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Effective Date: 18/09/2025
Oxford Volleyball Club ("the Club", "we", "our", "us") respects your privacy and is committed to protecting your personal data. This policy explains how we collect, use, and safeguard your information in line with the UK General Data Protection Regulation (UK GDPR).
We may collect the following personal data when you join or interact with the Club:
Name and contact details (email, phone number, address
Date of birth and emergency contact information
Membership and payment details
Medical information relevant to participation in volleyball (if provided)
Photographs and videos (with consent, e.g., for promotional use)
We use your personal data to:
Manage club membership and teams
Communicate with you about training, matches, and events
Process membership fees and payments
Ensure the safety and welfare of participants
Promote the club (with your consent for photos/videos)
Meet legal or regulatory obligations
We process your data under the following legal grounds:
Contract: To provide membership services
Legal obligation: To meet safeguarding and health & safety requirements
Consent: For promotional photos/videos and marketing communications
Legitimate interests: For efficient running of the Club
We will not sell your personal data. We may share it with:
National governing bodies (e.g., Volleyball England) for registration and insurance
Coaches, team managers, and volunteers where necessary for club activities
Emergency services if required for your safety
We keep your personal data only as long as necessary:
Membership records: up to 3 years after leaving the Club
Financial records: up to 6 years for tax/legal purposes
Photos/videos: until you withdraw consent
You have the right to:
Access the personal data we hold about you
Request correction or deletion of your data
Withdraw consent at any time (for promotional use)
Restrict or object to processing in certain cases
Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk
We take appropriate measures to keep your data secure, including password-protected systems and restricted access for volunteers handling personal data.
For any questions or to exercise your rights, please contact:
Oxford Volleyball Club
Email: oxfordvolleyball@gmail.com
Contact Us: https://oxfordvolleyballclub.m...
All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.
We, Oxford Volleyball Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.
Use this form to send an email to another member. You may only send to one member at a time. Your registered email address will be passed on to this member but you may also include alternative contact details.
Note: Emails sent via the website are not entirely private. A copy of every email is held on the database and this can be accessed by certain club administrators using the Sent Emails page.
If set, then this will be the default view for those people with whom it is shared, unless they have set their own personal default.
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If you do record it: entering the GoCardless payment reference (e.g. PM...) will allow the duplicate notification to be safely ignored.
If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.
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If you do record it: entering the Stripe charge reference (e.g. ch_...) will allow the duplicate notification to be safely ignored.
If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.
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