Privacy Policy - Northwood Stadium

Privacy Policy – Overview

Northwood Community Sports takes data privacy seriously and we are committed to protecting and respecting your privacy. This privacy notice describes how and why we, as data controller, obtain, store and process personal data. We do this so that we can provide you with access to the range of outdoor and indoor sports we offer in encouraging participation in sport and leisure activities by all sections of the community in Stoke-on-Trent and North Staffordshire as part of an active and healthy lifestyle. For the purpose of this Privacy Notice, we will call what we provide as our “services”. Personal data is information relating to you that enables us to identify you, for example, your name, email address, payment details and information about your access to this website.

We will process your personal data fairly, lawfully and transparently. This privacy notice describes the personal data we are collecting about you and how it is used. We will only collect and use your personal data for the following purposes, to:

provide our services

improve our services

make our marketing more relevant to you and your interests

meet our legal responsibilities

We may update this notice from time to time and we will notify you of any changes.

Who Are We?

When we refer to ‘we’ (or ‘our’ or ‘us’), that means Northwood Community Sports Limited (NCS). NCS is a wholly owned trading subsidiary of City of Stoke Athletics and Community Sports Limited (CoSACS). CoSACs is a registered charity and the holder of the lease for Northwood Stadium. Our place of business is Northwood Stadium, Stoke on Trent, England.

For more information about who we are and what we do, visit the Northwood Community Sports website at www.northwoodstadium.co.uk.

Your Rights & Our Commitment to You

You have several rights under data privacy legislation and Northwood Community Sports is committed to you being able to freely exercise your rights. These rights include, under certain circumstances, the right to:

Be informed. You have the right to be informed if and how your personal data is being processed.
Access, rectification or erasure. You have the right of access to personal data we hold about you in our records. You are also entitled to have your personal data corrected if it is inaccurate, or to have it erased if we do not have a legitimate reason for retaining your data.
Request data portability. For personal data which you have provided to a controller, where processing was based on your consent, or where processing is done by automated means, you have the right to obtain a digital copy of your personal data, request the transfer of your personal data to another company or request to move your data from one IT system to another in a safe and secure way.
To request restriction of processing. You have the right to restrict the processing of your personal data where you are contesting the accuracy of that information, you have objected to processing (as described below), or where the processing is unlawful. Where processing is restricted, we may need to retain sufficient information about you to ensure that the restriction is respected in future.
To object to automated decision-making including profiling. You have the right not to be the subject of any automated decision-making or profiling by us.
To withdraw consent. In cases where we are relying on your consent for the processing of your personal data, you have the right to withdraw your consent at any time. In respect of the e-marketing we conduct, an unsubscribe (withdraw consent) option is included with every e-marketing communication we send.
To object to processing. Where your personal data is being processed based on the legitimate interests of a data controller or third party, you have the right to object to that processing.
To complain to the relevant supervisory authority. If you have any concerns or complaints regarding the way in which we process your data, please email us directly at info@northwoodstadium.co.uk. You also have the right to make a complaint to the Information Commissioner’s Office (ICO) in United Kingdom. More information about the ICO is available at: https://ico.org.uk/. We would appreciate the chance to deal with your concerns before you approach the ICO, so please do contact us in the first instance.
Cookies Preferences. You can manage cookies as you wish – please visit the Privacy Centre and click Manage Cookies. You can also do so by adjusting your web browser controls.

The Personal Data We Collect

Personal data means any information about an individual from which that person can be identified. It does not include anonymised data, where the identity and identifying information has been removed.

Depending on the type and level of engagement you have with us, we may collect the following categories of personal data:

From the Services. We receive and store information you provide directly to us. For example, when setting you up as new user, we collect personal information, such as your name and e-mail address, to provide you with our services. The information we may collect directly from you in this way includes: email address, password, name, address, Internet Protocol (IP) address, URN, data related to your chosen sport(s).

From our website. We may collect any personal information that you choose to send to us or provide to us, for example, via our “Contact Us” online form. If you contact us through the website, we will keep a record of our correspondence.

Information we automatically Collect when you use our Services:

Usage information. We keep track of user activity in relation to the types of services our customers use, the configuration of their computers, and performance metrics related to their use of our services.
Log information. We log information about our customers when you use one of our services including your Internet Protocol (IP) address.
Information collected by cookies and other similar means. We use various means to collect information which may include saving cookies to users’ computers.
Customer Feedback. When you use our services, you may be asked to provide feedback (e.g. in the software directly or after receiving help from our support team). Providing this feedback is entirely optional.

When you visit the Website, we collect certain information related to your device, such as your device’s IP address, referring website, what pages your device visited, and the time that your device visited our website.

How We Collect Your Data

We may collect your personal data in one of the following ways:

When you visit our website
When you create an account
When you engage with us on social media
When you contact us with queries
When you review our services
When you apply for an employment vacancy with Northwood Community Sports.

Data from Third parties

We may also receive personal data about you from various third parties, including:

Technical data from third parties, including analytics providers such as Google. Please see further information in the section entitled ‘Marketing preferences, adverts and cookies’ below.
Technical data from affiliate networks through whom you have accessed our website.
Identity and contact data from social media platforms when you log in to our website using such social media platforms.
Contact, financial and transaction data from providers of technical, payment and delivery services.

How We Use Your Personal Data

The legal basis for processing your personal data

We will only collect and process your personal data where we have a legal basis to do so. As a data controller, the legal basis for our collection and use of your personal data varies depending on the manner and purpose for which we collected it. We will only collect personal data from you when:

We have your consent to do so, or
We need your personal data to perform a contract with you. For example, to provide you with our services to you, or
Pursuing our legitimate interests in a way that you might reasonably expect to be a part of running our business and that does not significantly impact your interests, rights and freedoms, for example, showing Northwood Community Sports advertisements to you as you browse the internet.
We have a legal obligation to collect or disclose personal data from you e.g. in suspected instances of fraud or where we need to give personal data to police or a government body.

We process your personal data for one or more of the following reasons:

To set up a user account
To provide, operate and maintain our services
To process and complete transactions, and send related information, including transaction confirmations and invoices
To manage our customers’ use of our services, respond to enquiries and comments and provide customer service and support
To administer your usage of the facilities at Northwood Stadium
To notify you about important updates and information about your membership or the service you have paid for
To deal with your requests and enquiries
To contact you for reasons related to your enquiry
To use your IP address to monitor traffic and gather browsing behaviours of visitors to our websites, but not in order to identify you in any way
To create meaningful, actionable analysis of your use of our services on an anonymised basis
To send you technical alerts, updates, security notifications and administrative communications
To investigate and prevent fraudulent activities, unauthorised access to our services, and other illegal activities; and
For any other purposes about which we notify customers and users.

We use your personal information in this context based on the contract that we have in place with you or our legitimate interest for security purposes (e.g. the prevention and investigation of fraudulent activities). Personal information will be deleted based on the terms of our contract with you.

How We Share Your Data

We sometimes share your personal data with the trusted categories of third parties we use to conduct our business, for example: to provide our privacy centre services to you; to handle feedback and complaints; and to help us understand your behaviour in order to customise and optimise our services, advertising, marketing, competitions and offers to you.

Our trusted categories of third parties include website hosts, cloud service providers, social media providers, professional services providers, customer survey service providers and advertising partners.

As part of our e-marketing methods, and on the basis of our legitimate business interests, we may use some Google services and some Facebook products in accordance with the practices explained in the Google and Facebook terms, conditions and privacy notices. Please consult their relevant terms and privacy notices for further information and your options.

We may share your personal data with government bodies and law enforcement.

We may also share your personal data with our professional advisers including lawyers, bankers, accountants, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

Marketing Preferences, Adverts and Cookies

Marketing – Your Preferences

We may send you marketing communications and promotional offers:

If you have created an account with us or subscribed to our services, and you have not opted out of receiving marketing communications in accordance with your preferences, as explained below;
By email if you have signed up for email newsletters;

We may use your personal data (as outlined in the ‘Personal Data We Collect’ section) to form a view on what we think you may like, or what may be of interest to you, and to send you details of services which may be relevant.

We will ask you for your preferences in relation to receiving marketing communications by email, and other communication channels.

You will always have full control of your marketing preferences. If you do not wish to continue receiving marketing information from us (or any third party, if applicable) at any time:

You can unsubscribe or ‘opt-out’ by using the unsubscribe button and following the link included in the footer of any marketing email; or
Withdraw your consent by managing your preferences.

We will process all opt-out requests as soon as possible, but please note that due to the nature of our IT systems and servers it may take a few days for any opt-out request to be implemented.

Our website uses cookies to distinguish you from other users of our website and to keep track of your visits. They help us to provide you with the very best experience when you browse our website and to make improvements to our website. They also help us and our advertising partners to make advertising relevant to you and your interests.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.

You can manage cookies as you wish – for more information on cookies, visit allaboutcookies.org

Links to Other Websites and Third Parties

Our website may include links to and from the websites of our partner networks, advertisers and affiliates, or to social media platforms. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for your use of these websites. Please check these policies before you submit any personal data to their websites.

Storing, Securing and Retaining Your Data

Storing your data

We need to retain your personal data to satisfy our legal obligations, to deal with complaints and queries, in order to resolve, litigate or defend a dispute and to prevent fraud and abuse.

If we have obtained your consent, or have established another legal basis, for storing your data, we will retain your personal data for marketing and analysis purposes until you withdraw your consent. If you choose to withdraw your consent, we will delete your personal data from our systems, unless we have another legal basis to retain it, which may include performance of our contract with you.

Securing your data

The communication between your browser and our website uses a secure encrypted connection wherever your personal data is involved.

We have put in place physical, electronic and managerial security procedures in the storage and disclosure of your personal data to protect it against accidental loss, destruction or damage. Nevertheless, any data transmission over the internet or by any other means can never be fully secure and provision of personal data by you to us is at your own risk. We take all reasonable measures to protect your personal data by putting appropriate technical and operational security measures in place.

When we disclose your personal data to trusted third parties (for the purposes set out in this notice), we require all third parties to have appropriate technical and operational security measures in place to protect your personal data, and we work with them to ensure that your data protection and privacy rights are respected. Where your personal data is shared with a third party, it must only be used for the purposes for which it was supplied.

In the unfortunate event of a personal data breach, we will notify you and any applicable regulator when we are legally required to do so.

Retaining your data

Your personal data will be deleted when it is no longer reasonably required for the provision of the services described above or when you withdraw your consent (where applicable) and we are not legally required or otherwise permitted to continue storing such data.

The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you have requested or to comply with applicable legal or regulatory requirements).

We will retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. For example, where you ask to be unsubscribed from marketing communications, we may keep a record of your email address and the fact that you have unsubscribed to ensure that you are not sent any further emails in the future.

Children

While our website is designed for a general audience, we will not knowingly collect any data from children under the age of 18 or sell products to children.

If you are under 18 years of age, please do not attempt to sign up to our services, create an account or send any Personal Information about yourself to us. If we learn that we have collected Personal Information from a child under age 18, we will delete that information as quickly as possible. If you believe that a child under 18 may have provided us with personal information, please email info@northwoodstadium.co.uk. We will act upon this information as quickly as possible.

Changes to This Privacy Notice

From time to time we may change this privacy notice. If there are any significant changes we will post updates on our website, applications or let you know by email.

How to Contact Us

We welcome feedback and are happy to answer any questions you may have about your data.

You can contact us at:

Email: Info@northwoodstadium.co.uk

Northwood Community Sports is registered in United Kingdom with company number 13049388

This notice was most recently updated: 15 March 2023