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privacy-policy

Privacy Policy

Privacy Policy

Last updated: 30 September 2026

This policy explains what personal data Gingins Cricket Club collects through this website and the family portal, why, who else sees it, how long it is kept, and what you can ask of us. It follows the Swiss Federal Act on Data Protection (FADP). Many of our families live in France; where the EU General Data Protection Regulation (GDPR) applies to you, you have the rights it gives as well.

1. Who is responsible

Gingins Cricket Club, Centre Sportif, Route de Chiblins 8, 1276 Gingins, Switzerland. For any question about your data, write to info@ginginscricketclub.ch.

2. What we collect

  • Your account: name, email address, password (stored only as a one-way hash, never readable), preferred language, and when you last signed in.
  • Your family: parents' names, email addresses, phone numbers and postal address; each child's name, date of birth, age group, previous cricket experience and training group.
  • Health and safety details: an emergency contact, medical notes, allergies and whether the child takes medication. You give these so coaches can keep your child safe. They are encrypted on our servers.
  • Photos: your answer to the photo consent question for each child, and a record of every change to it. Photos in the club gallery, and a child's photo on their record if you add one.
  • Bookings and payments: what you book (programmes, camps, sessions), amounts, discounts, how and when you paid, bank references and receipts.
  • Your answers: whether each child is coming to a session (yes, maybe, no, sick), and which session a child used as their free trial.
  • What you send us: messages written through the portal, survey answers and volunteer sign-ups.
  • Emails we send you: a copy of each email the site sends (booking confirmations, receipts, reminders), so the club can check what you were sent.
  • Young players (13 to 17): a player's own login is only created by a parent, or approved by a parent from an email. It shows the player their own sessions; bookings, payments and health details stay with the parent.
  • Technical data: our server records each request (IP address, page, time, browser) to keep the site running and secure.

3. Why we use it

To run your membership and bookings; to organise sessions, camps and matches; to contact you about them; to keep children safe during club activities; to take and reconcile payments; to meet our legal and accounting duties; and to protect the site against misuse. We process health details and photos only with your consent, which you can withdraw at any time. We do not use your data for advertising, we do not sell it, and we do not profile you.

4. Who sees it inside the club

Only the people who need it, by role: the committee and administrators; the treasurer for payments; coaches for the children in their sessions, including emergency and medical details. Access to private details is limited by role, and important changes are recorded in an audit log.

5. Who else receives it

  • Clouding.io (Spain, EU) hosts the website and its database.
  • Resend (United States) delivers the emails the site sends. It receives the recipient's address and the email's content. Transfers to the United States are protected by the safeguards the FADP requires, such as the standard contractual clauses.
  • Our bank, which receives your transfer and its reference when you pay by bank transfer or QR-bill.
  • OpenStreetMap: if you allow it, a venue map loads its images from OpenStreetMap servers, which see your IP address.
  • YouTube (Google): if you allow it, a video loads from YouTube's privacy-enhanced service, which may set its own cookies once you play it.
  • Vimeo: if you allow it, a video hosted on Vimeo loads from Vimeo's servers, which see your IP address and may set their own cookies.
  • Your browser's push service (for example Google, Apple or Mozilla), only if you switch on notifications on your device.

We do not use analytics or advertising trackers.

6. How long we keep it

  • Emails: the text of each email is deleted after 180 days; the record that it was sent is kept.
  • Sign-in sessions: they end when you sign out or when they expire, and expired ones are deleted daily.
  • Family and booking records: while you are a member or use the portal, then 3 years after your last booking, unless you ask us to delete them sooner.
  • Payment and accounting records: 10 years, as Swiss law requires.
  • Photo consent history: kept as long as the photos it covers, as proof of what you agreed to.

7. How we protect it

The site is served only over HTTPS. Emergency contacts, medical notes and allergies are encrypted in the database. Passwords are stored as one-way hashes. Access is limited by role, and you can sign out of all your other devices from your account.

8. Cookies

The site sets only cookies it needs to work, and none for tracking or advertising:

  • session_token keeps you signed in; it ends when you sign out.
  • gcc_area is set only for club staff who use both the admin area and the family portal, and remembers which one they used last (1 year).
  • gcc_consent records your answer to the privacy and cookie banner (1 year).

When you first visit, a banner asks whether to load content from other services. Accept all loads YouTube and Vimeo videos and OpenStreetMap maps where a page has them; those services see your IP address and may set their own cookies. Essential only keeps them off: each video or map shows a note and a button to load that one alone. You can change your answer at any time from Cookie settings at the bottom of every page. Your browser may also keep small settings on your device, such as your dashboard layout.

9. Your rights

You can ask to see the data we hold about you and your children, correct it, receive a copy, or have it deleted, unless we must keep it by law (for example payment records). You can withdraw consent (for photos or health details) at any time. Much of this you can do yourself in the family portal: My Family, Consent and Account. For anything else, write to info@ginginscricketclub.ch; we answer within 30 days. If you are not satisfied, you can complain to the Federal Data Protection and Information Commissioner (FDPIC) in Bern, or, if you live in the EU, to your own data protection authority (in France, the CNIL).

10. Changes

We will update this page when the way we handle data changes, and change the date at the top. For an important change we will tell members by email.