— Site Information
Privacy Policy
Overview
Northwood Community Sports takes your privacy seriously. This notice explains what personal information we collect when you use our website, book an activity or contact us, why we need it, who we share it with, how long we keep it, and the rights you have over it.
We only collect what we need to run our facilities, activities and bookings, and we never sell your information.
Who We Are
When we say "we", "our" or "us", we mean Northwood Community Sports Limited (NCS), registered in England and Wales with company number 13049388. NCS is a wholly owned trading subsidiary of City of Stoke Athletics and Community Sports Limited (CoSACS), a registered charity (no. 1195927) and the holder of the lease for Northwood Stadium. Our place of business is Northwood Stadium, Keelings Road, Northwood, Stoke-on-Trent, ST1 6PA.
NCS is the "data controller" for the personal information described in this notice. You can contact us about anything in it at info@northwoodstadium.co.uk or on 07547 438786.
The Information We Collect
If you create an account: your name, email address, phone number, date of birth and postcode, and a password (which is stored securely by our login provider and never visible to us).
If you add family members to your account or book for others: their names and dates of birth, and any notes you choose to give us, such as dietary needs, medical information or other instructions for the session.
When you book an activity: who is attending, the activity and session dates, the price, how you paid, a booking reference, and, for some activities, whether each person attended. If you book without an account, we take your name, email address, phone number and postcode with the booking.
Extra questions for some activities: a few activities ask an additional question, for example ethnicity monitoring for Youth Club, which our funders ask us to report on. Where an answer option such as "Prefer not to say" is offered, you don't have to answer.
Payments: card and digital wallet payments (including Google Pay and Apple Pay) are handled by Square. Your full card details go directly to Square and are never seen or stored by us. We keep a record of the amount, whether it was paid and Square's payment reference.
Enquiry and booking request forms: whatever you enter, such as your name, organisation, contact details and the details of your event, team booking, school session or sponsorship enquiry.
When you visit the website: like most websites, the services that host and run our site automatically receive technical information such as your IP address, browser type and the pages requested, so they can deliver the site and keep it secure.
Children's Information
Many of our activities are for children and young people. Bookings for children are made by a parent, guardian or other responsible adult, who provides the child's details on their behalf. Please only give us details of children you are responsible for.
We use children's information only to run the activities they are booked onto, to keep them safe while they are with us, and to meet our reporting obligations. Access is limited to our staff and the coaches delivering the session.
Sensitive Information
Medical notes and ethnicity are "special category" information under data protection law, which we treat with extra care. We only collect them when you choose to give them to us, we use them only for the purpose they were given (keeping people safe at sessions, or anonymous equality monitoring for our funders), and only staff who need them can see them. Ethnicity information is only ever reported to funders as anonymous totals.
How We Use Your Information
- To create and manage your account, and let you view your bookings and manage your family members (to provide the service you've asked for)
- To take and manage bookings, take payment, send booking confirmations and contact you about your sessions, such as changes or cancellations (to perform our contract with you)
- To keep attendance registers and keep participants safe during sessions (our legitimate interests, and our safeguarding responsibilities)
- To respond to enquiries and booking requests made through our forms (to take steps you've asked for before entering an agreement with us)
- To produce anonymous reports for funders and to plan our activities (our legitimate interests)
- To keep financial records and meet our legal and regulatory obligations (legal obligation)
- To keep the website secure and prevent fraud or misuse (our legitimate interests)
We don't use your information for automated decision-making or profiling. We won't send you marketing emails unless you've agreed to receive them, and you can opt out at any time.
Who We Share It With
We use a small number of trusted service providers to run the website and booking system. They only process your information on our instructions:
- Google (Firebase and Google Cloud): stores accounts, bookings and activity information, and handles logins
- Google (Gmail): sends booking confirmation emails
- Square: takes card and digital wallet payments
- Formspree: receives our enquiry and booking request forms and forwards them to us by email
- GitHub: hosts the website itself
- Google Fonts: provides the fonts used on the website
Where we partner with a coaching provider to run an activity (for example, Wednesday Night Football and Funetics), we share the details they need to run the session safely, such as attendee names, ages and any notes you've given.
Some booking and membership services are run by other organisations and have their own privacy policies: pitch and sports hall bookings (Pitchbooking), gym and track memberships (Ashbourne Management Services) and Youth Club registration (eequ). We may also share information where the law requires it, for example with the police or other authorities, and with our professional advisers.
Some of these providers may store information outside the UK. Where they do, they use legal safeguards approved under UK data protection law, such as the UK's adequacy regulations or standard contractual clauses.
Cookies and Similar Technologies
We don't use advertising or tracking cookies, and we don't use analytics that identify you. The website only stores what it needs to work:
- if you log in, our login provider (Google Firebase) stores a sign-in token in your browser so you stay logged in;
- a note of whether you've already dismissed the "add to home screen" prompt, so we don't keep showing it; and
- a small offline copy of the home page, so it can still open without a signal.
Because these are strictly necessary for the site to work, they don't need your consent. You can clear them at any time in your browser settings.
How Long We Keep It
- Accounts: until you ask us to close your account, or after [2 years] without any bookings.
- Bookings and payment records: [6 years], as needed for our financial and legal obligations.
- Enquiry forms: as long as needed to deal with your enquiry, and no longer than [2 years].
Keeping Your Information Safe
The website always uses a secure, encrypted connection. Account and booking data is stored with Google Cloud, with access rules that let customers see only their own information and limit full access to our staff. We never see or store your card details. If there is ever a data breach that puts your rights at risk, we will tell you and the Information Commissioner's Office (ICO) as the law requires.
Your Rights
Under UK data protection law, you have the right to:
- access the personal information we hold about you;
- correct anything that's wrong or incomplete (you can update much of it yourself in your account);
- ask us to delete your information, where we don't need to keep it for a legal reason;
- restrict or object to how we use it;
- ask for a copy in a format you can take elsewhere (data portability); and
- withdraw consent at any time, where we rely on it.
To use any of these rights, email info@northwoodstadium.co.uk. We'll respond within one month. Parents and guardians can make requests about information we hold for their children.
If you're unhappy with how we've handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Links to Other Websites
Our website links to other sites, such as the booking and membership services above, our social media pages and our partners. They have their own privacy policies, and we're not responsible for how they use your information.
Changes to This Notice
We may update this notice from time to time. The latest version will always be on this page, and if we make significant changes that affect you, we'll let you know.
Last updated: [date published]