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LOXWOOD

SPORTS
Apr 7, 7:00pm — Cricket club commitee     Apr 11, 1:00pm — First Team v Godalming     Apr 14, 4:00pm — LYFC parking in LSA     Apr 15, 7:30pm — LSA Directors Meeting     Apr 17, 7:30pm — Darts - End of season Curry     Apr 18, 1:00pm — First Team v Reigate Priory     | Apr 7, 7:00pm — Cricket club commitee     Apr 11, 1:00pm — First Team v Godalming     Apr 14, 4:00pm — LYFC parking in LSA     Apr 15, 7:30pm — LSA Directors Meeting     Apr 17, 7:30pm — Darts - End of season Curry     Apr 18, 1:00pm — First Team v Reigate Priory     | Apr 7, 7:00pm — Cricket club commitee     Apr 11, 1:00pm — First Team v Godalming     Apr 14, 4:00pm — LYFC parking in LSA     Apr 15, 7:30pm — LSA Directors Meeting     Apr 17, 7:30pm — Darts - End of season Curry     Apr 18, 1:00pm — First Team v Reigate Priory     |

Privacy Policy

This policy explains what personal information we collect about you, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The data controller is Loxwood Sports. If you have any questions about this policy or your data, please contact us at info@loxwoodsports.co.uk.

What information we collect

When you become a member or use our facilities, we collect and store the following personal information:

  • Your full name, email address, telephone number, and postal address
  • Your membership category, membership status, and renewal date
  • Payment records, including amounts paid and Stripe payment references (we do not store your card details — these are handled securely by Stripe)
  • Court and facility booking history, including dates and times
  • Temporary security tokens used for login links, one-time passcodes, and password resets — these expire automatically and are not retained

For members on a family membership, we also collect:

  • The first name, last name, and date of birth of each family member registered under your account

Why we collect this information

We collect and process this information on the following lawful bases:

  • Contract performance — to administer your membership, process payments, and manage facility bookings
  • Legitimate interests — to maintain accurate membership records, send club communications, and keep our systems secure
  • Legal obligation — to comply with financial record-keeping requirements

How we use your information

Your personal data is used only for the following purposes:

  • Managing your membership account and annual renewal
  • Processing membership payments and maintaining financial records
  • Managing your court and facility bookings
  • Sending transactional messages such as booking confirmations and renewal reminders
  • Sending club notices and updates relevant to your membership
  • Verifying family membership eligibility (using dates of birth where applicable)
  • Complying with our legal and financial obligations

Who we share your information with

We never sell, rent, or share your personal data with any third party for marketing or commercial purposes.

We share data only where strictly necessary with the following service providers:

  • Stripe — our payment processor, used to handle membership fees securely. Stripe is bound by its own privacy policy and data processing terms.
  • Our website hosting provider — who stores data on secure servers.

All third-party processors are contractually required to handle your data only as instructed by us.

How long we keep your information

  • Membership and payment records are retained for 7 years from the end of your membership, as required by HMRC financial record-keeping rules
  • Booking records are retained for 2 years after the booking date
  • Family member details are held for the duration of your family membership
  • Login tokens, one-time passcodes, and password reset links expire automatically within a short period and are not retained beyond that

Your rights under UK GDPR

You have the following rights regarding your personal data:

  • Right of access — you may request a copy of the personal data we hold about you
  • Right to rectification — you may ask us to correct any inaccurate or incomplete information
  • Right to erasure — you may request that we delete your personal data at any time. Requests are subject to any legal retention obligations (such as financial records), but all other data will be removed promptly.
  • Right to restrict processing — you may ask us to limit how we use your data in certain circumstances
  • Right to data portability — you may request your data in a structured, machine-readable format
  • Right to object — you may object to processing carried out on the basis of our legitimate interests

How to exercise your rights or request deletion

To exercise any of your rights — including requesting that your account and personal data be permanently deleted — please contact us:

We will respond to all requests within 30 days. There is no charge for making a request.

If you are unhappy with how we handle your data or your request, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

This policy was last reviewed in March 2026.