Legal

Privacy Policy

How South London Topcats CIC collects, uses and protects your personal information.

Date adopted: May 2026 · Review date: May 2027 · Download the policy (PDF)

1. Introduction

Brixton Topcats Basketball Club is operated by South London Topcats CIC, a Community Interest Company registered in England and Wales (registration number 11925831), with registered address at International House, 3space, 6th Floor, Canterbury Crescent, Brixton SW9 7QD. For the purposes of data protection law, South London Topcats CIC is the Data Controller.

We are committed to protecting your privacy and handling your personal data responsibly, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What data we collect

2.1 Data you provide

Name, date of birth, and contact details (address, email, telephone number)
Emergency contact details
Medical information relevant to participation (collected with your consent)
Payment details (e.g., for membership and session fees)
Information about your child, including name, date of birth, medical information, and school (for junior registrations)
Responses to surveys or feedback requests

2.2 Data we collect automatically

Information about your use of our website, including IP address, browser type, and pages visited (via cookies)
Communications you send us by email or social media

3. How we use your data

We use your personal data for the following purposes:

To register and manage your membership
To communicate with you about Club activities, training sessions, and events
To process payments and maintain financial records
To ensure the safety and welfare of all participants
To comply with Basketball England's registration requirements
To conduct DBS checks for individuals in regulated roles
To operate our website and digital services
For marketing and communications about the Club (only with your consent)

4. Lawful basis for processing

We process your data on the following lawful bases:

Contract: to fulfil our membership and service obligations to you
Legitimate interests: to operate the Club safely and effectively
Legal obligation: to comply with safeguarding, financial, and other legal requirements
Consent: for photography, marketing, and any non-essential processing (which you may withdraw at any time)

5. Photography and media

We will only photograph or film junior members with prior written parental or guardian consent. Adult members will be informed of photography at Club events and may opt out. We will not share photographs of children on social media without specific consent. Consent for photography can be withdrawn at any time by contacting us.

6. Sharing your data

We will share your data with third parties only where necessary:

Basketball England (for player and club registration)
DBS (for background check applications for volunteers and staff)
Venue operators (limited data for health and safety purposes)
Payment processors (for fee collection)
Statutory authorities (police, social services) where required for safeguarding or legal compliance

We will never sell your personal data or share it for third-party marketing purposes.

7. How long we keep your data

We will retain your data for as long as necessary:

Active member records: while membership is active and for one year after lapse
Junior member records: until the individual is 25 (for safeguarding purposes)
Financial records: for six years (HMRC requirement)
Accident records: for three years, or until the individual turns 21 (if a minor at the time)

8. Your rights

You have the following rights under UK GDPR:

Right to access: request a copy of data we hold about you
Right to rectification: request correction of inaccurate data
Right to erasure: request deletion of your data in certain circumstances
Right to restrict processing
Right to data portability
Right to object to processing
Rights relating to automated decision-making

To exercise any of these rights, contact us at admin@brixtontopcats.org. We will respond within one calendar month.

9. Cookies

Our website uses cookies to improve your experience. You can set your browser to refuse cookies, but this may affect the functionality of our website. We use only essential and analytical cookies; we do not use advertising cookies.

10. Data security

We implement appropriate technical and organisational measures to protect your personal data, including password-protected systems, secure storage of physical records, and restricted access to personal data on a need-to-know basis.

11. Complaints

If you have concerns about how we handle your data, please contact us in the first instance at admin@brixtontopcats.org. You also have the right to complain to the Information Commissioner's Office (ICO) at www.ico.org.uk or call 0303 123 1113.

12. Changes to this policy

We may update this Privacy Policy from time to time. Any significant changes will be communicated to members. The current version is always available on request.