Privacy Notice

1. Who is responsible

Kent Shooting Stars Basketball Club is responsible for deciding how and why club personal information is used. Contact kentshootingstars@gmail.com for privacy requests. Safeguarding matters should be sent to welfare@kentshootingstars.com.

2. Information we collect

• Player identity, date of birth, age group and attendance.
• Parent, carer and emergency contact information.
• Medical, allergy, medication, disability and additional-needs information needed for safe participation.
• Membership and payment-status records.
• Safeguarding information where a concern arises.
• Coach and volunteer qualifications, DBS status and training information.
• Photographs or video where appropriate permission has been obtained.

3. Why we use information

We use personal information to respond to first-session enquiries, administer membership, run safe sessions, provide reasonable adjustments, communicate with families, manage attendance and teams, meet Basketball England and competition requirements, administer fees and comply with legal or safeguarding duties.

Depending on the activity, the lawful basis may include taking steps towards or performing the membership arrangement, legitimate club administration, legal obligations, vital interests in an emergency, safeguarding conditions and consent for optional uses such as certain photographs or marketing.

4. The services used

• Jotform: first-session interest and initial safety information.
• PlayHQ and Basketball England: Basketball England membership, licensing and competition registration where required.
• Spond: attendance, availability and communication with registered families.

Payment instructions are sent directly to parents or carers. The public website does not collect payment-card details or publish club bank details. Limited information may also be shared with coaches on a need-to-know basis, competition organisers, medical or emergency services, safeguarding bodies, regulators, insurers or law-enforcement agencies where appropriate.

KSS does not sell member information or provide parent contact details to sponsors for their own marketing.

5. Retention

Routine Jotform and membership information is normally kept for the duration of membership plus two years and then securely deleted. Some information may be kept longer where necessary: financial records may be subject to legal retention periods, while safeguarding, insurance, disciplinary or accident records may need to be retained under governing-body guidance or to establish or defend legal claims.

6. Photographs and video

For official use of a child’s image, KSS seeks appropriate parent or carer permission and age-appropriate agreement from the child. Permission can be withdrawn for future use by contacting the club. KSS will take reasonable steps to remove affected material from channels it controls where appropriate.

7. Your rights

Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability or object to certain processing. Where processing is based on consent, consent may be withdrawn at any time without affecting earlier lawful use. Contact kentshootingstars@gmail.com.

If you are unhappy with the response, you may complain to the Information Commissioner’s Office.

Open the ICO complaints page

Official address: ico.org.uk/make-a-complaint/

8. Children

Parents and carers normally provide information for younger players. As a young person becomes able to understand and exercise their own privacy rights, KSS will take their views and rights into account directly and explain information in age-appropriate language.

9. Website services

This static website does not use club analytics or advertising cookies. Font files are requested from Google Fonts when pages load, and external links open third-party services under their own privacy notices.