Privacy policy


We are committed to respecting your privacy.

This notice is to explain how we may use personal information we collect before, during and after your membership with us.

This notice applies to you if you have registered to become or are a member of our club.

This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

References to we, our or us in this privacy notice are to Penrith Cricket Club

Our General Data Protection Regulation Working Group has overall responsibility for data protection compliance in our Club. Contact details are set out in the "Contacting us" section at the end of this privacy notice.

Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
o personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
o date of birth;
o gender;
o membership start and end date;
o references and other information included in a CV or cover letter or as part of the application process for membership;
o records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
o any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
o use of and movements through our online media, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
o records of your attendance at any events hosted by us;
o other information obtained through electronic means such as swipe card and key fob records;
o images in video and/or photographic form and voice recordings;
o your marketing preferences so that we know whether and how we should contact you.
o identification documents such as passport and identity cards;
o details of any county membership;
o details of next of kin, family members, coaches and emergency contacts;
o records and assessment of any player rankings, grading or ratings, competition results, details regarding [events/matches/games] attended and performance (including that generated through player pathway programme);
o any disciplinary and grievance information.


We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
o information about your health, including any medical condition, health and sickness records, medical records and health professional information; and

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that
o the processing is necessary for reasons of substantial public interest, on a lawful basis;
o it is necessary for the establishment, exercise or defence of legal claims;
o it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
o based on your explicit consent.
In the table below’ we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.


We typically collect personal information about our members when you apply to become a member of the club, when you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

We also may collect personal information about you from any third party references you provide as part of the application process for membership.

If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.


The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

Purpose Personal information used Lawful basis
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.
This is necessary to enable us to properly manage and administer your membership contract with us.

To arrange and manage any contracts for the provision of any services or products Contact details, transaction and payment information.

Records of your interactions with us. This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.
To send you information which is included within your membership benefits package, including details about advanced ticket information, competitions and events, partner offers and discounts and any updates on cricket Contact and membership details. This is necessary to enable us to properly manage and administer your membership contract with us.

To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners Contact details and
marketing preferences. Where you have given us your explicit consent to do so.
To answer your queries or complaints Contact details and records of your interactions with us We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records All the personal information we collect. We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
The security of our IT systems Your usage of our IT systems and online portals.
We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport Records of your attendance at any events or competitions hosted by us. We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the club, our events and membership packages. Images in video and/or photographic form. Where you have given us your explicit consent to do so.
To comply with health and safety requirements Records of attendance and other information obtained through electronic means such as swipe card and key fob records, medical information about your health
We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To administer your attendance at any courses or programmes you sign up to All contact and membership details,
transaction and payment data.

Details of any county membership and performance data.
This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
To arrange for any trip or transportation to and from an event Identification documents details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information. This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities. Health and medical information We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To gather evidence for possible grievance or disciplinary hearings All the personal information we collect We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
For the purposes of equal opportunities monitoring Name, title, date of birth
gender, information about your race or ethnicity and health and medical information
We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements Information about your criminal convictions and offences
For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership.
For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.

Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.


From time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in.
You can then let us know at any time that you do not wish to receive marketing messages.


We share personal information with the following parties:

o Any party approved by you.
o To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.
o The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
o Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.


The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.


The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us or the end of your membership. Exceptions to this rule are:
o Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months;
o Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the "Contacting us" section below.


You have the following rights in relation to your personal information:

o the right to be informed about how your personal information is being used;
o the right to access the personal information we hold about you;
o the right to request the correction of inaccurate personal information we hold about you;
o the right to request the erasure of your personal information in certain limited circumstances;
o the right to restrict processing of your personal information where certain requirements are met;
o the right to object to the processing of your personal information;
o the right to request that we transfer elements of your data either to you or another service provider; and
o the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.


We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.


In the event of any query or complaint in connection with the information we hold about you, write to us at
The GDPR Working Group
Penrith Cricket Club
Tynefield Park
Wetheriggs Lane,
CA11 8PE

Terms and Conditions


- Respect the rights, dignity and worth of every person within the context of cricket.
- Treat everyone equally and not discriminate on the grounds of age, gender, disability, race, ethnic origin, nationality, colour, parental or marital status, religious belief, class or social background, sexual preference or political belief.
- Not condone, or allow to go unchallenged, any form of discrimination witnessed.
- Display high standards of behaviour.
- Promote the positive aspects of Cricket e.g. fair play.
- Encourage all participants to learn the Laws and rules and play within them, respecting the decisions of match officials.
- Actively discourage unfair play, rule violations and arguing with match officials.
- Recognise good performance not just match results.
- Place the well-being and safety of young people above the development of performance.
- Ensure the activities are appropriate for the age, maturity, experience and ability of the individual.
- Respect young people’s opinions when making decisions about their participation in cricket.
- Not smoke, drink, or use banned substances whilst actively working with young people in the Club.
- Not provide young people with alcohol when they are under the care of the Club.
- Follow ECB guidelines set out in the “Safe Hands – Cricket’s Policy for Safeguarding Children” and any other relevant guidelines issued.
- Reports any concerns in relation to a young person, following the reporting procedures laid down by the ECB.

The club’s coaching staff are all ECB qualified and are members of the ECB Coaches Association. Club coaches and team managers have completed a Disclosure and Barring Service check and have attended a Good Practice and Child Protection course. There are also some coaches who have a First Aid Qualification.
All Club Members who have regular contact with children will also be asked to have a DBS check and are required to conform to the ECB Coaches Code of Conduct.


The Cricket Club is fully committed to safeguarding and promoting the well being of all its members. The Club believes that it is important that members, guests, coaches, administrators and parents associated with the club should, at all times show respect, be encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club with the Junior Chairman, Club Welfare Officer or other representative of the Junior Section.
As a member of Penrith Cricket, Sports and Social Club you are expected to abide by the general rules of the Club, our Code of conduct for members and guests and by following the Junior Section rules.
1) All members must play cricket within the laws and in the spirit of the game.
2) All members must respect colleagues, opponents and officials. Do not make derogatory comments or gestures about your colleagues or opponents. Never try to intimidate the opposition by threats or excessive triumphalism.
3) Be polite to umpires and respect their decisions. Do not show dissent! Do not throw tantrums or cricket equipment. Such behaviour invites sanctions from the Club under the Club’s Disciplinary Policy.
4) Members should keep to agreed timings for practice and matches or inform their coach or team manager at the earliest opportunity if they cannot play or are going to be late.
5) All members must wear appropriate kit – properly! Cricket whites and suitable trainers or cricket shoes should be worn for matches. Tracksuits are permitted for practising.
6) All players under the age of 18 years must wear helmets when batting and when standing up to the stumps when wicket keeping.
The Club Welfare Officer with responsibility for the young members is :
Home Tel No: 01768 866906
The Club Welfare Officer will
- Act as the first point of contact for the reporting of Child Welfare and Protection concerns.
- Help and safeguard young people by assisting in the promotion and implementation of the Welfare of Young People Policy at a club level.
- To assist in the raising of awareness of others at the Club in respect of Child Protection.
- To be a source of advice and information within the Club.
- To uphold confidentiality, as far as is practical in all Child Protection matters.
1) Encourage your child to learn the laws of the game and to play within the spirit of those laws.
2) Discourage unfair play and disputes with officials / coaches.
3) Help your child to recognise good performance not just results.
4) Never force your child to take part in any sport.
5) Set a good example by recognising fair play and by applauding the good performances of all.
6) Never punish or belittle a child for losing or making mistakes.
7) Publicly accept the judgement of officials without argument or comment.
8) Support your child’s involvement and help them to enjoy cricket and to develop within it.
9) Use correct and proper language at all times.
10) Do not forget, children are involved in organised sport for their enjoyment not yours.
The Club has issued guidelines for changing as it affects junior members. These guidelines are shown below. There is also an equity statement which outlines the open constitution which the Club adopts. A copy of this is displayed on the Club noticeboard.
The Club has applied the following guidelines which apply to Adults and Young People (under the age of 18) sharing changing facilities.
1) Adults should where possible change / shower at separate times to young people.
2) Where adults and young people need to share a changing facility, the Club must have consent from parents that their child / children can share a changing room with the adults in the Club.
By allowing their child / children to play this will be deemed as parents giving their consent. If consent is not given the parents should make this clear in writing to the Club.
3) If young people need to share changing facilities with adults, their parents should be allowed to supervise them whilst they are changing if they wish to do so.
4) Mobile phones must not be used in the changing rooms at any time.
5) In the case of mixed gender teams males and females must changed at separate times.

Please note:

Members and Guests include all members and officers of the Cricket Club and all guests of those members and officers, as well as all individuals who watch / attend / participate / officiate in matches hosted by the club in whatever capacity

In addition to the above all Club Officers and Appointed Volunteers will:

- Hold relevant qualifications and be covered by appropriate insurance.
- Always work in an open environment (i.e. avoid private or unobserved situations and encourage an open environment).
- Inform players and parents of the requirements of Cricket.
- Know and understand the ECB’S “Safe Hands – Cricket’s Policy for Safeguarding Children”.
- Develop an appropriate working relationship with young players, based on mutual trust and respect.
- Ensure that physical contact is appropriate and necessary and is carried out within the recommended guidelines with the young players full consent and approval.
- Not engage in any form of sexually related contact with a young player. This is strictly forbidden as is sexual innuendo, flirting or inappropriate gestures and terms. The ECB adopts the Home Office guidelines which recommend the principle – “People in positions of trust and authority do not have sexual relationships with 16-17 year olds in their care.
- Attend appropriate training to keep up to date with their role and especially in respect to the Safeguarding of young people.


To clarify the steps to be taken when child protection issues are identified and to
ensure all coaches are familiar with them prior to them undertaking a coaching role.
This will be the responsibility of the appointed Child Welfare Officer currently
Mark Osborne (01768 866906) , who is required
to keep updated and inform coaches of any changes regarding child protection laws
and/or best practice.
To ensure children receive appropriate advice from the appropriate agencies
where required e.g. police, Social Services Department, etc.
The information in this policy is based on the following principles:-
a) the child’s welfare is paramount;
b) all children have the right to protection from abuse;
c) all suspicions and allegations of abuse will be taken seriously and responded to swiftly
and appropriately;
d) all children have the right to be safe and treated with dignity and respect;
e) all coaches have recourse against any allegations made against them.
1) If there are concerns about the welfare of a child these should be reported immediately
to the Child Welfare Officers.
2) It is the responsibility of this/these person(s) to inform the Social Services Department
without delay. If these persons are not available the person discovering or being
informed of the abuse should immediately contact the Social Services Department or the
3) If anyone is not sure what to do advice can be obtained by telephoning the NSPCC 24
hour free phone Helpline - the number is 0800 800500.
NB: a coach should never question a child beyond brief enquiries about the suspicions.
You may later be accused of “putting words into their mouths”.
4) Coaches seeking help in defence of any allegation should be encouraged to seek
support through: -
a) reference to legal advice, e.g. solicitors, etc.;
b) Citizens Advice Bureau;
c) National Coaching Foundation (if a member);
d) Association of Cricket Coaches (if a member).
5) If any of the above circumstances arise this should be recorded in the Incident Book
(copy in the Club).
It is important that all reasonable steps are taken to ensure unsuitable people are
prevented from working with children. Therefore: -
1) Any person wishing to join the Club as a coach/volunteer should complete the
application form for a coaching/voluntary position.
2) All coaches/volunteers should complete a Criminal Records Bureau (CRB) form to
ensure that they are fit and proper persons to work as a coach/volunteer with children.
The completed form should be handed to Mark Osborne for completion and submission.
3) All coaches/volunteers are required to attend a training course reference child
protection issues.
4) All coaches/volunteers should undergo an induction programme to ensure they are
aware of the Club’s Child Protection Policy and Code of Conduct and to ascertain their

1) If a child suffers injury to an intimate part of his or her body the coach should only
check the injury if the child gives his/her consent. There should ALWAYS be another
adult present at ALL times. It may be more appropriate to contact the child’s parents to
carry out an examination as required.
2) If a coach is unsure of how to proceed, the incident should be discussed with the
person in charge.
3) All physical injuries suffered by children should be reported in the Accident Book
(copy in the Club).
This Child Protection Policy is designed to provide guidelines on appropriate actions and
procedures to be undertaken.
For further detail and information all coaches should consult the “Child Protection Policy
Statement” published by the England and Wales Cricket Board (copy in the Club).


The Penrith Cricket Club in all its activities, is fully committed to the principles of equality of opportunity in cricket, and to ensuring that its employees, members and all other individuals working or volunteering for Penrith Cricket Club, and participating in or watching Penrith Cricket Club’s activities are treated fairly and are able to conduct their activities free from discrimination, harassment or intimidation.

• Penrith Cricket Club in all its activities will not discriminate, or in any way treat anyone less favourably against on the grounds of age, gender, disability, race, parental or marital status, pregnancy, religion or belief or sexual orientation.

• Penrith Cricket Club will not tolerate harassment, bullying, abuse or victimisation of individuals.

• Penrith Cricket Club will endeavour to create access and opportunities for all those individuals who wish to participate, and are lawfully eligible to participate, in its activities.

• Penrith Cricket Club will ensure that it complies with the requirements of the Equality Act 2010 and shall take all reasonable steps to ensure that its employees, members and volunteers adhere to these requirements and this policy.

• This policy is fully supported by the Penrith Cricket Club’s officers and [management committee] who are responsible for the implementation of this policy.

Penrith Cricket Club is committed to the investigation of any claims when brought to its attention, of discrimination, harassment, bullying, abuse or victimisation of an individual, and reserves the right to impose such sanction as it considers appropriate and proportionate, where such is found to be the case.

• In the event that any employee, member, volunteer, participant or spectator feels that he has suffered discrimination, harassment, bullying, abuse or victimisation, they should report the matter in writing to the management committee of Penrith Cricket Club.

• Any such report should include details of what occurred; when and where the occurrence took place; any witness details and copies of any witness statements.

• If the accused individual is an employee, the management committee will regard the issue as a disciplinary issue and will follow Penrith Cricket Club’s employment disciplinary procedure.

• If the accused individual is a non-employee, the management committee:
- may decide (at its sole discretion) to uphold or dismiss the complaint without holding a hearing;
- may (at its sole discretion) hold a hearing at which both parties will be entitled to attend and present their case;
- will have the power to impose any one or more of the following sanctions on any person found to be in breach of any policy: (a) warn as to future conduct; (b) suspend from membership; (c) remove from membership; (d) exclude a non-member from the facility, either temporarily or permanently; and (e) turn down a non-member’s current and/or future membership application; and
- will provide both parties with written reasons for its decision.
• A party may appeal a decision of the [management committee] to the relevant County Cricket board by writing to the relevant County Cricket Board within 3 months of Penrith Cricket Club’s decision being notified to that party.

• If the nature of the complaint is with regard to the management committee of the Penrith Cricket Club the complainant may report the complaint directly to the relevant County Cricket Board.

This policy will be reviewed periodically by the Penrith Cricket Club in consultation with the England and Wales Cricket Board Limited.


This club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:

“Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure that it becomes equally accessible to everyone in society.
The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social / economic status.

The club is committed to everyone having the right to enjoy their sport in an environment free from intimidation, harassment and abuse.

All club members have a responsibility to oppose discriminatory behaviour and to promote equality of opportunity.

The club will deal with any incidence of discriminatory behaviour seriously, according to the club disciplinary procedures.


Penrith Cricket Club is committed to ensuring that vulnerable people who use our services are not abused and that working practices minimise the risk of such abuse. The Staff, Volunteers, Trustees and Committee have a duty to identify abuse and report it.


Vulnerable adults are people who are over 18 years of age and are getting or may need help and services to live in the community. Vulnerable adults may be unable to take care of themselves and unable to protect themselves from harm or exploitation by other people.

Abuse can include:

• physical,
• financial,
• material,
• sexual,
• psychological,
• discriminatory,
• emotional abuse
• neglect.

Abuse can take place in any setting, public or private, and can be perpetuated by anyone.

Rights & Responsibilities

Responsibilities of Penrith Cricket Club:
• To ensure volunteers are aware of vulnerable adult’s need for protection
• To notify the appropriate agencies if abuse is identified or suspected
• To support and where possible secure the safety of individuals and ensure that all referrals to services have full information in relation to identified risk and vulnerability
• To Criminal Records Board (CRB) check volunteers that have access to or work with Vulnerable Adults

Responsibilities of Volunteers and staff:

• To be familiar with the vulnerable adult protection policy
• To take appropriate action in line with the policy of Penrith Cricket Club
• To declare any existing or subsequent convictions.

Support for those who report abuse

All those making a complaint or allegation or expressing concern, whether they are staff, volunteers, users of the Club, carers, members of the general public should be reassured that:

• They will be taken seriously
• Their comments will usually be treated confidentially, but their concerns may be shared with the appropriate authorities if they or others are at significant risk

The Vulnerable Adult has the right:

• To be made aware of this policy
• To have alleged incidents recognised and taken seriously
• To receive fair and respectful treatment throughout
• To be involved in any process as appropriate
• To receive information about the outcome

We are also committed to reviewing our policy and good practice annually.