Bude & District Pool League - Privacy Notice

Last updated: September 2026

1. Who we are

Bude & District Pool League is an amateur English 8 Ball Pool League run by a voluntary elected committee.

The League is managed by a committee consisting of a Chairman, League Secretary, Fixtures Secretary, Treasurer and elected general committee members.

For the purposes of data protection legislation, Bude & District Pool League is responsible for the personal information it collects and uses in connection with running the League.

2. What personal information do we collect?

When you register to play in the Bude & District Pool League, we may collect:

·         Your name

·         Your mobile telephone number

·         Your email address

·         The team you play for

·         Your match results and playing statistics

We only ask for information that we reasonably need to administer and operate the League.

We do not collect or store players’ bank account details or payment card details. Where entry fees or other payments are required, the League’s bank details may be provided to players so that they can make payments directly to the League’s bank account.

3. How do we use your information?

We use players’ information to administer and operate the League, including:

·         Registering players with the League

·         Organising fixtures and competitions

·         Communicating with players, team captains and committee members

·         Contacting players about League matters

·         Recording match results

·         Maintaining league tables, rankings and player statistics

·         Administering competitions, finals and presentations

·         Dealing with League queries, disputes and disciplinary matters where necessary

·         Managing League communications and administration

·         Maintaining appropriate records of the League and its players

The League will only use personal information for purposes connected with the operation and administration of the League, or where there is another lawful reason for doing so.

4. RackEmApp

The League uses RackEmApp to help manage League administration, fixtures, results, player registrations, rankings, statistics and communications.

Relevant player information is entered into RackEmApp for these purposes.

RackEmApp may therefore process personal information on behalf of or in connection with the League. RackEmApp has its own privacy policy and data protection arrangements, which apply to its own processing of personal information.

Players’ names, teams, results, rankings and other information relating to League participation may be visible publicly through RackEmApp where the League has chosen to make that information available.

Players’ telephone numbers and other contact details are not automatically made publicly available. Where RackEmApp provides players with the option to make contact details available to other players for arranging matches, this is optional and controlled through the player’s RackEmApp settings where available.

5. Who may have access to your information?

Access to players’ personal information is restricted to people who reasonably need it to operate the League.

This may include:

·         Authorised members of the Bude & District Pool League committee

·         Authorised League administrators

·         Team captains where necessary for League administration

·         RackEmApp and its relevant service providers

We will not sell players’ personal information or provide it to third parties for their own marketing purposes.

6. WhatsApp and other communications

The League may use WhatsApp and other communication methods to communicate with team captains and committee members about League matters.

Where a WhatsApp group is used, members should be aware that joining a WhatsApp group may make their telephone number visible to other members of that group.

League WhatsApp groups should be used for League-related communication and members should respect the privacy of other members.

Where participation in a WhatsApp group is optional, players or captains will not be required to join the group in order to remain registered with the League.

7. Photographs and social media

The League may occasionally take photographs at League matches, finals, presentation evenings, team events or other League activities.

Photographs may be used on the League’s social media channels, including its Facebook group/page, for legitimate League-related purposes such as reporting on matches, celebrating achievements, promoting the League and recording League events.

We will take reasonable care when photographing and publishing images of players, particularly children and young people.

If you do not wish to appear in photographs used by the League, you can let a committee member know and we will take reasonable steps to avoid using identifiable photographs of you.

Where photographs involve children or young people, the League will take additional care and will consider the best interests and privacy of the child before publishing images.

8. Players under 18

The Bude & District Pool League permits players under the age of 18 to participate.

The League recognises that children and young people require additional consideration when their personal information or photographs are being used.

We will only collect and use information about under-18 players that is reasonably required to administer their participation in the League and will take appropriate care when publishing information or photographs relating to young players.

Players under 16 must be accompanied by a responsible adult during League games, in accordance with League rules.

9. How long do we keep your information?

We generally keep your personal information while you are an active player in the League.

After you stop playing, some information may be retained for a reasonable period where it is required for legitimate League administration, historical records, competition records, results, statistics or to deal with any outstanding matters.

We will not keep personal information for longer than reasonably necessary for the purpose for which it was collected.

10. Keeping your information secure

The League will take reasonable steps to protect players’ personal information from unauthorised access, loss, misuse or disclosure.

Access to information will be limited to authorised people who need it for League administration.

11. Your data protection rights

Depending on the circumstances, you have rights under data protection law, including the right to:

·         Ask what personal information we hold about you

·         Ask us to correct inaccurate information

·         Ask us to delete information where there is no longer a good reason for us to keep it

·         Ask us to restrict how we use your information in certain circumstances

·         Object to certain uses of your information

·         Raise a concern about how your information is being handled

Some of these rights are subject to legal conditions and may not apply in every situation.

If you have a question or concern about the way the League uses your information, please contact the League Secretary in the first instance.

12. Contacting us

If you have any questions about this Privacy Notice or how your personal information is handled, please contact the Bude & District Pool League Secretary through the League’s normal contact arrangements.

You can also contact us through the League’s Facebook group:

Bude Pool League Info

https://www.facebook.com/groups/1655408954706471/

13. Changes to this Privacy Notice

This Privacy Notice may occasionally be updated to reflect changes in the way the League operates or changes to data protection requirements.

The latest version will be made available through the League’s normal communication channels.