Privacy Policy

Who we are

Wheatley Playing Field Trust is a charity that has four principal aims; these are to inspire participation in sport, to promote community interaction, to provide sporting and changing facilities for Wheatley Park School and to act in an environmentally responsible way. We are committed to protecting your privacy and maintaining the security of any personal information received from you. We strictly adhere to the requirements of the data protection legislation in the UK. The purpose of this statement is to explain to you what personal information we collect and how we may use it.

You may contact us using the form, address or contact number on our web site .

Our website address is:

What personal data we collect and why we collect it

We only collect personal information that you provide voluntarily, such as when you use our contact form or make an enquiry over the phone.  This may include the following information: your name, address, postcode, phone number, email address & preferred transmission. This is to ensure we can provide the service in your preferred area. We use your data to contact you and to help provide you with the service you request. We also keep contact information for the raining of invoices as required by law.

If you contact us on behalf of a club, we may further ask for and retain details of any safeguarding, first aid, health and safety or sporting qualifications to make sure you are properly qualified to organise sports.


We use CCTV for the purposes of personal safety and to protect the buildings against crime and vandalism. The cameras can be interrogated over the internet using an encrypted link to a remote device. The data is kept for a minimum of 14 days. Notice of the use of CCTV surveillance and recording equipment is prominently displayed. The use of CCTV is registered with and regulated by the ICO and the ICO code of practice


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

We keep contact form submissions for 6 years for customer service purposes, but we do not use the information submitted through them for marketing purposes.


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.


We do not collect analytic data

Who we share your data with

We share your data to meet our legal obligations. We may also share your data with the national governing bodies of sport to support any funding opportunities for the Trust or you. We may also share your details to provide evidence of any safeguarding, first aid or health and safety qualifications needed to engage or organise sport.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

We retain your information for a period of 6 years. If you wish for your data to be removed or wish to withdraw consent before this time, please do this by emailing:

What rights you have over your data

If you have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Your contact information

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you, please email:

If you believe that any information we have about you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

If you have a concern regarding your privacy please contact our Data Protection Officer by emailing:

Additional information

How we protect your data

We follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access in accordance with legislation. We do not collect sensitive information about you except when you specifically and knowingly provide it. The information we collect is stored on a password protected computer and backed up by an encrypted connection to cloud storage.

When you provide us with any data we’ll always make clear why we need it and will obtain your consent to use it. If you provide consent on behalf of another person, you must ensure that you have their authorisation to do so. We reserve the right to request confirmation to ensure and verify that you have that authorisation.

CCTV systems which can transmit images over the internet (eg, to allow viewing from a remote location) use signals that are encrypted to prevent interception and also require some form of authentication for access (eg, a username and secure password). The devices used to store CCTV images are kept in a locked room.

What data breach procedures we have in place

In the unlikely event that you believe your information has been misused. Please contact us immediately by emailing: with the reason(s) you believe why. We will seek to deal with your request without undue delay. Please note that we may keep a record of your communications to help us resolve any issues which you raise. We will in accordance with reporting procedures inform the Information Commissioner’s Office (ICO) as required.

What third parties we receive data from

We may seek information from sports’ National Governing Bodies to ensure the service we offer is suitable.

What automated decision making and/or profiling we do with user data

We do not use automated decision making or profiling.

Industry regulatory disclosure requirements

As a registered charity, Wheatley Playing Field Trust is required to submit public accounts and an annual report. We do not identify individuals in these annual returns.