Privacy Policy - Cobra Smash Badminton Club

Cobra Smash Badminton Club is a non-profit badminton club based in Milton Keynes, United Kingdom. This policy explains what personal information we hold, why we hold it, and what you can ask us to do with it.

For anything in this policy, including a request to delete your information, contact us at [email protected].

1. This website

The website has no accounts, no sign-up forms, no payments and no comment boxes, and nothing you type is submitted to us through it. We do not use analytics, advertising or tracking cookies, and we do not profile visitors.

The site is hosted on Cloudflare Pages. As with any website, Cloudflare processes technical information needed to deliver and protect it, such as your IP address, browser type and the time of your request, and may set essential cookies for security. That processing is Cloudflare's, under its own privacy terms, and we do not receive or inspect it.

Members shown on the site

The site shows club members' first names, nicknames, photographs and testimonials. These are published with the member's agreement, and any member can ask for theirs to be removed at any time (see section 7). We do not publish surnames, contact details, addresses or any other identifying information.

2. Guest session requests and the waiting list

The "Request a Guest Session" and "General Enquiry" buttons open your own email app with a message already written out. Nothing is sent until you send it, and it then reaches us as an ordinary email, and the website never sees it.

The guest request template asks for your full name, contact number, approximate playing level, years of experience, previous club and how you heard about us. We use it to judge whether our sessions suit your level, to arrange a guest slot, and to reply to you. You choose what to fill in; anything you leave blank is simply something we will not have.

Our sessions are often full, so we keep a waiting list of people who have asked to play, built from these emails, and come back to them when a space opens. If you would rather not be kept on it, say so in your email or ask us later and we will delete your request.

These emails sit in the club's [email protected] mailbox and are read by the committee members who organise sessions. The mailbox is hosted by Zoho Mail, which stores and processes them under its own terms.

3. Information the club holds away from the website

Running the club means holding some information that never appears on this site:

WhatsApp group. Phone numbers and messages, used to organise sessions and keep members informed. The group runs on WhatsApp, so Meta processes that data under its own terms.
Membership and subscription records. Names, contact details and a record of subscription payments, kept by the committee so we can run the club and keep its finances straight.
League registrations. As a member of the Milton Keynes & District Badminton Association, we register players' details with the MKDBA so they can be entered into league fixtures.
Badminton England profiles. We are a Badminton England affiliated club, so members' details are registered with Badminton England as part of that affiliation and of individual membership.

4. Why we hold it

Legitimate interests: organising club nights, communicating with members, entering teams into leagues, keeping track of subscriptions, and responding to guest session requests and enquiries.
Consent: photographs, nicknames and testimonials published on this site and on our social media. You can withdraw consent at any time.
Our obligations as an affiliated club: registrations required by Badminton England and the MKDBA.

5. Who we share it with

We share personal information only where it is needed to run the club: with Badminton England and the MKDBA for affiliation and league entry, with Meta where you take part in our WhatsApp group or interact with our Facebook and Instagram pages, and with Cloudflare as the host of this site and Zoho Mail, which carries the club's mailbox.

We never sell personal information, and we do not share it for advertising.

6. How long we keep it

Guest session requests and enquiries are kept while we are dealing with them, and, if you join the waiting list, until a space comes up or you ask us to remove you. Membership and subscription records are kept while you are a member and for a reasonable period afterwards, so the club's accounts and league records stay consistent. Photographs and testimonials on this site and on social media remain until you ask us to remove them. Anything we no longer need is deleted.

7. Deleting your information

To request deletion of your data, email [email protected] with the subject "Data deletion request", from the address or phone number the club knows you by, or tell us enough for us to identify you.

We will confirm within 7 days and complete the deletion within 30 days.

On request we will remove:

your photographs, first name, nickname and testimonial from this website;
posts featuring you from our Facebook and Instagram pages;
your membership and subscription records, where we are not required to keep them;
your number from the club WhatsApp group;
your guest session request, enquiry emails and your place on the waiting list.

Records held by Badminton England and the MKDBA are controlled by those organisations rather than by us. We will tell you what has been shared and point you to the right contact, but you will need to approach them directly to have their copies removed.

8. Your rights

Under UK data protection law you have the right to ask us for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to receive it in a portable form, and to withdraw consent you have given. Email [email protected] and we will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.

9. Social media

We post club news, match results and photographs to our Facebook and Instagram pages. Once something is posted there, Meta processes it under its own privacy terms, and anything shared on by other people may remain beyond our control. We will always remove our own posts on request.

10. Young people

If a member is under 16, we ask a parent or guardian to agree before any photograph or name is published on this site or on our social media, and either of you can withdraw that agreement at any time using the contact details above.

11. Changes to this policy

If this policy changes we will update the date at the top of the page. Significant changes will also be mentioned to members through the usual club channels.