Privacy Policy

Last updated: 18 October 2026

This privacy notice explains how Swindon Shock WBC ("we", "us") collects, uses and protects your personal information when you use our website, take part in our activities or get in touch with us. We handle your information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

Swindon Shock WBC is a community wheelchair basketball club in Swindon, open to disabled and non-disabled players aged 6 and over. We are the "data controller" for the personal information described in this notice, which means we decide how and why it is used. If you have any questions about this notice or your information, please contact us:

Email: wesley@swindonshockwbc.co.uk
Post: New College Sports Centre, New College Drive, Swindon SN3 1AH

2. The information we collect

Depending on how you are involved with us, we may collect:

Contact details you give us, such as your name, email address and phone number, and what you tell us when you get in touch.
Membership details, such as your name, date of birth, address, emergency contact details and the sessions or teams you take part in.
Details of children and young people who take part, provided by their parent or guardian.
Health and disability information that you choose to share with us, such as medical conditions, medication, allergies or impairments, so we can keep you safe and support you to take part.
Photos and videos taken at our sessions, matches and events.
Records of donations, subscriptions and payments, such as the amount and date. Card and bank details are handled securely by our payment providers – we do not see or store them.
Ticket bookings and event attendance.
Information about volunteers and coaches, such as availability, qualifications and, where needed for safeguarding, the outcome of DBS checks.
Messages you send us through WhatsApp, text message or social media.
Technical information when you visit our website, such as your IP address, browser and device type, and the pages you visit. Some of this is collected using cookies.

3. How we use your information and why we are allowed to

Data protection law says we must have a valid reason (a "lawful basis") for using your information. We use it:

To reply to your messages and enquiries – legitimate interests.
To manage your membership, organise sessions, teams and matches, register players with our governing body and keep in touch about club activities – contract (your membership) and legitimate interests.
To keep participants safe and make reasonable adjustments – your explicit consent. In an emergency we may share health information to protect someone's life (vital interests).
To share photos and videos of our activities on our website and social media – consent.
To process donations and payments, claim Gift Aid where you have agreed, and keep financial records – contract and legal obligation.
To manage ticket bookings and events – contract.
To organise volunteers and coaches and carry out safeguarding checks – legitimate interests and, for safeguarding checks, legal obligation and substantial public interest.
To run our website securely and fix problems – legitimate interests.
To meet our legal and regulatory obligations – legal obligation.

Where we rely on consent, you can withdraw it at any time by contacting us. Where we rely on legitimate interests, we have considered your rights and you can object at any time.

4. Children and young people

Some people who take part in our activities are under 18. We collect children's information from a parent or guardian, who gives consent on their behalf where this is needed. Young people aged 13 and over can also use their own data protection rights. We handle children's information with extra care, keep access to it limited, and only share it when needed for their participation and safety – for example with our governing body or the emergency services. We always follow our safeguarding policy.

5. Health and disability information

Health and disability information is "special category" data, which the law protects more strongly. We only collect what we need, with your explicit consent (or a parent or guardian's consent for a child). Only the people who need it – such as coaches and our welfare officer – can see it. You can withdraw consent at any time, but this may affect how safely we can support you to take part.

6. Photos and videos

We like to share photos and videos of our activities. We only use images of people who have agreed, and for under-18s only with a parent or guardian's consent. We will not publish a child's full name alongside their photo. If you would rather not be photographed, or want a photo removed, just tell us and we will remove it from our website and social media as soon as we can.

7. Who we share your information with

We never sell your information. We only share it when we need to, with:

Hostinger – Website hosting and club email. Their privacy policy
British Wheelchair Basketball – Player and member registration, competitions and insurance – BWB is responsible for this information in its own right (UK). Their privacy policy
GameDay – Online membership registration and fixtures, run for British Wheelchair Basketball. Their privacy policy
Podio – Club sign-up forms and member records. Their privacy policy
Local Giving – Monthly donations to the club (UK). Their privacy policy
Zeffy – Match ticket bookings (Canada and USA). Their privacy policy
Crowdfunder – Fundraising campaigns (UK). Their privacy policy
WhatsApp (Meta) – Club messages and session updates (Ireland and USA). Their privacy policy
Facebook and Instagram (Meta) – Our social media pages and messages (Ireland and USA). Their privacy policy
Microsoft (Outlook) – Club email. Their privacy policy
Google (YouTube and Maps) – Videos and maps on our website – only loaded if you allow them (USA). Their privacy policy
The emergency services or medical professionals, if someone's health or safety is at risk.
The police, regulators or others where the law requires us to.

Some of these organisations, such as governing bodies and payment providers, are responsible for your information in their own right and have their own privacy policies.

8. Information stored outside the UK

Some of the services above store information outside the UK. When they do, your information is protected by safeguards recognised under UK law, such as the UK government's adequacy regulations (including the UK–US Data Bridge) or the International Data Transfer Agreement. You can find details in each service's privacy policy.

9. How long we keep your information

We keep information only for as long as we need it:

Enquiries: up to 12 months after we have dealt with them.
Membership records: while you are a member and for 2 years afterwards.
Health information: while you are a member, then securely deleted.
Donation and financial records: 6 years, as required by HMRC.
Photos and videos: until you ask us to remove them or they are no longer needed.
Safeguarding records: for as long as safeguarding guidance requires.
Records of cookie choices: 24 months.

10. Keeping your information safe

We limit access to the people who need it, use secure passwords and trusted service providers, and train volunteers to handle information carefully. If something goes wrong, we will act quickly and, where the law requires, report it to the ICO within 72 hours and let you know.

11. Your rights

You have the right to:

ask for a copy of the information we hold about you;
ask us to correct information that is wrong or incomplete;
ask us to delete your information;
ask us to limit how we use your information, or object to us using it;
ask for your information in a format you can take elsewhere;
withdraw your consent at any time, where we rely on it.

To use any of these rights, contact us using the details above. We will reply within one month, and there is usually no charge. We may need to confirm your identity first.

12. Cookies

Our website uses cookies. We only use non-essential cookies if you agree to them. Find out more in our Cookie Policy.

13. Complaints

If you are unhappy with how we have used your information, please talk to us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, helpline 0303 123 1113.

14. Changes to this notice

We review this notice regularly and will post any changes on this page, with a new "last updated" date.