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Wirral Sports Forum

Privacy Policy

WIRRAL SPORTS FORUM - PRIVACY POLICY

WIRRAL SPORTS FORUM – PRIVACY POLICY

We at the Wirral Sports Forum (WSF) want to make sure all the personal information we collect about you is safe and secure, whether we collect it through our website at www.wirralsportsforum.org or from other sources. This Policy sets out our commitments to you, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and explains how we collect, store and use your personal information.

References to we, our or us in this policy are to the Wirral Sports Forum, including Sporting Futures Ltd (company no. 14449817), the not-for-profit company that runs our events, and the Wirral Sports Forum Foundation, our charitable wing and a micro-trust of GivingWorks (charity no. 1078770).

We have not appointed a Data Protection Officer, as we are not required to do so, but our WSF Secretary has overall responsibility for data protection compliance in our organisation. If you have any questions about this Policy or what we do with your personal information, their contact details are set out in the “Contact” section below.

WHAT PERSONAL INFORMATION WE COLLECT

Depending on how you interact with us, we may collect:

  • Contact details, such as your name, email address and telephone number;
  • Ticket booking information when you book a place at the Wirral Sports Awards or another Forum event, including the number and type of tickets and any dietary requirements you tell us about;
  • Award nominations, including details of the person, team or organisation being nominated and the person making the nomination;
  • Bursary applications, including the applicant’s date of birth, sport, achievements, ranking or position, and how they intend to use the bursary;
  • Sponsorship and donation records, including the contact details of sponsors and donors;
  • Records of your correspondence with us, such as emails and telephone conversations;
  • Photographs and video taken at our events.

We do not collect or store your card or bank details. Payments for tickets are handled securely by our ticketing provider and their payment processors.

Some nominees and bursary applicants are under 18. Where this is the case, we ask that applications and nominations are made with the knowledge of a parent, guardian, coach or teacher, and we only use their information for the purposes described in this policy.

HOW DO WE USE YOUR PERSONAL INFORMATION?

We use your personal information to:

  • Manage ticket bookings and send you information about the event you have booked, including confirmations and reminders. Lawful basis: necessary to provide the service you have booked.
  • Consider award nominations and contact nominees and nominators. Lawful basis: our legitimate interest in running the Wirral Sports Awards.
  • Assess bursary applications and notify successful applicants. Lawful basis: our legitimate interest in running the bursary scheme.
  • Manage our relationships with sponsors and donors. Lawful basis: necessary for our agreement with you, or our legitimate interest.
  • Answer your queries or complaints. Lawful basis: our legitimate interest in responding to you.
  • Promote the Wirral Sports Awards and the Forum, including using photographs and video from our events, and announcing award winners and bursary recipients. Lawful basis: our legitimate interest, or your consent where required. We take particular care with images of children.
  • Send you news about future events, where you have agreed to hear from us. Lawful basis: your consent.

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.

WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?

We only share your personal information where we need to in order to run our organisation, for example:

  • Our ticketing provider, which processes bookings and payments on our behalf;
  • The event venue and caterers, where this is needed for the event, for example dietary requirements;
  • GivingWorks, in connection with bursary payments made through the Wirral Sports Forum Foundation;
  • Online form and email providers, which we use to collect nominations and applications and to contact you;
  • The Government, our regulators, or the police, where we are required to do so by law.

In such circumstances, we will put in place arrangements to protect your personal information. We do not sell, trade or rent your personal information to others.

Some of the service providers we use may store information outside the UK. Where this happens, we make sure appropriate safeguards are in place, as required by data protection law.

HOW LONG DO WE HOLD ON TO YOUR PERSONAL INFORMATION?

We will only hold your information for as long as is necessary for the purpose it was collected, or until you ask us to delete it, where we are able to. Generally:

  • Ticket booking records are kept for up to 6 years for accounting purposes;
  • Award nominations and bursary applications are kept for up to 2 years after the awards evening, so that we can check for repeat applications;
  • Records of bursaries awarded are kept for up to 6 years for financial and charitable reporting purposes.

WHAT ARE YOUR RIGHTS?

You have the right to:

  • be informed about how your personal information is being used;
  • access the personal information we hold about you;
  • ask us to correct inaccurate personal information;
  • ask us to delete your personal information in certain circumstances;
  • ask us to restrict or stop processing your personal information in certain circumstances;
  • ask us to transfer your personal information to you or another organisation;
  • withdraw your consent at any time, where we rely on consent;
  • object to the use of your personal information for direct marketing.

Some of these rights have specific requirements and exemptions, so may not apply in every case. However, your right to withdraw consent or object to direct marketing are absolute rights. You can also unsubscribe from any marketing emails by clicking the unsubscribe link in the email.

To exercise any of your rights, please contact us using the details in the “Contact” section below.

If you are unhappy with the way we are using your personal information, you can complain to the UK Information Commissioner’s Office (ICO). More information about your rights can be found at https://ico.org.uk/for-the-public/. However, we are here to help and would encourage you to contact us to resolve your complaint first.

LINKING WITH THIRD PARTY SITES

Our website may contain links to other websites, including our ticket booking and application forms. These websites have their own privacy policies, and we do not accept any responsibility or liability for them. Please check these policies before you submit any personal information to these websites.

SECURITY

We employ a variety of technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use or disclosure of, it. Unfortunately, no transmission of information over the internet is guaranteed to be 100% secure, but we take all appropriate steps to protect the security of your personal information.

COOKIES

Certain parts of our website use cookies to keep track of your visit and to help you navigate between sections. A cookie is a small data file that websites store on your device. You may refuse to accept cookies by changing your browser settings, but if you do, you may be unable to access certain parts of the website. Please note that providers of third-party content may also use cookies over which we have no control.

LOG FILES

In common with most websites, our website logs information about visitors, including IP addresses, browser type, referring and exit pages, and the date and time of visits. We use this information to analyse trends and administer the website.

CHANGES TO THIS POLICY

We may update this Policy from time to time. Any changes will be posted on this page, and when we change this Policy in a material way, we will update the date below.

CONTACT

In the event of any query or complaint about the information we hold about you, please contact:

The Secretary, Wirral Sports Forum
Email: secretary@wirralsportsforum.org
Telephone: 07941 140629

Last updated: October 2026