Last updated: 2nd April 2026

This Privacy Notice explains how the Jersey Softball Association (“JSA”, “we”, “us”) collects, uses, stores, and protects personal data in accordance with the Data Protection (Jersey) Law 2018. It applies to all players, volunteers, coaches, officials, parents/guardians, and any individuals participating in or interacting with JSA activities.

1. Data Controller

Jersey Softball Association
president@jerseysoftball.com

The JSA is the Data Controller and is responsible for determining how personal data is processed.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Name, date of birth, and gender
Contact details (email address, telephone number, postal address)
Emergency contact information
Team and league affiliation
Medical or health information relevant to safe participation
Payment information (processed by third‑party providers; JSA does not store card details)
Photographs or video recordings taken at JSA events (subject to consent)
Communications and correspondence with the JSA

3. Purposes for Processing and Legal Basis

We process personal data for the following purposes:

3.1 League Administration

To register players, manage teams, schedule fixtures, communicate league information, and operate JSA programmes.
Legal basis: Contract; Legitimate Interests.

3.2 Safety and Safeguarding

To ensure the safety and wellbeing of participants, including the management of injuries and medical needs and contacting emergency contacts when required.
Legal basis: Vital Interests; Explicit Consent (for health data).

3.3 Governance and Compliance

To meet insurance requirements, comply with legal obligations, and provide information to governing bodies where necessary.
Legal basis: Legal Obligation; Legitimate Interests.

3.4 Optional Activities

To send marketing or promotional communications and to use photographs or videos for publicity or archival purposes.
Legal basis: Consent (which may be withdrawn at any time).

4. Sharing of Personal Data

We may share personal data with the following parties where necessary:

Team captains, coaches, and league officials
Insurance providers
Governing bodies or regulatory authorities
Payment processors and service providers
Event organisers and facility operators

We do not sell personal data or share it for unrelated commercial purposes.

5. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

Restricted access to personal information
Secure digital storage systems
Encryption and secure processing by third‑party payment providers
Limited access to sensitive data such as medical information

6. Data Retention

Personal data is retained only for as long as necessary for the purposes for which it was collected:

Registration and participation data: retained for up to two years after the final season of involvement
Medical information: retained only for the duration of the relevant season
Financial records: retained for seven years in accordance with legal requirements
Photographs and videos: retained until consent is withdrawn

7. Your Rights

Under the Data Protection (Jersey) Law 2018, individuals have the following rights:

The right to access personal data
The right to request correction of inaccurate information
The right to request deletion of personal data
The right to withdraw consent
The right to object to certain types of processing
The right to data portability
The right to lodge a complaint with the Jersey Office of the Information Commissioner (JOIC)

Requests to exercise these rights should be submitted to:
president@jerseysoftball.com

8. Photography and Media

Photographs and video recordings may be taken at JSA events for promotional, reporting, or archival purposes. Images will only be used where consent has been provided. Consent may be withdrawn at any time by contacting the JSA.

9. Payments

All payments made to the JSA are processed securely by third‑party payment providers. The JSA does not store or have access to card details.

10. Contact Information

For questions about this Privacy Notice or how your personal data is processed, please contact: