Privacy Policy

Last updated 4 August 2026

This explains what we do with your personal information when you join West Northamptonshire Pickleball, book a session, buy a membership or get in touch. We have tried to write it in plain English rather than legal language.

The short version. We hold the details you give us so we can run the club: book you onto sessions, take payment, keep you safe on court and tell you what is happening. We do not sell your information to anybody, and we do not use advertising trackers on this website.

Who we are

West Northamptonshire Pickleball CIC is the data controller for the information described here.

West Northamptonshire Pickleball CIC, Bragborough Hall Business Centre, Welton Road, Daventry, NN11 7JG. Company number 16325843. Email admin@westnorthantspickleball.com or call 07516 689202.

To confirm: if the club is registered with the Information Commissioner’s Office, add the registration number here. Most organisations that process personal data electronically must register and pay the annual data protection fee — it is separate from Companies House. Check at ico.org.uk if you are unsure.

What we collect

Information	When
Name, email address, phone number	When you create an account or book as a guest
Date of birth	At sign-up. We use it to work out which sessions you are eligible for, such as junior or over-50s play
Postal address	Only if you buy something that needs delivering, or join as a member
Emergency contact	If you give one, so we know who to call if something happens on court
Health information	Only if you tell us — for example on a coaching health questionnaire, or an injury we should know about
Gender	Optional. Used for competitions and divisions that are organised by gender
DUPR ID and rating	If you have a DUPR account and want your rating used for matchmaking
Bookings, attendance, results and ratings	As you play
Payment records	When you pay. We see the amount, date and outcome — we never see or store your card number
Messages you send us	Enquiries, coaching requests, competition entries

Why we are allowed to hold it

To do what you asked — taking a booking, running your membership, sending your receipt. This is the contract between us.
To run the club properly — organising sessions, working out fair matchups, keeping attendance, contacting you about a session you are booked on. This is our legitimate interest in operating a club, and it is what you would reasonably expect.
Because you agreed — health information, and any marketing emails. You can withdraw that agreement at any time and it does not affect anything we did before you did.
Because the law requires it — keeping financial records for HMRC, and company records under the Companies Act.

Health information

Health details are treated more carefully than the rest, because the law treats them as a special category. We only collect them when there is a reason — a coaching health questionnaire, or an injury that affects how you play — and only with your explicit agreement. They are visible to the people who need them to keep you safe, not to the club generally.

Children and young people

Juniors are welcome at the club. Where a player is under 18, we ask a parent or guardian to provide their details and give agreement on their behalf. If you are a parent and want to see or delete what we hold about your child, just ask.

Who else sees it

We use a small number of companies to run the club. They only handle your information to do a job for us, and are not allowed to use it for anything of their own.

Who	What they do
Lobbd	The platform that runs our bookings, memberships, leagues and admin
Supabase	Stores the club database
Vercel	Hosts this website and the booking system
Stripe	Takes payments. Your card details go straight to Stripe and never reach us
Resend	Sends our emails — confirmations, reminders, receipts
Twilio	Sends text messages, where we use them
DUPR	Holds pickleball ratings, if you have chosen to link your DUPR account
Google	Supplies the fonts this website uses, and the map on our Find Us page

Some of these are based outside the UK. Where information goes abroad it is protected by the safeguards UK data protection law requires, such as standard contractual clauses.

We do not sell your information, and we do not share it with advertisers.

How long we keep it

To confirm: the club needs to decide its retention periods and they should be stated here rather than left vague. Sensible starting points, which you should review: financial records 6 years (HMRC requires this); membership and booking records 2 years after your last activity; health questionnaires 12 months or until the coaching relationship ends; enquiries that do not become bookings 12 months. Replace this box with whatever you settle on.

When we no longer need something we delete it, or remove the parts that identify you and keep only anonymous totals such as how many people attended a session.

What you can ask us to do

See a copy of what we hold about you
Correct anything that is wrong
Delete it, where we do not have to keep it
Stop using it in a particular way, or object to us using it at all
Receive it in a portable format so you can take it elsewhere
Withdraw your agreement, where that is what we relied on

Email admin@westnorthantspickleball.com and we will reply within one month. There is no charge.

If you are not happy with how we have handled it you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you told us first so we can put it right.

Keeping it safe

Access to the club database is restricted to organisers who need it, and every request is checked against who you are and which club you belong to. Payment card details never touch our systems. Passwords are stored in a form that cannot be reversed, so nobody at the club can read yours.

Changes

If we change this policy we will update the date at the top. If the change is significant we will tell you.