Privacy Policy
Customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Service communications vs direct marketing
- Lawful bases and data protection rights
- Cookies and Google tagging
- Where we get personal information from
- How long we keep information
- Who we share information with
- Accident and incident reports
- How to complain
Contact details
What information we collect, use, and why
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Payment or banking details
- Donation history
- Health information
We collect or use the following information when someone submits a trial, enquiry, or lead form on our site:
- Name (or child's name plus parent/guardian name)
- Email address and, optionally, phone number
- Free-text notes the submitter chooses to add
- The campaign and segment the form belonged to (e.g. men's cricket, junior girls Dynamos)
- Attribution data tied to the click that brought them to the site (Google
gclid, UTM parameters, landing page and referrer): only when the visitor has accepted cookies via our consent banner - A snapshot of the consent choices that were in force at the moment the form was submitted
We collect or use the following personal information for service updates and operational communications:
- Names and contact details
- IP addresses
- Website and app user journey information
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Health and safety information
We collect or use the following personal information to record, review and respond to accidents, incidents and safety concerns:
- Names and contact details of the reporter
- Name and age indication (adult or under 18) of the person affected
- Details of the incident: date, time, location, activity, and a description of what happened
- Health-related information where relevant, for example whether an injury occurred and what first aid or emergency care was given
- Witness details where known
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
Service communications vs direct marketing
We treat these two categories differently, and we want you to know the difference.
Service communications are the messages we send back in reply to something you asked us for. If you submit a trial form, we reply about your trial. If you email the club, we reply about your email. That isn't marketing: it's the club honouring your original request, and we rely on that request as our lawful basis to get back to you.
Direct marketing means newsletters, fundraising asks, seasonal recruitment reminders, sponsor promotions, and anything else we send without a specific prior request from you. We do not currently operate a marketing list. If we ever do, it will be separate from any enquiry you've made, it will be opt-in, and every message will include a one-click unsubscribe.
Lawful bases and data protection rights
Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:
- Your right of access: You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification: You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure: You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing: You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing: You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent: When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful basis for responding to a trial or enquiry form is legitimate interest and pre-contract necessity: you actively submitted a form asking us to get in touch, and replying is in scope of that request.
Our lawful basis for storing the attribution cookie (pm_attrib), loading Google Analytics, and sending conversion measurement to Google Ads is consent, captured via our cookie banner and recorded with a version number and timestamp. Sending your hashed email address to Google for Enhanced Conversions is a separate consent axis ("ad_user_data"): we only do that when you have granted it.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Consent: we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legal obligation: we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Legal obligation: we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests: we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Health information is collected to ensure the safety of people using our facilities, and ensure any necessary adjustments can be made to accommodate their needs.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent: we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Cookies and Google tagging
We use a small number of cookies. Two are ours, the rest are set by Google when we load their tag.
Our cookies
| Name | Purpose | Retention |
pm_consent | Records your cookie choice on the banner, with the version of this notice you accepted against. First-party. | 12 months |
pm_attrib | Stores which ad click brought you to the site (Google gclid, UTM parameters, landing page, referrer) so we can credit our recruitment campaigns. Only written after you have granted cookie consent. First-party. | 90 days |
Google cookies
If you accept, Google's tag sets its own cookies (_ga, _gid, _gcl_au, and others depending on the Google product) to measure traffic and ad performance.
How our consent banner works (Consent Mode v2)
Google's tag (gtag.js) is loaded on every page of this site, regardless of whether you have accepted or declined cookies. What changes is what the tag is allowed to do:
- Before you decide, or if you decline: the tag runs in "denied" mode. It sends Google traffic signals without identifiers attached, so Google can measure aggregate ad performance without reading or writing cookies that identify you.
- If you accept: the tag reads and writes its full set of cookies and sends us and Google the full measurement signals. On form submissions, we also send Google a SHA-256 hash of the email address you entered so that Google can match your conversion back to the ad you clicked (Enhanced Conversions). Hashed email is still personal data under UK GDPR: we only send it when you have granted the "ad_user_data" axis via the banner.
Changing your mind
You can change your choice at any time using the link below, or the "Cookie settings" link in the site footer. The banner will re-open and your new choice takes effect immediately, no page reload required.
This notice is version 2026-04-25.
If we change what we send to Google in a way that materially affects this notice, we bump the version and the banner re-appears so you can re-decide.
Where we get personal information from
- Directly from you
- Through Google Ads click identifiers when you arrive via one of our adverts, only after you have accepted cookies
How long we keep information
Personal information relating to a member is kept for the duration of a person's membership, and for 36 months thereafter.
Lead records (name, email, phone, notes and the associated events) for people who submit a trial or enquiry form but do not go on to become members are kept for 3 years from the date of submission, then automatically deleted.
Who we share information with
Data processors
Amazon Web Services (AWS)
Hosts our website, API, database, file uploads, and transactional email delivery (via Amazon SES).
Stripe
Payment processing for membership donations, match donations, and sponsorships.
Google (Workspace, Analytics, Ads)
Google Workspace hosts the club's email and shared documents. Google Analytics 4 gives us aggregate site traffic reporting. Google Ads is how we run our recruitment advertising; Google receives measurement signals from our pages and, for people who have accepted the banner, hashed email addresses submitted via our lead forms so it can match conversions back to ad clicks. We also periodically upload anonymised conversion records (e.g. "this lead attended a trial", "this lead became a member") so Google Ads can optimise future campaigns.
Better-Auth
Provides the authentication layer for members signing in to the website.
New Relic
Application performance monitoring, helps us spot and fix errors on the site.
Slack
Receives operational notifications when someone submits a contact, enquiry, trial, or payment. Slack is used by a small number of club volunteers; lead information is not posted publicly.
Accident and incident reports
The club provides a form for reporting accidents, injuries, near misses and safety concerns at /report-incident. Information submitted through this form is used to record, review and respond to the incident, and to demonstrate responsible health and safety governance.
Reports may include health-related information (for example details of an injury or first aid given). We treat this information as sensitive and only use it for the purposes set out below.
Who can see accident and incident reports: access is restricted to authorised club admins. These individuals are DBS checked and safeguarding aware. Reports involving people under 18 are handled with particular care and, where appropriate, discussed with the club's safeguarding officer.
How long we keep them: accident, incident and health and safety records are retained for as long as is necessary to meet our health and safety, insurance and legal obligations. Where children are involved, records may be kept for longer in line with safeguarding guidance.
Who we may share them with: where necessary and lawful, we may share information from accident and incident reports with third parties including our insurers, relevant sport governing bodies (for example the England and Wales Cricket Board or the Northumberland & Tyneside Cricket League), emergency services, local authorities, safeguarding agencies and regulators such as the Health and Safety Executive.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.
The ICO's address:
Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Helpline number: 0303 123 1113
Last updated
25 April 2026. Signed off by the tech lead (Alex Young).
This notice is version 2026-04-25.