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Privacy Policy

This policy explains what personal information The Rally Collective collects, why we collect it, what we do with it and the rights you have over it. It covers this website and the wider running of the club, including sessions, events and our members’ community.

Last updated: 10 August 2026

1. Who we are

The Rally Collective is a ladies-only padel community based in Fleet, Hampshire, with the ambition to bring the collective to clubs across the UK and beyond.

  • UK Registered Company: 17381811
  • Registered office: Suite 2, 1 Kings Road, Crowthorne, Berkshire, England, RG45 7BF
  • Contact for privacy questions: [email protected]

We are the “data controller” for the personal information described in this policy. That means we decide what is collected and what happens to it, and we are responsible for looking after it properly.

2. The short version

  • We only collect what you choose to give us, plus the basic technical data any website needs to run safely.
  • We never sell your personal information, and we never pass it to anyone for their own marketing.
  • This website does not use advertising or tracking cookies.
  • You can ask us at any time to show you, correct or delete what we hold.

3. What we collect

When you contact us through this website

Our enquiry form asks for your name and email address, whether you are getting in touch as a player, a venue, a brand or a sponsor, and optionally your level of padel experience and a message.

Enquiries are stored in this website’s database and are also emailed to us. Our email system keeps a log of messages it has sent, and that log includes the content of your enquiry.

When you play with us

If you join sessions, events or a membership we may hold your contact details, the sessions you have booked or attended, any payment records, and anything you choose to tell us that affects your participation, such as an injury, a health condition or an emergency contact. Health information is treated as a “special category” of data and we only use it to keep you safe.

When you join our members’ community

Our members’ community runs on WhatsApp. If you join it we will hold the mobile number you give us, and your number and profile name will be visible to other members of that group.

Photographs and video

We sometimes take photographs and video at sessions, tournaments and social events, and we may use them on this website, on social media and in materials promoting the club.

Technical information

Like almost every website, ours records basic technical information so that pages load and the site stays secure. This includes your IP address, the type of browser and device you are using, and which pages you viewed. We also see anonymous, aggregated visitor statistics such as how many people viewed a page.

4. Why we use it, and our lawful basis

Under UK data protection law we must have a valid reason, called a “lawful basis”, for using your personal information. Ours are set out below.

  • Replying to your enquiry. Name, email and your message, on the basis of our legitimate interests and of taking steps at your request before entering into a contract.
  • Running sessions, events and memberships. Contact details, bookings and payments, on the basis of performing a contract with you.
  • Keeping you safe on court. Health information and emergency contacts, on the basis of your consent, and of protecting vital interests in an emergency.
  • Including you in the members’ community. Your mobile number, on the basis of your consent.
  • Talking to venues, partners and sponsors. Business contact details, on the basis of our legitimate interests in growing the collective.
  • Sending you club news. Your email address, on the basis of your consent, which you can withdraw at any time.
  • Using photographs and video to promote the club. Images of you, on the basis of your consent.
  • Keeping the website secure and working. IP address and technical data, on the basis of our legitimate interests in protecting the site.
  • Understanding how the site is used. Aggregated, anonymous statistics, on the basis of our legitimate interests in improving it.
  • Meeting our accounting and legal duties. Transaction records, on the basis of our legal obligations.

Where we rely on legitimate interests, we have considered whether our interest is fair to you and whether you would reasonably expect it. You can object to any of it, and we explain how in section 9.

5. Marketing

We will only send you club news, session announcements or offers if you have asked us to. Every message we send includes a way to stop receiving them, and you can also just tell us and we will remove you. Withdrawing consent does not affect anything we sent beforehand.

6. Who we share it with

We do not sell your personal information, and we do not share it with third parties for their own marketing.

We do use a small number of trusted suppliers who process information on our behalf, under contract and only on our instructions:

  • Web X Design Studio, which hosts and maintains this website and its database.
  • Cloudflare, Inc. which sits in front of the website to deliver it quickly and protect it from attack, and which provides our cookie-free visitor statistics.
  • Our image optimisation and delivery service, which serves the photographs on this site from a content delivery network.
  • EmailIt, which provides the email service we use to send and receive enquiry emails.
  • Meta Platforms, if you follow our Instagram link or take part in our WhatsApp community. Once you are on their services, their own privacy terms apply as well as ours.

We may also share information with our professional advisers, or with authorities where the law requires it or where it is necessary to protect someone’s safety.

7. Sending information outside the UK

Some of the suppliers above are based outside the UK, principally in the United States. Where personal information is transferred out of the UK we rely on the safeguards UK law requires, which means either the country has been formally recognised by the UK government as offering adequate protection, or our contract with the supplier includes the International Data Transfer Agreement or the UK Addendum to the European Commission’s standard contractual clauses. You can ask us for more detail on any specific transfer.

8. How long we keep it

  • Enquiries that do not lead to membership. 12 months from your last contact with us.
  • Member and participant records. For as long as you are involved with the club, then 2 years.
  • Health and emergency contact information. Deleted when you stop playing with us, or sooner on request.
  • Email logs held by our mail system. 14 days.
  • Accounting and transaction records. 6 years, as UK tax law requires.
  • Photographs and video. Until you ask us to stop using them.
  • Website backups. Kept for a maximum of 5 weeks, then overwritten.

When a retention period ends we delete the information or anonymise it so it can no longer identify you.

9. Your rights

Under UK data protection law you have the right to:

  • Be informed about how we use your information, which is what this policy is for.
  • Ask for a copy of the personal information we hold about you.
  • Have it corrected if it is wrong or incomplete.
  • Have it deleted where we no longer have a good reason to keep it.
  • Restrict how we use it while a concern is being resolved.
  • Object to us using it where we rely on legitimate interests, and to object to direct marketing at any time.
  • Ask us to transfer it to you or another organisation in a portable format.
  • Withdraw consent at any time, where consent is what we relied on.
  • Not be subject to automated decision making. We do not carry out any automated decision making or profiling.

To exercise any of these, contact us using the details in section 1. We will respond within one month. There is no charge, unless a request is clearly unfounded or excessive. We may need to confirm your identity first.

10. Keeping your information secure

This website is served over an encrypted connection. Access to the website’s administration area and to member records is limited to the people who need it, and protected by individual accounts and strong passwords. We take regular backups. No system can be guaranteed completely secure, but if a breach ever occurs that puts your rights at risk we will tell you and the Information Commissioner’s Office without undue delay.

11. Children

The Rally Collective is aimed at adults, and this website is not directed at children. We do not knowingly collect information about anyone under 18 without the consent of a parent or guardian. If you believe a child has given us their details, please contact us and we will delete them.

12. Photographs and video at our sessions

Photography is part of how we show what the club is like and encourage new members to join. We ask before using a photograph in which you are clearly identifiable, and you are free to say no. If you would rather not be photographed at all, tell any of the team at a session and we will make sure you are not included. If a picture of you is already published and you want it removed, contact us and we will take it down, and ask any partner who has shared it to do the same.

13. The members’ WhatsApp community

Our members’ community runs on WhatsApp, which is provided by Meta. Joining is entirely optional. Please be aware that your mobile number and profile name will be visible to other members of the group, that anything you post can be seen and saved by them, and that Meta processes your information under its own terms. You can leave the group at any time, and we will remove your number from our list on request.

14. Cookies and similar technologies

This website does not set cookies on your device, and it does not use advertising, profiling or cross-site tracking technologies. Our visitor statistics are collected without cookies and do not identify individuals.

Some content on this site is delivered by the third parties named in section 6, which means those providers can see your IP address when a page loads even though no cookie is set.

If we ever add something that does require cookies, such as embedded video or analytics that track individuals, we will ask for your consent first and update this policy.

15. Changes to this policy

We may update this policy as the club grows, as we add new venues, or as the services we rely on change. The current version always appears on this page and the date at the top tells you when it last changed. If a change materially affects how we use your information, we will let members know directly.

16. Complaints

If you are unhappy with how we have handled your information, please tell us first using the contact details in section 1 so that we can put it right.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office. You can reach them at ico.org.uk/make-a-complaint or on 0303 123 1113.