Privacy Policy

How Over 40s Cricket England Limited collects, uses and protects your personal data.

Last updated: 10 October 2026 Effective date: 10 October 2026

Over 40s Cricket England Limited (trading as England Over 40s Cricket, "we", "us" or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, share and protect your personal data when you visit our website, www.eng40scricket.co.uk (the "Website"), apply to play for or officiate with us, enquire about sponsorship, or take part in our squads, matches and tours.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully so that you understand how we treat your data.

1. Introduction and Scope

This policy applies to personal data we process about website visitors, people who submit forms or enquiries, applicants (players and officials), squad members (the Performance Squad, fast-track players, and players selected for our teams, which are the England Over 40s main team and the England Over 40s Lions), sponsors and other supporters. We are endorsed by the England and Wales Cricket Board (ECB) and affiliated to International Masters Cricket (IMC). Where the ECB or IMC process your data for their own purposes, they do so as separate data controllers under their own privacy notices.

Data controller and contact details:

Over 40s Cricket England Limited (Company No. 15282587)
Registered address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Email (including all data protection enquiries): englandover40scricket@outlook.com
Website: www.eng40scricket.co.uk

Privacy contact: The Company Secretary, via the email address above. We have not appointed a Data Protection Officer, as we are not required to do so.

2. Information We Collect

We only collect data that is necessary for the purposes described in this policy.

2.1 Personal data

Everyone who contacts us:

Identifiers and contact details: name, email address and telephone number.
Communications: the content of enquiries, messages and correspondence you send us.

Player applicants (our player application form):

Your name, email address, mobile number, date of birth, gender and the county you live in.
Your cricket club, regular team, league and division.
Your cricketing experience and achievements, including representative honours.
Your batting and bowling styles, usual batting position and whether you keep wicket.
Your signature confirming your application.

Official applicants (our umpire and scorer volunteer form):

Your name, email address and mobile number.
The role(s) you are applying for (umpire and/or scorer), a description of your experience, your availability for midweek matches, and your scoring skills (for example, PCS Pro or NV Play).
Your confirmation that you understand the role is voluntary, and any additional information you choose to give us.

Sponsorship enquirers (our sponsorship enquiry form):

Your name, job title, company name and website, email address and telephone number.
Business and partnership details you choose to give us, including your objectives, preferred sponsorship level and additional comments.

Squad members (the Performance Squad, fast-track players, and players selected for the main team or the Lions):

Information you enter yourself in Spond, our squad management app, once you have been invited and registered. You control this information in Spond (see section 4).
Full name, date of birth and gender; emergency contact details.
Participation and availability records; correspondence.
Fee and payment records (we hold only minimal bank or payment information).
Cricket statistics, fitness data and coaching feedback.
Passport and travel details for overseas tours (with your consent).
Photographs and video taken at matches, training and events (see section 8).

2.2 Usage data

When you visit the Website, standard technical information is processed automatically, including your IP address, browser type and version, operating system, the pages you visit and the date and time of your visit. This is recorded in the logs of our hosting provider and is used to deliver and secure the Website. Your approximate location may be inferred from your IP address.

2.3 Sensitive personal information

Some squad data is treated as special category or otherwise sensitive data under data protection law, namely:

Physical or mental health information that you give us for your safety while taking part (for example, relevant medical conditions and emergency medical information).
Passport and travel documents needed for overseas tours. This is not special category data, but we treat it with the same care.

We only process this kind of data where you have given explicit consent, where it is necessary to protect your vital interests (for example, a medical emergency), or where it is needed to meet a legal obligation or to establish, exercise or defend legal claims. You can withdraw your consent at any time by contacting us. We do not use sensitive data for marketing or profiling. We protect it with restricted access, secure storage and retention limits.

2.4 Cookies and similar technologies

We do not use advertising, analytics or tracking tools on the Website. Some content on our pages is provided by third parties, who may receive your IP address or set their own cookies when it loads:

YouTube videos embedded on our media and match pages.
Google Fonts and the Font Awesome icon library, which load from the providers' servers.
Jotform, which hosts our application and enquiry forms (see section 4).

Links to Google Maps open the Google Maps service only if you click them. You can control or delete cookies through your browser settings, although some content may not display properly without them.

2.5 Where we get your data from

Mostly from you, through our forms, Spond and your correspondence with us. We may also receive information from the ECB or IMC where needed for registration and compliance, and from Team Managers about match availability or tour requirements. When we assess a player application, we also look up your publicly available Play-Cricket playing records.

3. How We Use Your Information

We use personal data only where we have a lawful basis to do so:

Squad management, selection, match organisation, training, tour and travel planning, and welfare. Lawful basis: performance of a contract, and legitimate interests (running the squads effectively). Health and travel document data: explicit consent.
Assessing player applications. Applications are first reviewed by one of our officers against selection criteria set by our coaches. We look up your publicly available Play-Cricket records and email you with the outcome (including, where appropriate, suggesting other opportunities such as The Forty Club). Fast-track players are then assessed further by one or two members of our senior management team. To help with the first review we use an AI assistant (Claude, provided by Anthropic) to summarise applications and find the matching Play-Cricket records. People make every selection decision, and no decision is made by AI alone. Lawful basis: taking steps at your request before entering into a contract, and legitimate interests (selecting players fairly and efficiently).
Handling applications and enquiries (players, officials and sponsors). Lawful basis: taking steps at your request before entering into a contract, and legitimate interests (responding to you and assessing applications).
Communications such as match information, club updates and news. Lawful basis: legitimate interests, or consent where the law requires it (for example, electronic marketing).
Safeguarding, health and wellbeing. Lawful basis: legal obligation, vital interests, or explicit consent.
ECB and IMC registration and compliance. Lawful basis: legal obligation and legitimate interests.
Financial administration (fees and accounting). Lawful basis: performance of a contract and legal obligation.
Promoting England Over 40s Cricket through the Website, social media and sponsor reporting. Lawful basis: consent where individuals are identifiable (see section 8) and legitimate interests otherwise.
Website security and improvement. Lawful basis: legitimate interests (keeping the Website secure and working).

Where we rely on legitimate interests, we have considered whether they are overridden by your rights and freedoms.

4. How We Share Your Information

We share personal data only where necessary, and never sell it. Recipients may include:

Team Managers of our squads and teams (the main team and the Lions), for squad organisation.
The ECB and IMC, for registration, competition and compliance purposes.
Medical personnel, in an emergency.
Tour operators, transport and accommodation providers, with your consent, for travel arrangements.
Sponsors, only with aggregated or non-personal data, or with your consent if the information identifies you.
Spond, our squad management app. Only players invited through our fast-track process, or proposed through The Forty Club, are sent a link to enrol on Spond. Once you register, you control your own data in Spond and can leave the organisation at any time. Spond handles your data under its own privacy notice as well as ours.
Service providers acting under contract on our behalf, such as Jotform, which hosts and stores the submissions to our player application, officials application and sponsorship enquiry forms (see Jotform's own privacy notice at www.jotform.com/privacy); website hosting (GitHub); our player application triage tool, which holds a copy of applications for review (hosted on Netlify); Anthropic, provider of the AI assistant described in section 3; the ECB's Play-Cricket platform; and our email provider.
Legal and regulatory bodies, where we are required to disclose data by law, or to protect our rights, property or safety, or those of others.

5. International Data Transfers

Some of our service providers, such as Jotform, GitHub, Netlify and Anthropic, are based outside the UK (mainly in the United States), and Spond is based in Norway. In addition, overseas tours (for example, to Guyana) may require essential data to be shared with organisers, venues and travel providers abroad. Where personal data is transferred outside the UK, we make sure it is protected, for example by relying on a UK adequacy decision, the UK International Data Transfer Agreement or Addendum, or another safeguard permitted by law. For tours, we share only the data needed for the trip, with your consent where required.

6. Data Security and Retention

6.1 Security. We use appropriate technical and organisational measures to protect your data against unauthorised access, loss, alteration or disclosure, including encrypted connections (HTTPS), restricted access to authorised officers, coaches and processors, and secure storage. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

6.2 Retention. We keep personal data only for as long as necessary for the purposes in this policy, or as the law requires:

Spond: you control the information you enter in Spond and can leave at any time.
Information we hold outside Spond (for example, your form submissions and application records): we delete it when you tell us you wish to leave or when you move on to another age group. We keep your application information for one season after that, in case you change your mind and wish to re-engage, and then delete it.
Squad groups: we review our squad groups at the end of each calendar year, rather than at the end of the season, which gives time for reflection before players are moved in or out. We update or delete records to match.
Player applications: we keep applications for up to a year from the date you apply, so that we can consider you as squad places become available. Players who are not fast-tracked remain on our triage list during that time, and we review the list at our calendar-year review of squads, when players who are no longer being considered are removed.
Enquiries about eligibility and enrolment: we direct these to the application forms on our website. If someone does not meet the age and eligibility criteria and is declined, we keep no information about them.
Financial records: at least six years.

You can ask us to delete your information sooner at any time (see section 7).

When we no longer need your data, we securely delete or anonymise it, unless we must keep it for legal reasons or for historical club records.

7. Your Data Protection Rights

Under the UK GDPR you have the right to:

Be informed about how we use your data (this policy).
Access a copy of the personal data we hold about you.
Rectification: have inaccurate or incomplete data corrected.
Erasure: ask us to delete your data in certain circumstances.
Restrict how we process your data in certain circumstances.
Data portability: receive your data in a structured, commonly used format.
Object to processing based on legitimate interests or for direct marketing.
Withdraw consent at any time, where we rely on consent. This does not affect processing carried out before you withdrew it.

To exercise any of these rights, email englandover40scricket@outlook.com. We will respond within one month. We may need to verify your identity first. There is no charge unless a request is clearly unfounded or excessive.

8. Media and Photography

We take photographs and video at matches, training and events and use them on the Website, social media and in reports. Where individuals are identifiable, we rely on consent, which squad members give as part of taking part. You can opt out at any time by telling your Team Manager or emailing englandover40scricket@outlook.com. We will respect reasonable requests and remove images from our own channels where we can.

9. Children's Privacy

Our services are aimed at adults aged 40 and over and are not intended for anyone under 18. We do not knowingly collect personal data from children. If you believe a child has given us personal data, please contact us and we will delete it.

10. Links to Other Websites

The Website links to sites we do not operate, including the ECB's Play-Cricket pages, YouTube, our social media pages and Google Maps. Our application forms open on Jotform, which handles your data under its own privacy notice as well as ours. It also links to the separate World Cup 2026 hub (eng40swc-guyana2026.manus.space), which is run as its own site and may use its own analytics tools. We are not responsible for the content or privacy practices of other sites, and we encourage you to read their privacy policies.

11. Changes to This Privacy Policy

We review this policy at least once a year and update it when our practices change. We will post the new version on this page with a new "Last updated" date, and where a change is significant we will tell you directly or give notice on the Website.

12. Complaints and Supervisory Authority

If you have concerns about how we use your data, please contact us first at englandover40scricket@outlook.com or write to us at our registered address. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO): www.ico.org.uk, helpline 0303 123 1113.