Privacy Policy
What we do with your personal information, why we are allowed to, and how to tell us to stop.
Last updated 16 August 2026
1.Who we are
United Kingdom Wheelchair Basketball ("UKWB", "we", "us") is a charity registered in England and Wales under number 1192726. We run wheelchair basketball competitions across the UK, and we are the data controller for the personal information described in this policy.
This policy covers our public website, the members portal at members.ukwb.org.uk, and the SCRD match-day app.
2.What we collect
We only ask for what a job actually needs. Not everyone gives us everything below — a spectator reading fixtures gives us almost nothing, and a registered player gives us the most.
| Information | When we get it |
|---|---|
| Your name and email address | When you create an account |
| Your password | When you set one. It is stored hashed — we cannot read it, and neither can anyone who obtains our database |
| Your date of birth | When you join as a community member, so we know whether adult or junior membership applies |
| Two-factor authentication settings | If you turn on two-factor authentication, or if your role requires it |
| Player details — name, date of birth, sex, gender, classification, squad number, licence number | When your club registers you to a team, or when you complete a self-registration invite |
| Your club and team memberships | When a club adds you, or you are allocated to a game as an official |
| Payment records — amount, date, what it was for, and a customer reference held by our payment provider | When you pay for membership, register a team, or donate |
| Marketing preferences, with the date, source, IP address and browser you set them from | When you opt in or out of our emails |
| Donation details, and a public name and message if you choose to leave one | When you donate to the Community Development Fund |
| Votes you cast in a community ballot | When you vote. How you voted is not shown to other members |
| Basic technical information — IP address, browser, pages visited | Automatically, when you use the site |
We never see or store your card number. Card details go directly to Stripe, our payment provider, and we receive only a reference and the outcome.
3.Disability classification and other sensitive information
Wheelchair basketball is played to a points classification system, and a player's classification says something about their impairment. Under UK data protection law that is health information, and it is treated as a special category of personal data with extra protection.
We hold a registered player's classification because the sport cannot be run without it: it determines who may be on court together, and it is checked at games. We rely on your explicit consent to hold it, given when you register as a player.
It is visible to your own club's administrators, to officials working your games, and to the trustees who run the competitions. It is not published on our public pages and it is never shared for marketing.
You can withdraw that consent at any time. We will remove the classification from your record, but we will not be able to keep you registered as a player in a classified competition without it.
4.Why we use it, and what allows us to
The law requires us to have a specific lawful basis for each use of your information, not a general one. Ours are:
| What we do | Why we are allowed to |
|---|---|
| Give you an account and keep it secure | Performance of our contract with you |
| Take your membership or entry payment and give you what you paid for | Performance of our contract with you |
| Register players, allocate officials, and run competitions and fixtures | Performance of our contract, and our legitimate interest in running the sport |
| Hold a player's classification | Your explicit consent |
| Send you marketing emails | Your consent, which you can withdraw at any time |
| Publish results, standings and the names of teams and players taking part | Our legitimate interest in reporting the competitions we run |
| Stream games and publish recordings of them | Our legitimate interest in promoting the sport, and the public nature of a sporting event |
| Keep financial and donation records | Our legal obligations as a charity, including to HMRC and the Charity Commission |
| Investigate misconduct, safeguarding concerns or misuse of the site | Our legitimate interest, and our legal obligations |
Where we rely on legitimate interests, we have considered whether our reason is fair to you, and you can object — see Your rights below.
5.Children and junior members
Junior members do not hold their own login. A junior membership is created and managed by a parent or guardian from their own account, and the junior's record is linked to theirs.
Junior accounts are excluded from all marketing. We do not email them, and they cannot be opted in — not by us, and not by their guardian.
A club registering a junior player is responsible for having the consent of that player's parent or guardian.
If you believe we hold information about a child that we should not, contact us at privacy@ukwb.org.uk and we will deal with it as a priority.
6.Payments
Payments are taken by Stripe. When you pay, you are handed over to Stripe's own checkout, and your card details are given to them and not to us.
Stripe tells us that the payment succeeded, how much it was, what fee it cost, and gives us a reference so we can match it to your membership or your club's entry. Stripe is a data controller in its own right for what it holds, and has its own privacy policy.
If your club pays by bank transfer instead, we hold the invoice, its reference and whether it has been paid.
7.Marketing
We will only send you marketing if you have opted in, and we ask separately for each kind:
- UKWB news and updates — what we are doing and what is coming up
- Partner and sponsor offers — from organisations we work with
You can change either at any time in your preferences, or by using the unsubscribe link in any email. We keep a record of when you opted in or out and from where, so that we can show your choice was yours.
Emails about something you have actually done — a membership receipt, a registration confirmation, a password reset, a change to these policies — are not marketing, and you will receive them whatever your preferences say.
8.Filming and streaming games
We stream some games live to YouTube and leave the recordings up afterwards. If you play, coach, officiate or attend a game that is being streamed, you may appear in the footage, and your name may appear on the score overlay or in the game record.
A game being streamed is signposted at the venue. If you would prefer not to be filmed, speak to the officials at the scoretable before the game.
If you appear in a published recording and want it taken down, contact us at privacy@ukwb.org.uk. We will consider the request honestly and against the fact that a competitive fixture is a public event, and we will tell you what we have decided.
9.Clubs streaming to their own channels
A club can connect its own YouTube channel so that its own games are streamed there rather than to ours. Connecting it means an administrator of that club signs in to Google and grants us permission to create listings on that channel.
We store the token Google gives us, encrypted, and we use it for nothing but creating and updating that club's own listings. We do not read the channel's other content, its analytics or its subscribers.
A club can disconnect at any time from its own settings, and can revoke our access from its Google account. Videos already published stay on the club's channel, because they are the club's videos.
11.Where your information is held
Our own systems are hosted in the United Kingdom and the European Economic Area.
Some of our providers, including Stripe and Google, are based in the United States and may process your information there. Where that happens, the transfer is covered by the safeguards UK data protection law requires — an adequacy decision, or the International Data Transfer Agreement or Addendum.
12.How long we keep it
| What | How long |
|---|---|
| Your account | While it is active, and for two years after your last sign-in |
| Membership and player registration records | For the season they relate to, and six further years |
| Financial records, including donations and Gift Aid | Seven years, as our charity and tax obligations require |
| Marketing preferences and the audit trail behind them | Six years after you withdraw, so that we can show what you chose and when |
| Competition results, fixtures and standings | Indefinitely — they are the historical record of the sport |
| Published game recordings | Indefinitely, unless taken down on request |
| Technical logs | Twelve months |
When a period ends we delete the information or anonymise it so that it no longer identifies you.
13.Your rights
Under UK data protection law you can ask us to:
- Give you a copy of the information we hold about you
- Correct anything that is wrong
- Delete information we no longer have a good reason to keep
- Stop or restrict a particular use of it
- Hand it over in a portable format, or send it to someone else
- Stop relying on legitimate interests, by objecting to that use
- Withdraw a consent you have given — including for marketing, and for holding your classification
Withdrawing a consent does not undo what we did while it was in force. Some rights have limits: we cannot delete a financial record we are required to keep, and we cannot remove you from a published result without falsifying the historical record of a competition.
Email privacy@ukwb.org.uk and we will reply within one month. It is free, and we will not ask you why.
15.Keeping it safe
Traffic to and from this site is encrypted. Passwords are hashed, and sensitive credentials such as a club's YouTube token are encrypted in our database. Access to member information is limited to the people whose role needs it, and accounts with elevated access are required to use two-factor authentication.
No system is perfect. If we ever suffer a breach that puts you at risk, we will tell you and the Information Commissioner's Office, as the law requires.
16.Changes to this policy
When we change this policy we update the date at the top. If a change materially affects how we use your information, we will tell you directly rather than relying on you to notice.
17.Contact and complaints
For anything in this policy, or to exercise any of your rights, email privacy@ukwb.org.uk.
If you are not happy with how we have handled it, you can complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/, or by calling 0303 123 1113. We would rather you came to us first, but you do not have to.