YOUR DATA
Privacy notice.
How we collect, use and protect your personal data. Last updated 22 September 2026.
Who we are
Oxford University Padel Club (“the club”, “we”) is a student-run sports club. The club is the data controller for the personal data described in this notice, which means we decide how and why it is used. You can contact us about anything in this notice at oxforduniversitypadel@gmail.com, and a member of the committee will reply.
What we collect
When you register your interest on this website, we collect your name, email address, college or hall, whether you are an undergraduate, postgraduate or other student, your padel experience, what you are interested in, anything you choose to tell us in the message box, and whether you would like to join our mailing list.
If you become a member, we also keep a record of your membership and your subscription payments. If you play for the club, we keep the details needed to enter you in competitions, and if you have an accident or injury at a club activity, the details needed to record and report it as our Safety Policy requires.
Why we use it, and our lawful basis
To reply to your enquiry and tell you about taster sessions, training and trials. Our lawful basis is our legitimate interest in running the club and responding to people who ask to join.
To run your membership, including collecting subscriptions, keeping the membership register our constitution requires, and registering you with the University’s Sports Federation. Our lawful basis is the contract of membership between you and the club.
To enter you in competitions, such as the National University Padel League, if you are selected to play. Our lawful basis is our legitimate interest in entering teams.
To keep members safe, by recording and reporting accidents and incidents. Our lawful basis is our legal obligations and our legitimate interest in the safety of club activities.
To send you our mailing list, only if you tick the box. Our lawful basis is your consent, which you can withdraw at any time by using the unsubscribe link or emailing us.
You do not have to give us your details, but we cannot contact you about joining without an email address. Your college, your status and your padel experience are also required on the form, because they help us suggest the right sessions; everything else is optional.
Who we share it with
Committee members who need it to run the club.
The companies that provide our website, forms and email: Wix, which hosts this website and stores form submissions, and Google, which provides the club’s email. They process data on our behalf and under our instructions.
For members: the University’s Sports Federation, for membership registration, insurance and safety reporting, and competition organisers such as UK Padel and the LTA, when you are entered in a competition.
We never sell your data, and we never give our membership register or mailing list to sponsors, partners, other clubs or any other third party. Partners who support the club, including our venue partner, receive no personal information about members from us.
Transfers outside the UK
Some of our service providers, including Wix and Google, may store or process data outside the UK. Where they do, we rely on the safeguards required by UK data protection law, such as adequacy regulations or approved contract clauses.
How long we keep it
Interest-form details: until the end of the academic year in which you contact us (31 July), unless you become a member.
Membership records: for as long as you are a member and for one year after your membership ends. Financial records that include your name are kept for six years to meet accounting requirements.
Mailing list: until you unsubscribe.
Keeping it safe
Only the committee members who need your details can see them, and access passes to the new officers when the committee changes each year. Former members’ details are not kept for fundraising or other mailings unless they have asked to stay in touch.
Photographs
We sometimes take photographs at sessions, matches and events, and share them on this website and on social media. If you would prefer not to appear, tell the committee member taking photographs, or email us at any time and we will remove an image of you that we have published.
Your rights
Under UK data protection law you have the right to ask for a copy of your data, to have it corrected or deleted, to restrict or object to how we use it, to data portability, and to withdraw your consent at any time. To exercise any of these rights, email oxforduniversitypadel@gmail.com. We will reply within one month.
If you are unhappy with how we have handled your data, please contact us first so that we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
Cookies
This website does not use advertising cookies. The platform that hosts it sets the cookies that are strictly necessary for the site to work securely. Any other cookies, such as those used to measure visits, are set only if you agree to them through the cookie banner.
Changes to this notice
We review this notice each year, and whenever the way we use personal data changes, for example if we start using a new service to store it. The date at the top of the page shows when the notice was last updated.