Privacy Policy

This Privacy Policy explains how DinkSpace Events Ltd ("DinkSpace", "we", "us" or "our") collects, uses, stores and shares personal information when you use our website, make a booking, attend one of our events or coaching activities, contact us, or otherwise interact with us.

1. Who we are

The data controller is DinkSpace Events Ltd, a company registered in England and Wales (company number 17275407).

Registered office: 75 Bournemouth Rd, Chandler's Ford, Eastleigh, SO53 3AP, United Kingdom.

You can contact us using the contact details or contact form published on the DinkSpace website, or by writing to the registered office above.

2. Personal information we may collect

Depending on how you interact with DinkSpace, we may collect:

identity and contact information, such as your name, email address, telephone number and postal address;

booking and transaction information, including the activities you book, amounts paid, order history and payment status;

participant information, such as age category, playing level, DUPR or other rating information, partner/team details and competition results;

information you provide when contacting us, completing a form, entering an event or requesting support;

emergency contact information and, where genuinely necessary for safe participation, relevant health or accessibility information;

photographs and video captured at DinkSpace events, where applicable;

marketing preferences and records of consent or opt-out choices;

technical information relating to use of our website, such as device, browser, IP address, cookies and analytics information; and

information relating to incidents, complaints, safeguarding, insurance or legal matters where relevant.

We do not intentionally collect more personal information than is reasonably necessary for the relevant purpose.

3. How we use your information and our lawful bases

We use personal information for the following purposes:

To process bookings, take payment, confirm orders and deliver tournaments, festivals, clinics, courses, coaching and other services. We normally rely on performance of a contract or steps taken at your request before entering into a contract.

To administer events, communicate schedules and changes, organise divisions, teams and partners, provide customer support and manage attendance. We normally rely on contract and, where appropriate, our legitimate interests in operating our services effectively.

To maintain accounting, tax and business records and comply with legal or regulatory obligations. We rely on legal obligations and, where appropriate, legitimate interests.

To manage safety, emergency, insurance, incident and safeguarding matters. We may rely on legitimate interests, legal obligations and, where special-category information such as health information is involved, an appropriate additional condition under data protection law. Where appropriate, we will ask for explicit consent.

To administer competition results and ratings, including submitting relevant information to DUPR or another ranking or results system where an event is advertised as using that system. We rely on contract and/or our legitimate interests in administering competitions and results.

To send marketing about DinkSpace events, tournaments, coaching, holidays, offers and related services. We use consent where you have opted in and may use another lawful basis where permitted by applicable direct-marketing law. You can opt out at any time.

To take and use event photography or video for event coverage, records and promotion where appropriate. Depending on the circumstances, we may rely on legitimate interests or consent. We use additional care with identifiable children and young people.

To prevent fraud, protect our website, systems, customers, staff and venues, and establish, exercise or defend legal claims. We normally rely on legitimate interests and, where applicable, legal obligations.

4. Payments

Online payments may be processed by third-party payment providers such as Stripe. DinkSpace does not normally receive or store full payment-card details. Payment providers process payment information in accordance with their own privacy notices and applicable data-protection obligations.

5. Who we may share information with

We may share personal information where reasonably necessary with:

website, booking and ecommerce providers, including Squarespace;

payment providers, including Stripe;

coaches, authorised staff, contractors and event officials who need the information to deliver the relevant activity;

venues and facility providers where information is required for access, safety or event administration;

competition, tournament, results and rating platforms, including DUPR where applicable;

email and communications providers used to send booking information or permitted marketing;

professional advisers, accountants, insurers and legal advisers;

regulators, courts, law-enforcement bodies or public authorities where required or permitted by law; and

a purchaser, investor or successor organisation in connection with a genuine corporate transaction, subject to appropriate safeguards.

We do not sell your personal information to advertisers or data brokers.

6. International transfers

Some of our service providers may process or store personal information outside the United Kingdom. Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal transfer mechanism or safeguard is in place, such as an adequacy regulation or approved contractual safeguards, where required by law.

7. Marketing communications

If you choose to receive DinkSpace marketing, we may contact you about events, tournaments, coaching clinics, holidays, offers and related DinkSpace services. Where consent is the basis for marketing, you may withdraw it at any time. Every marketing email should provide a way to unsubscribe, and you can also contact us directly to change your preferences.

Booking confirmations, event instructions, safety information and other service messages are not marketing and may still be sent where necessary to administer a booking.

8. Cookies and website analytics

Our website may use cookies and similar technologies that are necessary for website functionality, checkout and security, and may also use analytics or marketing technologies. Where consent is required for non-essential cookies, we will request it through our cookie or consent tools. You can manage available cookie choices through the website and your browser settings.

9. Photography and video

Photography and filming may take place at DinkSpace activities. Images may be used for event coverage, social media, website content and promotional material where lawful and appropriate. If you have a particular concern about appearing in identifiable promotional content, please tell DinkSpace or event staff. Separate or additional consent procedures may be used for children and young people.

10. Children and young people

Where a junior participant takes part in a DinkSpace activity, we may process information about the junior and their parent or guardian for booking, communication, safety, safeguarding and event administration. We aim to collect only the information reasonably necessary for those purposes and use additional care when handling children's personal information.

11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, accounting, tax, insurance and dispute-resolution requirements.

Core transaction and accounting records may normally be retained for up to six years, or longer where legally required.

Routine event administration information is reviewed and deleted or anonymised when it is no longer needed.

Emergency, health or accessibility information is not retained longer than necessary for the relevant activity unless there is a continuing safety, incident, insurance or legal reason to keep it.

Marketing information is retained while we have a valid reason to send marketing. If you opt out, we may retain limited suppression information so that we can respect your choice.

Photographs and video may be kept while they remain relevant to DinkSpace records or promotional purposes, subject to applicable rights and our ongoing review.

12. Your data-protection rights

Depending on the circumstances, you may have rights to:

request access to personal information we hold about you;

ask us to correct inaccurate or incomplete information;

ask us to erase information in certain circumstances;

ask us to restrict how information is used in certain circumstances;

object to certain processing, including direct marketing;

receive certain information in a portable format where the right to data portability applies; and

withdraw consent at any time where we rely on consent, without affecting processing that was lawful before withdrawal.

These rights are not absolute and may depend on the circumstances and legal basis for processing. To exercise a right, contact DinkSpace using the details published on our website or write to our registered office.

13. Complaints

If you have a concern about how we use your personal information, please contact us first so that we can try to resolve it. You also have the right to complain to the UK Information Commissioner's Office (ICO). Information about making a complaint is available at www.ico.org.uk.

14. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. No online system can be guaranteed to be completely secure, but we review our arrangements as the business and systems develop.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems, suppliers or legal requirements. The latest version will be published on the DinkSpace website with the date of the most recent update.