Privacy policy

1. Who we are

Guildford City Boxing Club ("the club", "we", "us") is an amateur boxing club affiliated to England Boxing, based in Guildford, Surrey. This policy explains how we collect, use, and protect personal information about our members, parents/guardians, and website visitors.

2. What information we collect

Depending on your relationship with the club, we may collect:

• Contact details: name, phone number, email address, postal address
• Membership information: date of birth, age category, session/squad assignment, emergency contact details, medical information relevant to training or competition
• Parent/guardian details: for members under 18, the name and contact details of a parent or guardian
• Safeguarding records: where relevant, information recorded in line with our Safeguarding Policy and England Boxing's Safeguarding Code
• Payment records: session fees and annual membership payments (we do not store card details)
• Photos/video: images taken at training or events, where consent has been given
• Website usage data: basic, anonymised analytics about how visitors use this website (if analytics are enabled)

3. How we use your information

• Register and manage club membership
• Contact you about sessions, events, and club news
• Assign members to the appropriate session based on age and experience
• Meet our safeguarding obligations to children and young people
• Register boxers with England Boxing for competition, where applicable
• Handle payments for sessions and membership
• Comply with our legal and regulatory obligations

4. Our legal basis for processing

• Consent: for example, when you provide medical information, photo consent, or sign up to communications
• Contract: to provide membership and coaching services you've asked for
• Legitimate interests: to run the club safely and effectively
• Legal obligation: where required by safeguarding law or England Boxing's rules

5. Sharing your information

We do not sell personal information. We may share limited information with:

• England Boxing, where required for affiliation, competition registration, or safeguarding
• Statutory authorities (e.g. police, social services), where there is a safeguarding concern
• Service providers who help us run the club (e.g. payment processing), under appropriate confidentiality terms

We do not share personal information with third parties for marketing purposes.

6. Children's information

Where a member is under 18, we collect and hold information with the knowledge and consent of a parent or guardian. Our Club Welfare Officer, Gemma Etherington, oversees the safe handling of information relating to children, in line with our Safeguarding Policy and England Boxing's Safeguarding Code.

7. How long we keep information

• Membership records are retained for the duration of membership plus a reasonable period afterwards for legal and insurance purposes
• Safeguarding records are retained in line with England Boxing's safeguarding guidance, which may require longer retention periods
• You can ask us to delete information we no longer need to keep

8. Your rights

Under UK data protection law, you have the right to:

• Ask what personal information we hold about you
• Ask us to correct inaccurate information
• Ask us to delete your information, where we're not required to keep it
• Object to or restrict certain processing
• Withdraw consent at any time (e.g. for photos or communications)

To exercise any of these rights, contact us at info@guildfordcityboxingclub.com. For safeguarding-related queries, contact safeguarding@guildfordcityboxingclub.com. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk.

9. Keeping information secure

We take reasonable steps to protect personal information from loss, misuse, or unauthorised access, and only share it with coaches and volunteers who need it to carry out their role at the club.

10. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this website.