Privacy Policy

NextWave Aquatics | Girls Water Polo & Aquatic Sports Hampshire website is owned by NextWave Aquatics CIC, which is a data controller of your personal data.

Last updated: 6 September 2026

1. Who we are

NextWave Aquatics CIC provides water polo opportunities and related activities for girls and young people.

For data protection purposes, NextWave Aquatics CIC is the data controller. This means that we decide how and why personal information is used.

NextWave Aquatics CIC
Company number: 17109740
Registered office: 82a James Carter Road, Mildenhall, Bury St Edmunds, England, IP28 7DE
Email: contact@nextwaveaquatics.com
Website: www.nextwaveaquatics.com

This notice explains how we collect, use, store and protect personal information relating to participants, parents and guardians, volunteers, coaches, supporters and website visitors.

2. Information we may collect

Depending on your involvement with NextWave Aquatics, we may collect:

• Names and contact details.

• A participant’s date of birth and age group.

• Parent or guardian and emergency contact details.

• Relevant water polo or swimming experience.

• Club and Swim England membership details where required for an event.

• Attendance, bookings and payment records.

• Health information, medical conditions, allergies, injuries, disabilities or additional support needs relevant to safe participation.

• Consent and declaration records.

• Photographs, videos or recordings where permission has been given.

• Communications, enquiries, feedback and complaints.

• Safeguarding or incident information where necessary.

• Coaching qualifications, DBS-check status and other safer-recruitment information for coaches and volunteers.

• Technical information generated when visiting our website, such as IP address, browser type and cookie information.

We only request information that is reasonably necessary for the relevant activity.

3. Children’s information

Most of our participants are children. Registration and consent information will normally be provided by a parent or legal guardian.

We will use children’s information only where it is necessary to provide activities safely, manage participation, meet safeguarding responsibilities or where specific consent has been given.

We encourage parents and guardians to discuss this notice with their child in an age-appropriate way. Data protection rights belong to the child, although a parent or guardian may exercise those rights on their behalf where appropriate.

4. How we collect information

We may collect information:

• Through our website, registration forms or newsletter form.

• Through Google Forms, Spond or other booking and communication systems.

• When someone books or attends a session, event or competition.

• By email, telephone, social media or other direct communication.

• From a parent, guardian, coach, team manager or participant.

• From a partner club, venue, event organiser or governing body where necessary.

• When someone applies to coach, volunteer or work with us.

• Automatically through our website and its cookies.

5. How and why we use information

We may use personal information to:

• Respond to enquiries and expressions of interest.

• Register participants and administer bookings, memberships and payments.

• Organise sessions, teams, events, competitions and development programmes.

• Communicate with parents, guardians, participants, coaches and volunteers.

• Provide a safe and appropriate environment for participants.

• Respond to medical emergencies, accidents or injuries.

• Manage safeguarding concerns, complaints and incidents.

• Confirm eligibility, age groups or membership details for competitions.

• Recruit and manage coaches and volunteers safely.

• Maintain financial, insurance and organisational records.

• Improve and evaluate our activities.

• Send newsletters or promotional information where permission has been given.

• Publish photographs or videos where separate consent has been obtained.

• Protect the security and operation of our website.

• Meet our legal, regulatory, insurance and safeguarding responsibilities.

Our lawful bases may include:

• Performing a contract, such as providing a session or event that has been booked.

• Our legitimate interests in managing and improving NextWave Aquatics and delivering safe sporting activities.

• Compliance with a legal obligation.

• Consent, particularly for newsletters and the publication of photographs or videos.

• Protecting someone’s vital interests in an emergency.

Health information and other special-category information will only be processed where an additional lawful condition applies. This will usually be explicit consent, protection of vital interests in an emergency or, where appropriate, safeguarding children and individuals at risk.

6. Photographs and videos

We may take photographs or videos at sessions and events for coaching, learning, reporting or promotional purposes.

We will obtain appropriate consent before using identifiable photographs or videos for our website, newsletters, publicity or social media. Choosing not to provide photographic consent will not prevent a participant from taking part.

Consent may be withdrawn at any time by contacting us. Withdrawal will not affect material already lawfully used, but we will stop future use and, where reasonably possible, remove the material from channels under our control.

Photographs or videos published online may be copied or shared by other people, which may be outside our control.

7. Newsletters and marketing

We will only send marketing emails or newsletters where we have permission or another lawful basis to do so.

You can unsubscribe at any time by using the unsubscribe option in the message or by emailing contact@nextwaveaquatics.com.

We may still send essential administrative messages about a booking, session, safety matter or existing involvement with NextWave Aquatics.

8. Who we may share information with

Personal information may be shared, where necessary, with:

• Authorised NextWave Aquatics directors, coaches, team managers and volunteers.

• Venues, event organisers and partner clubs.

• Regional or national sporting bodies where information is needed for an event or competition.

• Website, communication, booking and payment providers, including Hostinger, Google, Spond, Stripe and EasyDBS where applicable.

• Professional advisers, accountants, insurers and funding bodies.

• Emergency services or healthcare professionals in an emergency.

• Safeguarding organisations, the police, local authorities or regulators where required or justified.

• Other organisations where you have specifically agreed to the sharing.

Access is limited to people who reasonably need the information. We do not sell personal information.

Funders will normally receive anonymised or statistical information rather than information identifying individual participants.

9. International processing

Some service providers may process or store information outside the United Kingdom.

Where this happens, we will take reasonable steps to ensure that appropriate legal safeguards are in place, such as UK adequacy regulations or approved contractual protections.

Some external services will also process information under their own privacy notices.

10. How we protect information

We use reasonable technical and organisational measures to protect personal information. These include:

• Limiting access to authorised people.

• Using password-protected systems and accounts.

• Sharing medical and safeguarding information only on a need-to-know basis.

• Reviewing who has access to information.

• Securely deleting information when it is no longer required.

• Taking appropriate action if a personal-data breach is suspected.

No system is completely secure, but we take proportionate steps to reduce the risk of loss, misuse or unauthorised access.

11. How long we keep information

We keep personal information only for as long as it is needed. Our usual retention periods are:

• General enquiries: up to 12 months after the last contact.

• Registration, booking and attendance information: normally up to two years after the participant’s last activity.

• Newsletter information: until consent is withdrawn or the subscription is otherwise ended.

• Financial and accounting records: normally six years after the relevant financial year.

• Photographic consent records: for as long as the related photographs or videos are being used.

• Volunteer, safeguarding, accident and incident records: for the period required by safeguarding guidance, insurance requirements and applicable legal limitation periods.

Information may be kept for longer where there is a safeguarding concern, complaint, insurance matter, legal claim or legal requirement.

12. Your rights

Depending on the circumstances, you may have the right to:

• Be informed about how personal information is used.

• Request a copy of the information we hold.

• Ask us to correct inaccurate or incomplete information.

• Ask us to delete information in certain circumstances.

• Ask us to restrict how information is used.

• Object to certain uses of information.

• Receive certain information in a portable format.

• Withdraw consent at any time where we rely on consent.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right or raise a concern, please email contact@nextwaveaquatics.com.

If you remain unhappy with how we have handled your information, you may complain to the Information Commissioner’s Office at www.ico.org.uk.

13. Cookies

Cookies are small files stored on a device when someone visits a website. They may be used to make a website function, remember preferences, process payments, improve security or understand how the website is used.

Our website may use:

• Strictly necessary cookies: required for essential website, security, shopping-basket or payment functions.

• Functional cookies: used to remember choices or provide requested features.

• Analytics cookies: used to help us understand how visitors use the website.

• Marketing cookies: used to measure or personalise advertising, if applicable.

Non-essential cookies will only be used with consent. Visitors should be able to accept, reject or change their cookie preferences through the website’s cookie controls.

Third-party services, including Stripe and embedded social-media services, may set their own cookies. Further information is available in the privacy and cookie notices of those providers.

Browser settings can also be used to block or delete cookies, although some website features may not operate correctly as a result.

14. External websites

Our website may contain links to other websites, registration forms, social-media pages or third-party services. We are not responsible for the privacy practices of those organisations, and users should review their privacy information before providing personal information.

15. Changes to this notice

We may update this notice when our activities, services or legal responsibilities change. The latest version and revision date will be published on our website.

16. Contact us

For questions, concerns or requests relating to personal information, please contact:

NextWave Aquatics CIC
Email: contact@nextwaveaquatics.com
Registered office: 82a James Carter Road, Mildenhall, Bury St Edmunds, England, IP28 7DE