Privacy Policy

Last Updated: January 2026

At Colchester Kings RFC, Colchester Thunder RFC, and Essex Summer Scrum ("we," "our," or "us"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information in accordance with the General Data Protection Regulation (GDPR) and UK data protection laws.

Colchester Kings RFC, Colchester Thunder RFC, and Essex Summer Scrum are rugby clubs based in Colchester, UK, dedicated to inclusivity and community engagement. For the purposes of UK data protection laws, we act as the data controller for your personal information.

If you have any questions about this policy, please contact us:

Email: info@colchesterkings.co.uk
Address: Raven Park, Cuckoo Farm Way, Colchester CO4 5YX

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

• Identity Data: Name, date of birth, and club membership details
• Contact Data: Email address, postal address, and telephone number
• Technical Data: IP address, browser type, time zone settings, and other relevant device data when you visit our website
• Transaction Data: Payment details processed securely via third-party payment providers for event registrations, memberships, and merchandise purchases
• Marketing and Communications Data: Your preferences in receiving updates, newsletters, and other communications from us
   

We collect data through:

• Direct Interactions: When you sign up as a member, register for events, contact us, or subscribe to communications
• Automated Technologies: Through cookies and similar tracking technologies when you use our website
• Third Parties: Event partners, ticketing platforms, and social media platforms if you interact with us through those channels
   

We process your personal data for the following purposes:

• To manage club memberships and event registrations
• To provide relevant updates and communications
• To process payments securely
• To analyse website usage and improve our services
• To comply with legal obligations
   

We process personal data where it is necessary for the performance of a contract, to comply with legal obligations, for the legitimate interests of operating the Club, or where consent has been provided.

We do not sell your data to third parties. Where we use third-party service providers, we only share the personal data necessary for them to provide their services and require them to handle data in accordance with applicable data protection laws.

The Club may use artificial intelligence (AI) tools to assist with routine administrative and communication tasks, such as drafting emails or planning activities. Where used, these tools may process limited personal data only where necessary, and all AI generated content is reviewed by a Club official. The Club does not use AI to make automated decisions relating to team selection, discipline, or eligibility. The Club may update the AI tools it uses over time and will review this policy where necessary to reflect any significant changes.

The Club may take photographs and video at training, matches, events, and promotional activities for coaching, communication, and promotional purposes, including use on the Club’s website and social media channels. Where reasonable, individuals will be informed and may request that images of them are not used. The Club will not intentionally identify or tag individuals without consent or use AI to create or alter images of identifiable individuals without their knowledge.

If you interact with the Club through social media platforms, any personal data you share may be visible to others and will also be subject to the privacy policies and terms of those platforms. All rights set out in this privacy policy continue to apply to personal data processed through AI use, imagery, or social media interaction.

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. If a data breach occurs, we will notify affected individuals and relevant authorities as required by law.

Under data protection laws, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete information
• Request deletion of your personal data under certain conditions
• Restrict processing of your data in certain circumstances
• Withdraw consent for marketing communications at any time
   

To exercise any of these rights, please contact us at info@colchesterkings.co.uk.

We only keep your personal data for as long as necessary to fulfil the purposes outlined in this policy or as required by law. After this period, data is securely deleted or anonymised.

Our website uses cookies to enhance user experience and analyse site traffic. You can manage cookie preferences through your browser settings.

We may update this Privacy Policy from time to time. Any changes will be posted on our website and, where appropriate, notified by email.

By continuing to use our services, you acknowledge that you have read and understood this Privacy Policy.

For any questions or concerns, please contact us at info@colchesterkings.co.uk.