Hayes & District Pool League – Privacy Policy
Effective Date: 1st January 2026
We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we use, store, and share your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
We are Hayes & District Pool League, an amateur sports league run by volunteers.
Contact details:
• Email: HayesDistrictPoolLeague@gmail.com
• Facebook: Hayes & District Pool League
2. What Information We Collect
We may collect the following personal data:
• Names – for fixtures, results, statistics, and league tables.
• Contact details – phone numbers and/or email addresses (for communication and WhatsApp groups).
• Images and video recordings – photos, livestreams, and video clips of matches, competitions, and presentations.
• Communications – messages or posts made in League-managed WhatsApp groups or social media pages.
3. How We Use Your Information
We use your data to:
• Run the League and organise fixtures.
• Publish results, tables, and statistics online.
• Share photos, videos, and livestreams to promote the League.
• Communicate with players, captains, and teams.
• Manage safeguarding where juniors or vulnerable players are involved.
4. Legal Basis for Processing
We rely on:
• Legitimate interest – to run the League, publish results, and promote activities.
• Consent – for photos, video recordings, and livestreams where players are clearly identifiable. Consent is provided by registering for the League and can be withdrawn at any time by contacting us.
5. Sharing Your Information
Your data may be shared publicly when:
• Fixtures, results, and league tables are published on our website or social media.
• Photos, videos, and livestreams are posted to platforms such as Facebook, Instagram, TikTok, and YouTube.
• You join the WhatsApp group (your phone number will be visible to other members).
We do not sell your data or share it with third parties for marketing.
6. Data Retention
• Fixtures, results, and statistics may remain online as part of the League’s historical record.
• Contact details will be deleted if you leave the League or request removal.
• Photos and videos may remain on our social media channels unless you request removal.
7. Your Rights
You have the right to:
• Access the data we hold about you.
• Request corrections to inaccurate data.
• Request deletion of your data (where possible).
• Object to processing (e.g. ask us not to use your photo).
• Withdraw consent at any time.
To exercise your rights, contact us at HayesDistrictPoolLeague@gmail.com.
8. Children & Safeguarding
• Players under 18 require parental/guardian consent before appearing in photos, videos, or livestreams.
• We will take steps to protect the identity of juniors where appropriate.
9. Security
• Contact details are stored securely and only accessible to League organisers.
• We take reasonable steps to prevent unauthorised access or misuse of data.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be published on our website or Facebook page.
