Privacy Policy

Westway Boxing Club ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website or interact with our services.

Last Updated: January 2025
Registered Charity Number: 1213040

1. Information We Collect

We may collect the following types of information:

Personal Information You Provide

• Contact Information: Name, email address, phone number, and postal address when you enquire about membership or contact us.
• Membership Information: Date of birth, emergency contact details, and health information relevant to physical activity when you become a member.
• Communication Records: Records of your correspondence with us, including emails and contact form submissions.

Information Collected Automatically

• Technical Data: IP address, browser type, operating system, and device information.
• Usage Data: Pages visited, time spent on site, and navigation patterns.
• Cookies: Small data files stored on your device (see Cookie Policy below).

2. How We Use Your Information

We use collected information for the following purposes:

• To process membership applications and manage your account
• To respond to your enquiries and provide customer support
• To send you information about our programs, events, and activities
• To ensure the safety and security of our members during training
• To comply with legal obligations as a registered charity
• To improve our website and services
• To administer donations and maintain donor records

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: Where you have given explicit consent for a specific purpose
• Contract: Where processing is necessary to fulfil our membership agreement with you
• Legitimate Interests: Where we have a legitimate interest in processing your data for operational purposes
• Legal Obligation: Where we are required to process data by law

4. Data Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

• Boxing Governing Bodies: For competition registration and licensing purposes
• Insurance Providers: To maintain appropriate coverage for our activities
• Service Providers: Who help us operate our website and services (subject to confidentiality agreements)
• Legal Authorities: When required by law or to protect our legal rights

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include:

• Secure storage of physical records in locked facilities
• Password protection and access controls for digital records
• SSL encryption for data transmitted through our website
• Regular review of our security practices

6. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including:

• Active Members: For the duration of membership plus 7 years
• Former Members: 7 years after membership ends (for legal and insurance purposes)
• Enquiries: 2 years after last contact
• Donation Records: 7 years (for Gift Aid and accounting purposes)

7. Your Rights

Under data protection law, you have rights including:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data (subject to legal requirements)
• Right to Restrict Processing: Request limitation of data processing
• Right to Data Portability: Request transfer of your data to another organization
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the details below.

8. Cookie Policy

Our website uses cookies to enhance your browsing experience. Cookies we use include:

• Essential Cookies: Necessary for the website to function properly
• Analytics Cookies: Help us understand how visitors use our site
• Preference Cookies: Remember your preferences for future visits

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

9. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of these sites and encourage you to review their privacy policies.

10. Children's Privacy

We take the privacy of young members seriously. For members under 16, we require parental or guardian consent before collecting personal information. Parents and guardians have the right to review, update, or request deletion of their child's information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on our website with an updated "Last Updated" date.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

13. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.