Privacy policy

Privacy Policy

BASE//LINE Dept 

Effective Date:17/05/2026
Last Updated: 17/05/2026

BASE//LINE Dept are committed to protecting and respecting the privacy of all athletes, parents, guardians, and visitors involved in our girls athlete development programme.

This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and other applicable laws.

 

 

1. Who We Are

Organisation Name: BASE//LINE Dept
Email: Baseline.dept@gmail.com
Phone Number: 07894542179

For the purposes of data protection law, BASE//LINE Dept is the “Data Controller” of the personal information we collect.

 

 

2. Personal Information We Collect

We may collect and process the following categories of personal data:

Athlete Information

  • Full name

  • Date of birth

  • Home address

  • Emergency contact details

  • Performance and coaching notes

  • Medical or health information relevant to participation

Parent/Guardian Information

  • Full name

  • Relationship to athlete

  • Email address

  • Telephone number

  • Address

  • Payment and billing information

Website & Communication Data

If applicable, we may collect:

  • Email communications

  • Website usage information

  • Social media interactions

Photography & Video Content

Images and videos captured during training sessions, events, competitions, or activities where consent has been provided.

 

 

3. Special Category Data

Some information we collect, including medical information, is classified as “special category data” under UK GDPR.

We only collect this information where necessary to:

  • Protect athlete health and safety

  • Respond to medical emergencies

  • Make appropriate coaching adjustments

  • Meet safeguarding responsibilities

We process this information under Article 9 UK GDPR lawful bases relating to:

  • Explicit consent

  • Vital interests

  • Safeguarding obligations

 

 

4. How We Use Personal Information

We use personal data for the following purposes:

  • Managing memberships and registrations

  • Delivering coaching and athlete development services

  • Communicating schedules, updates, and programme information

  • Managing payments and accounts

  • Maintaining safeguarding and welfare records

  • Responding to emergencies

  • Improving our services

  • Marketing and promotion (where consent has been given)

  • Meeting legal and regulatory obligations

 

 

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Purpose

Lawful Basis

Membership administration

Contract

Payment processing

Contract

Safeguarding and health information

Legal obligation / Vital interests

Communication with parents

Legitimate interests

Photography and marketing

Consent

Record keeping

Legal obligation

 

 

6. Photography & Video Consent

Photographs and videos may occasionally be taken during sessions, events, and activities for:

  • Coaching analysis

  • Educational purposes

  • Social media

  • Website content

  • Marketing and promotional materials

We will always seek parent/guardian consent before using identifiable images of children for promotional purposes.

Consent may be withdrawn at any time by contacting us in writing.

Withdrawal of consent will not affect any lawful use prior to withdrawal.

 

 

7. Sharing Personal Information

We do not sell personal data.

We may share information where necessary with:

  • Coaches and authorised staff

  • Medical professionals or emergency services

  • Safeguarding authorities where legally required

  • Payment service providers

  • Professional advisers or insurers

  • Governing bodies where applicable

All third parties are expected to process information securely and lawfully.

 

 

8. International Transfers

We do not routinely transfer personal data outside the United Kingdom.

If we use services that store information outside the UK, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

 

 

9. Data Security

We take appropriate technical and organisational measures to protect personal information, including:

  • Password-protected systems

  • Secure cloud storage

  • Restricted access to sensitive information

  • Secure disposal of records

  • Staff awareness of confidentiality obligations

Despite our efforts, no method of electronic transmission or storage is completely secure.

 

 

10. Data Retention

We only keep personal information for as long as necessary to:

  • Provide our services

  • Meet safeguarding obligations

  • Comply with legal, insurance, accounting, or regulatory requirements

Typical retention periods may include:

  • Membership records: up to 6 years

  • Financial records: 6 years

  • Safeguarding records: in line with safeguarding guidance

  • Medical forms: while participation remains active

 

 

11. Your Rights Under UK GDPR

Parents, guardians, and individuals have the right to:

  • Request access to personal data

  • Request correction of inaccurate information

  • Request erasure of information (“right to be forgotten”)

  • Restrict processing

  • Object to processing

  • Withdraw consent at any time

  • Request data portability where applicable

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us using the details below.

 

 

12. Complaints

If you are unhappy with how we handle personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the:

Information Commissioner's Office

Website: ICO Official Website

 

 

13. Children’s Privacy & Safeguarding

Protecting children’s privacy and welfare is extremely important to us.

We only collect information necessary for participation, safeguarding, and programme administration.

Parents or legal guardians must provide consent for athletes under 18 years old where required.

 

 

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal or operational changes.

The latest version will always be made available to members and published on our website where applicable.

 

 

15. Contact Us

If you have any questions regarding this Privacy Policy or your personal information, please contact:

BASE//LINE Dept
Email:Baseline.dept@gmail.com
Phone: 07894542179