Privacy Policy

Version: 1.1    |    Effective Date: 14 September 2026

1. Introduction

Kings Langley Badminton Club ("KLBC") is committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains what information we collect, why we collect it, how we use it, and the choices available to you.

Kings Langley Badminton Club Ltd is the Data Controller for the personal information described in this Policy.

If you have any questions about this Policy, please contact:

Email: contact@kingslangleybadminton.co.uk

2. What information we collect

To administer Club membership and activities, we may collect:

• Name

• Address

• Date of birth

• Email address

• Telephone number

• Sex

• Badminton England membership details

• Membership type

• Attendance records

• Payment information relating to Club membership and session fees

• An emergency contact (where provided), used only to contact someone on your behalf in the event of an accident or medical emergency at a Club session

• Relevant medical conditions or allergies (optional, provided by members who choose to share this, used only to help us respond appropriately in an emergency) 

• Game results and rankings generated through the Club's game selection app

We do not intentionally collect more information than is needed to run the Club.

3. How we use your information

We use your information to:

• administer Club membership;

• organise club sessions and activities;

• confirm Badminton England registration where required;

• communicate with members about Club activities;

• manage payments and membership records;

• respond appropriately if a member has a medical emergency during a session; 

• respond to welfare or safeguarding matters where appropriate; and

• meet our legal and administrative responsibilities.

We will only use your information for purposes connected with the operation of Kings Langley Badminton Club.

4. Where your information is stored

KLBC primarily manages membership information using Spond, which provides our membership management, communications and payment platform.

Information held within Spond is processed in accordance with Spond's own Privacy Policy and Terms of Service.

From time to time, authorised Club officials may download limited information from Spond where necessary for Club administration, for example to assist with financial reconciliation or membership administration.

Where information is downloaded, we will take reasonable steps to keep it secure and delete it when it is no longer required.

We also use vsBadminton (www.vsbadminton.co.uk) to organise games during sessions. vsBadminton uses first names (and, where needed to distinguish players with the same first name, a surname initial), sex, and game results to generate a ranking that helps produce fair and balanced games. Rankings are not used for any other purpose. Game results and rankings are visible to everyone attending the session, rather than being restricted to Club officials, and remain available within the app indefinitely. Information held within vsBadminton is processed in accordance with vsBadminton's own privacy policy and terms of service.

5. Who can access your information

Access to personal information is restricted to authorised Club officials who need it to carry out their role.

This will normally include Club Directors and may, where appropriate, include other authorised volunteers such as the Club Welfare Officer.

Access is granted only where necessary for the operation of the Club. Medical information is only shared with those who need it in the moment, such as a session organiser or first aider. 

6. Communications

KLBC uses Spond as its primary communication platform for members.

We may also contact members by email, sms or phone where appropriate.

We will only send communications relating to the operation of the Club and will not use your information for marketing purposes.

7. Photography

From time to time, photographs may be taken during Club activities for use on the Club website or social media.

We will always respect the wishes of members who prefer not to appear in photographs. If you would prefer not to be photographed, please let a Director know and we will take reasonable steps to accommodate this.

Photographs of junior players will only be used with the agreement of their parent or guardian.

8. How long we keep information

We keep personal information only for as long as it is reasonably required.

In general:

• membership records are removed when someone is no longer an active member and there is no reasonable expectation that they will return;

• financial records are normally anonymised once entered into the Club's accounting system; however, in some cases limited identifiable financial information may need to be retained for as long as required to meet legal and accounting obligations;

• safeguarding or welfare information (where applicable) will be retained only for as long as appropriate for the matter concerned.

9. Sharing information

KLBC does not sell or share members' personal information for commercial purposes.

Information may be shared where necessary:

• with Badminton England in connection with Club affiliation or membership;

• with Spond as our membership management platform;

• with vsBadminton as our game selection platform;

• where required by law; or

• where necessary to protect someone's safety or welfare.

10. Your rights

You have the right to:

• ask what personal information we hold about you;

• ask us to correct inaccurate information;

• ask us to delete information where we no longer need it;

• object to certain uses of your information where applicable.

If you have any questions or concerns about how your information is used, please contact us in the first instance using the Club email address.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).

11. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in Club operations or legal requirements.

The latest version will always be available on the Club website.