Privacy notice
This notice explains how Oxford University Padel Club (the club) handles the personal data of its members and of people who contact it. Version 1, September 2026.
Who is responsible
The controller of your personal data is Oxford University Padel Club. The club's Secretary is responsible for storing and processing that data fairly, lawfully, securely and transparently, and can be contacted at [email protected].
What we collect
Your name; your University email address and any other email address you give us; your college; your status (student, staff, other); your membership type and payment record; your playing standard; your phone number, if you choose to join the club's WhatsApp group; and any health, injury, disability or dietary information you choose to give us for a specific purpose, such as a trip.
Why we use it, and on what basis
- To administer your membership and provide the sessions and activities you have paid for: this is necessary to perform our contract with you.
- To keep the register of members required by the Oxford University Sports Federation, and to report member numbers to the National Universities Padel League: this is a legal obligation on the club and in its legitimate interests.
- To tell you about sessions, socials, fixtures, trips and club business: our legitimate interests as a membership club.
- To send you material from sponsors or partners: only with your consent, which you can withdraw at any time.
- Health, injury, disability or dietary information: only with your explicit consent, asked for when it is collected.
Who we share it with
The Oxford University Sports Federation and Oxford University Sport (membership registration and insurance); the National Universities Padel League (entry and eligibility of squad players); the provider that processes your payment; and the University's Proctors, on request. The club's records are held in accounts controlled by the committee. We do not sell your personal data to anyone.
Social media and messaging
The club runs WhatsApp groups and social media accounts. These platforms have their own privacy policies. If you join a WhatsApp group, other members of that group will be able to see your phone number. Joining is optional and you can leave at any time.
Photographs and film
The club takes photographs and film at sessions and events for its website and social media. You will be asked when you join whether you are happy to appear in them, and you can change your answer at any time by emailing the committee. If you ask for an image of you to be removed, it will be.
How we protect it
Records are held in accounts controlled by the club committee, and access is limited to the President, Secretary and Treasurer. We facilitate communication between members but do not release personal contact details without permission. Outgoing committee members lose access to the club's records when they hand over.
How long we keep it
| Data | Kept for |
|---|---|
| The register of current members | The membership year |
| Past membership records | One further year, then deleted or anonymised |
| Financial records | Six years, as required for the club's accounts |
| Photographs with your consent | Until you withdraw consent |
| Requests not to be contacted | Kept, so that we honour them |
Your rights
You can ask for access to the data we hold about you, for it to be corrected or erased, for its use to be restricted, to object to communications, and for a copy of it to be transferred to you or a third party. You can also complain to the Information Commissioner's Office. To exercise any of these rights, email [email protected].