This short-form privacy policy explains what personal information we collect when you join or interact with our volleyball social league, how we use it, and the choices you have. It is designed for leagues that (1) accept registrations and manage fixtures through an online app and (2) store all other league-related data in Google Workspace (formerly G Suite).
Who we are
We are a community sports organisation that runs recreational volleyball competitions. If you have any questions, contact:
• Email: director@thevolleyballbunch.com
What information we collect
We only collect the details we need to run the league safely and efficiently:
• Identity data – full name, team name, date of birth*
• Contact data – email address, phone number, emergency contact*
• Registration data – app login credentials, team selections, fixture history
• Payment data – transaction amount, date, and method (no card details are stored on our servers; online payments are processed directly by [Payment Provider])
• Health & safety data – injury reports or medical notes you proactively give us*
• Technical data – IP address, device type, and basic cookies used by the app
*If under 18, we collect parent/guardian information as required by law.
How we collect it
• Directly from you – when you register, email us, or fill in a form
• Automatically – through the league app’s analytics and essential cookies
Why we use your data (legal bases)
a) To deliver the service you requested (performance of a contract)
b) To keep participants safe and meet insurance or venue rules (legal obligation / vital interests)
c) To send schedule changes, results, or league news (legitimate interests or consent, depending on your region)
d) To improve our app and operations (legitimate interests)
Where we store and process data
• League app servers – fixtures, scores, and basic profile data
• Google Workspace – email, spreadsheets, and drive storage
Google’s data centres may be outside your country; Google certified to ISO/IEC 27001 and, where applicable, adheres to EU Standard Contractual Clauses or other approved safeguards.
Who we share it with
We do not sell your personal information. We only share what is strictly necessary with:
• Venue operators (attendance lists)
• Referees or coaches (team sheets, emergency info)
• Our insurers (incident reports)
• Service providers such as payment gateways, the league app host, and Google Workspace (bound by contracts that protect your data)
• Authorities if required by law or to protect someone’s safety
How long we keep it
• Active season: all participant data
• Up to 3 years after your last season – match records, emails, and payment history for tax and insurance
• Incident reports involving injury – 6 years (or longer if local law requires)
When information is no longer needed, we remove it from Google Workspace and the league app or anonymise it for statistics.
Your rights
Depending on your location, you can:
• Request a copy of the data we hold
• Ask us to correct or delete data
• Object to marketing or certain uses
• Withdraw consent at any time (this does not affect earlier lawful processing)
• Complain to your local data-protection authority
To exercise any of these rights, email [privacy@your-league.com]. We respond within 30 days.
Cookies & analytics
The league app uses strictly necessary cookies for log-in, plus optional analytics cookies to understand usage. You can refuse analytics cookies in the app settings without affecting core features.
Security measures
• Google Workspace accounts protected by 2-Factor Authentication
• Access limited to designated committee members and coaches
• Data encrypted in transit (TLS) and at rest
• Regular reviews of permissions and deletion schedules
Changes to this policy
If we make significant changes, we will post the new policy in the app and email all registered users at least 7 days before it takes effect.
By registering for the Volleyball Social League, you acknowledge you have read and understood this privacy policy.
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