Privacy notice

Who we are

Velocity Sports & Entertainment Group (“Velocity”, “we”) operates five sports clubs: SCBC, Belfast Rhinos, Ahoy Swimming, Fit2Rhythm and Zumba with Pavi. For data protection purposes the data controller is [REGISTERED NAME & ADDRESS].

What we collect

• Express-interest form: your name, phone number, and the club and programme you selected.
• Contact form: your name, phone number, optional email address, subject and message.
• Member registration form: the member’s name, date of birth, gender, address, phone and email. Where the member is under 18, the parent or guardian’s name, relationship to the member, address, phone and email. An emergency contact name, relationship and phone. GP name, surgery, surgery address and surgery phone. Any allergies, existing medical conditions, medication needed on site and instructions for staff. A record of which consents were given, who signed, and on what date.
• Technical data: the page you submitted from and the date and time of submission.

We deliberately do not ask for payment details, date of birth or an account password at the interest stage. Registration asks for considerably more, including health information, and is explained in its own section below.

Why we collect it and our lawful basis

Expressing interest or contacting us. We use these details for one purpose: so the relevant club can contact you about the session you expressed interest in, or reply to your enquiry. Our lawful basis is legitimate interest: you asked us to get in touch, and we contact you only about that request.

Registering as a member. We use these details to administer membership, organise sessions, reach you or your emergency contact, and keep the member safe while taking part. Our lawful basis for the ordinary personal details is that processing is necessary to provide the membership you asked for, and our legitimate interest in running sessions safely.

Health information needs a second, separate basis. Allergies, medical conditions, medication and GP details are what the law calls special category data, and the law requires a further condition on top of the ordinary one. Ours is your explicit consent, which is why the registration form asks for it in plain terms, why no box is ticked for you, and why the form will not submit without it.

Where it is stored

Interest and contact submissions are stored in a private Google account controlled by Velocity, accessible only to named club administrators.

Registrations are stored somewhere different and deliberately separate. They go to their own Google account, with their own spreadsheet, shared only with the people who need to see medical information. Nobody who only handles general enquiries can open it. We made this separation precisely so that health information about members, including children, is not sitting alongside a general contact list.

Our website is hosted by [HOSTING PROVIDER]. The website itself never stores your registration: your browser sends it straight to the secure Google account described above.

How long we keep it

Interest enquiries that do not result in membership are deleted after [12 MONTHS]. Registration records, including health information, are kept for as long as the person is a member and for [PERIOD] after they leave, then deleted. If a registration does not lead to the member joining, we delete it after [PERIOD].

We keep health information no longer than we need it to run sessions safely. If a member leaves, their medical details go when the record goes.

Who we share it with

Your details are shared only with the coaches and administrators of the club you selected. We do not sell your data or share it with third parties for marketing.

Health information is seen by fewer people again: our Designated Safeguarding Officer and the coach or first aider running the member’s sessions. It is not circulated by email. Our alerts tell us that a registration has arrived and who it is from, and deliberately leave the medical details out, so that a member’s conditions are not sitting in an inbox where they could be forwarded or outlive the record itself.

In a medical emergency we may pass relevant health information to the emergency services, a hospital or the member’s GP. That is the situation the information is there for.

Member registration and health information

Registering as a member is a separate step from expressing interest, and asks for a lot more. Here is what happens to it.

Why we ask about health at all. Coaches and first aiders need to know if someone in the room has an allergy, a condition that might affect them during activity, or medication they may need. Without it we would be guessing in the moment that matters most. That is the only reason we hold it.

Consent, and what happens if you say no. The registration form asks for five separate consents and none of them is ticked in advance. Three are needed to take part: data protection, emergency first aid and treatment, and the terms and code of conduct. Two are genuinely optional, photography and posting publicly, and saying no to either changes nothing about the member’s place or how they are treated.

You can withdraw consent at any time. Email us and we will stop processing and delete the information. We should be straightforward about the consequence: if you withdraw consent for us to hold health information, we can no longer run sessions safely for that member, so their place would have to be paused until it is provided again. Withdrawing consent for photography or public posting has no such effect. We stop using the images and remove them from our channels where we can.

Accuracy matters more here than anywhere else. If a member’s condition, medication or emergency contact changes, please tell us, because we will be relying on what you gave us.

What we do not do. We do not use health information for anything except keeping the member safe in sessions. We do not use it to decide whether to accept someone, we do not profile anyone, and it is never used for marketing.

Children and young people

Two of our programmes involve under-18s: SCBC badminton training for ages 12 to 18, and Zumba with Pavi, which is open to girls and women from age 12. Belfast Rhinos, Ahoy Swimming and Fit2Rhythm are adult sessions.

Where the participant is under 18, the express-interest form should be completed by a parent or guardian, not by the child. The form says so at the point where an under-18 programme is selected. The name and phone number we ask for should be the adult’s, and all follow-up contact is made with that adult.

If we receive an enquiry that appears to have been submitted by a child, we contact them only to ask for a parent or guardian to get in touch, and we do not progress the enquiry further until an adult does.

We deliberately collect the minimum at that stage, which is three fields and no email address, date of birth, photograph or payment detail. We do not profile children, we do not use their data for marketing, and we do not share it with anyone outside the club they asked about.

Registration is different, and we want to be plain about it. Registering a member under 18 means giving us their date of birth, address, and health information including any allergies, conditions and medication. That is a significant amount of information about a child, and we hold it because a coach needs to be able to act correctly if something happens in a session.

A parent or guardian completes and signs the registration, not the child. The form works out from the date of birth that the member is under 18, asks for the parent or guardian’s details, and makes clear that the adult is the one giving every consent. Our system checks this independently and will not accept a registration for an under-18 without a named parent or guardian.

The two optional consents, photography and posting publicly, matter most here. Saying no to either has no effect whatsoever on a child’s place in a session, and you can change your mind later by emailing us.

A parent or guardian may ask at any time to see, correct or delete the information we hold about their child, including health information, and we will action it without argument.

Our wider commitment to the safety of children in our sessions, including how to raise a safeguarding concern, is set out on our safeguarding page.

Your rights

You can ask us to give you a copy of your data, correct it, delete it, or stop contacting you at any point. Email [EMAIL ADDRESS] and we will action it. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).

Cookies and tracking

This website sets no cookies at all. There is no advertising pixel and no third-party tracking script. Fonts and icons are loaded from Google Fonts and a public code library, which means those providers see your IP address as part of serving the file, in the same way any website resource is served. [If fuller analytics are added later, describe them here and revisit whether a cookie banner is needed.]

The visit counter

The number shown at the foot of every page is a simple tally of visits. When you arrive, the site adds one to a running total held in a small file on our own web server, and shows you the new figure. Nothing is sent to any other company.

It records nothing about you. No IP address, no location, no device details, no record of which pages you looked at. The stored total is a single number and cannot be traced back to any individual.

So that one person reading several pages counts once rather than four times, your browser keeps a single marker in its session storage for the length of your visit. Session storage is not a cookie, holds no personal information, and your browser discards it when you close the tab.

Complaints

If you are unhappy with how we have handled your information, tell us first and we will try to put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.