Last updated: July 2026

1. Introduction

At Pballers Ltd ("Pballers", "we", "us", or "our"), we respect your privacy and are committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our services, visit our website, book courts or sessions, participate in activities at our venue, or communicate with us.

Pballers Ltd is the data controller responsible for your personal information.

Our details:

Pballers Ltd
Little Braxted Hall
Little Braxted
CM8 3EU

Email: contact@pballers.co.uk

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the details above.
 

2. Information We Collect

We may collect and process the following types of personal information:

Information you provide to us

When you create a booking, participate in sessions, complete a waiver, or contact us, we may collect:

• Full name

• Email address

• Telephone number

• Date of birth (where required for participation or safeguarding purposes)

• Emergency contact details (where provided)

• Information included within our participation waiver

• Details relating to bookings, sessions, payments, and attendance

For customers under the age of 18, we may collect information from a parent or legal guardian who makes the booking on their behalf.

Payment information

Payments for bookings are processed securely through our booking platform, PodPlay, using Stripe.

We do not store your full payment card details. Payment information is processed and handled by Stripe in accordance with their own privacy policies and security requirements.

3. How We Use Your Information

We use your personal information for the following purposes:

• Processing and managing court bookings and sessions

• Communicating with you regarding your bookings

• Managing your account and customer relationship with us

• Processing payments

• Managing waivers and participation requirements

• Ensuring the safety and wellbeing of customers using our facilities

• Responding to enquiries and customer support requests

• Improving our services and customer experience

• Meeting legal, regulatory, and insurance requirements

Where appropriate, we may also use your information to send updates, news, offers, and marketing communications about Pballers.

You can unsubscribe from marketing communications at any time by contacting us or using any unsubscribe options provided.

4. Our Legal Basis for Using Your Information

Under UK data protection law, we must have a lawful basis for processing your personal information.

We rely on the following lawful bases:

Contract

We process personal information where it is necessary to provide our services to you, including managing bookings, payments, and customer communications.

Legal obligation

We may process information where required to comply with legal responsibilities, such as financial record keeping.

Legitimate interests

We may use information where it is necessary for our legitimate business interests, including improving our services, managing our venue, and communicating with customers.

Consent

Where required, we will ask for your consent before using your information for specific purposes, such as certain marketing activities or photography permissions.

5. Photography and Video

From time to time, Pballers may capture photographs or videos at our venue, including during sessions, events, competitions, or community activities.

Images and videos may be used for:

• Social media

• Website content

• Marketing materials

• Promotional activities

We will take reasonable steps to ensure that individuals who do not wish to appear in promotional content are respected.

Where children under the age of 18 are involved, we will seek appropriate parental or guardian consent before using identifiable images or videos for marketing purposes.

If you have any concerns about photography or video content, please contact us at:

contact@pballers.co.uk

6. Children’s Information

Pballers welcomes players of all ages, including children.

Where a child participates in activities at Pballers, we may collect information from their parent or legal guardian, including:

• Child's name

• Relevant age information

• Parent or guardian contact details

• Emergency information

• Participation waiver details

We only collect and use children's information where necessary to provide our services, maintain safety, and meet our safeguarding responsibilities.

7. Sharing Your Information

We do not sell, rent, or trade your personal information.

We may share your information with trusted third parties who help us operate our business, including:

• PodPlay – our booking platform for managing bookings and customer information

• Stripe – our payment processing provider

• Website, email, and technology providers that support our operations

• Professional advisers where necessary (such as accountants, insurers, or legal advisers)

These organisations are only permitted to process your information for the purposes of providing their services to us and must handle your information securely.

8. Cookies and Website Tracking

Our website may use cookies and similar technologies to improve your browsing experience and understand how visitors use our website.

In the future, this may include tools such as analytics services to help us understand website traffic and improve our online services.

You can control or disable cookies through your browser settings. Please note that disabling cookies may affect certain website functionality.

9. How Long We Keep Your Information

We only keep your personal information for as long as necessary for the purposes it was collected.

Generally:

• Booking, payment, and financial records are retained for 7 years to meet accounting, tax, and legal obligations.

• Waivers and participation records are retained for an appropriate period to support safety, insurance, and legal requirements.

• Marketing information is retained until you unsubscribe or withdraw your consent.

• General enquiries are retained only for as long as needed to respond and maintain appropriate records.

When information is no longer required, it will be securely deleted or anonymised.
 

10. Keeping Your Information Secure

We take appropriate technical and organisational measures to protect your personal information from:

• Unauthorised access

• Loss

• Misuse

• Alteration

• Disclosure

While we take reasonable steps to protect your information, no method of electronic storage or transmission is completely secure.

11. Your Data Protection Rights

Under UK data protection laws, you have rights including:

• The right to access the personal information we hold about you

• The right to correct inaccurate information

• The right to request deletion of your information in certain circumstances

• The right to restrict processing of your information

• The right to object to certain uses of your information

• The right to withdraw consent where we rely on consent to process your information

To exercise any of these rights, please contact:

contact@pballers.co.uk

We may need to verify your identity before completing your request.
 

12. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent authority responsible for protecting information rights.

Information Commissioner's Office
Website: https://ico.org.uk
 

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or how we process personal information.

Any updates will be published on our website with the revised date shown at the top of this policy.

Pballers Ltd
Little Braxted Hall
Little Braxted
CM8 3EU

Email: contact@pballers.co.uk