, payments, or communications, under agreements that protect your data

We do not sell personal data to third parties.

06Junior Members & Parental Consent

Where a player is under 18, we collect registration information from, and communicate primarily with, a parent or guardian. Consent for a junior's participation and any associated data processing is obtained from a parent or guardian at the point of registration.

07Cookies

Our website may use essential cookies needed for it to function, along with basic analytics cookies to help us understand how the site is used. You can control cookies through your browser settings at any time.

08How Long We Keep Your Data

We keep personal data only as long as necessary for the purposes it was collected for — typically for the duration of a player's registration plus a limited retention period afterwards for record-keeping and safeguarding purposes, after which it is securely deleted.

09Keeping Your Data Secure

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. Access to registration and safeguarding records is limited to committee members and coaches who need it to carry out their role.

10Your Rights

Under UK GDPR, you have the right to:

• Request access to the personal data we hold about you
• Ask us to correct inaccurate information
• Ask us to delete your data, where applicable
• Object to or restrict certain processing
• Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us using the details below. If you're unhappy with how we've handled your data, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

11Changes To This Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised "last updated" date.

12Contact Us

If you have any questions about this policy or how we handle your data, please get in touch.