How we look after your details.
What 305Media collects when you get in touch or join, why we hold it, and how to ask us to change or delete it.
Who we are
305Media runs this website. If you have a question about anything on this page, or you want to see, correct or delete what we hold about you, contact us through the contact page and say so — we will answer.
Example wording — replace this with your club’s own.
You can write to us at The Clubhouse, Riverside Lane, Anytown AT1 2CD. Data questions go to our Membership Secretary, who is the person responsible for how we handle your details. We are registered with the Information Commissioner’s Office under registration number ZA000000.
What we collect, and when
We only collect what you type into a form on this site, and only when you choose to send it.
Getting in touch: your name, email address and whatever you write in the message. Joining or paying: your name, email address and billing details, which go to our payment provider — we never see or store your card number. Signing in: your email address and password, held by the website itself. Booking a session: your name, email address and phone number.
Example wording — replace this with your club’s own.
Away from the website, our membership form asks for your date of birth and an emergency contact. For junior members we also ask about medical conditions and allergies, and whether you are happy for your child to appear in club photographs. You can say no to the photographs and still be a member.
Why we hold it
To reply to you, to run your membership, to take a payment you have asked to make, and to organise the sessions you have booked. We do not sell it, and we do not use it to advertise to you.
Who else sees it
Our website host, and our payment provider when you pay. Both handle it on our behalf and are not allowed to use it for anything else.
Example wording — replace this with your club’s own.
We also send member names and dates of birth to our county association and our national governing body, because a registered player has to be registered with them too. Our newsletter is sent through an email service that holds the address you gave us, and nothing else.
Cookies
A cookie is a small file a website leaves on your device. This site sets one when you sign in, so it can remember you between pages. Our shop and payment pages set their own when you use them, which is what makes paying work.
Example wording — replace this with your club’s own.
We do not use analytics or advertising cookies, so there is nothing here that follows you to other websites. If that changes we will say so on this page before it does.
How long we keep it
Example wording — replace this with your club’s own.
We delete an enquiry once it has been answered and there is nothing left to follow up. Membership records are kept while you are a member and for a year after you leave, in case you come back. Payment records are kept for six years, because we have to.
Your rights
You can ask us what we hold about you, ask us to correct it, and ask us to delete it. You can withdraw consent at any time, and you can complain to the Information Commissioner’s Office at ico.org.uk if you think we have got it wrong. Ask us first if you can — it is usually quicker.
Children
Example wording — replace this with your club’s own.
A member under 16 is signed up by a parent or guardian, who gives consent on their behalf and can withdraw it at any time. We hold a junior’s details only for as long as they play with us, and we do not send them email — anything we have to say goes to the parent or guardian.
