Privacy notice
How Napton Padel Club CIO collects, uses and protects your personal information.
Last updated: 3 November 2026
Who we are
Napton Padel Club CIO (registered charity no. 1216376), Napton Sports Field, Butt Hill, Napton, Southam CV47 8PJ, is the data controller for personal information collected through this website, by email and, once the courts open, through our booking system. Our correspondence address is c/o Fieldgate View, Pillory Green, Napton, Southam CV47 8LN. For any privacy question, email info@naptonpadel.org and our Treasurer and Secretary will reply.
What we collect, why, and how long we keep it
| What | Information | Why we use it | Lawful basis | How long we keep it |
|---|---|---|---|---|
| Founding Membership priority list | Name, email, phone number, postcode | To tell you when Founding Membership opens | Consent | 1 year after the list closes |
| Membership reservations | Name, email, phone number, address, membership type and category, payment preference | To hold your place and ask for payment before opening | Steps before entering a contract with you | 1 year after reservations close. If you join, your details move to our booking system (below). |
| Interest form | Age band, postcode, playing preferences, comments | To help the trustees plan the club | Consent | 1 year after the form closes |
| Newsletter | Email address | To send club newsletters | Consent | Until you unsubscribe |
| Day Member cancellation alerts | Name, email, phone number | To tell you when a court becomes free | Consent | Until you ask us to stop |
| Contact form and emails | Name, email, topic, message | To reply to you | Legitimate interests | 1 year after our last reply |
| WhatsApp groups | Name, phone number, profile photo, messages you post | To share club news and help players arrange games (details) | Consent | Until you leave the group |
| Donations | Name, email, amount (card details stay with Stripe) | To record and thank you for your gift | Legal obligation (financial records) | 6 years, as charity financial records |
| Membership and court bookings (once the courts open) | Name, contact details, date of birth for junior and concession memberships, membership, bookings, payments, court access | To run your membership, bookings, coaching and court access | Contract | While you are a member, then 1 year (payment records 6 years) |
| Safeguarding concerns | Whatever you tell us in your email | To keep children and adults at risk safe | Legal obligation and substantial public interest (safeguarding) | As set out in our Safeguarding Policy |
Safeguarding concerns are sent by email to safeguarding@naptonpadel.org, which reaches only our Safeguarding Lead and Deputy. They are never stored on this website.
The parish checker sends the postcode you type to postcodes.io, a free UK postcode service, to find where it is. We don't store it.
Children
For anyone under 16, a parent or guardian gives us their details and consents on their behalf. Our coaching and safeguarding follow our Safeguarding Policy.
Photos and videos
We only publish photos or videos of identifiable people with their permission, and a parent's permission for under-18s. If you appear on our website or social media and want something removed, email us and we will remove it.
WhatsApp community
The club runs a WhatsApp Community to share club news and help players arrange games and social sessions. It has an announcements channel and separate groups you can choose to join, such as Find a Game, Mix-ins and Socials, and Beginners.
- Joining is optional. You join yourself using our invite link or QR code. We don't add anyone's number without asking, and you can leave any group, or the whole Community, at any time.
- Who can see your number. In the announcements channel, other members can't see your phone number. In any group you join, the other members of that group can see your name, phone number and profile photo, and anything you post.
- Admins. Each group is run by trustees or named club volunteers. Admins can see the numbers of everyone in the groups they run, and may remove posts or people that break the group rules.
- How we use it. We only use WhatsApp to run the groups. We don't copy numbers or messages out of WhatsApp into other club records, and we never use them for marketing.
- Under-18s. Under-18s are not added to adult groups. Messages about junior players go to their parents or guardians.
- Photos. Please only post photos of other people with their permission. Ask an admin and we will remove a post that shows you.
- WhatsApp itself is run by Meta, which handles your information under WhatsApp's own privacy policy.
Who can see your information
We never sell personal information. Website form submissions can be seen only by the charity's five trustees. Volunteers see only what they need for their role, and our self-employed coach sees the booking details for the sessions he runs.
These service providers process information for us, under contracts that require them to protect it:
| Provider | What they do | Where |
|---|---|---|
| Netlify, Inc. | Hosts this website and stores form submissions | USA |
| Resend | Sends the confirmation emails after you fill in a form | USA |
| Stripe | Processes online donations on its own secure page | UK, EU and USA |
| myClubhouse | Membership, court booking, coaching bookings and court access, once the courts open | UK |
| names.co.uk (part of team.blue) | The naptonpadel.org domain and club email | UK |
| Google (Gmail) | Club emails are forwarded to trustees' Gmail accounts | USA |
| Google Analytics and Google Ads measurement, only if you accept cookies | USA | |
| Umami and Cloudflare | Visitor statistics without cookies or identifying you | EU and USA |
| OpenStreetMap and unpkg | Show the parish map. Like any website, they receive your IP address when the map loads. | UK, EU and USA |
Transfers outside the UK
Where a provider stores information outside the UK, such as Netlify in the USA, the transfer is protected by that provider's data processing agreement. For Netlify this uses the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum. Google, Stripe and Resend use the same kinds of safeguards.
Your rights
You can ask to see, correct or delete your information, to restrict or object to how we use it, or to receive a copy to take elsewhere. Where we rely on consent, you can withdraw it at any time. Email info@naptonpadel.org and we will reply within one month. You can also complain to the Information Commissioner's Office at ico.org.uk.
Cookies
Our visitor statistics tools (Umami and Cloudflare Web Analytics) don't use cookies and don't identify you, so they run for everyone.
Google Analytics and the Google Ads tag help us understand how the site is used and measure our adverts. They only load, and only set cookies, if you choose "Accept" in our cookie banner. If you choose "Reject", they don't load at all.
We remember your choice in your browser's storage, so we don't ask every time. You can change it at any time using "Cookie settings" at the bottom of every page.
Changes to this notice
We will update this page when the way we use information changes, for example when our booking system opens. The date at the top shows the latest version.