Effective update: 20 August 2026

Drenched Mini Water Polo LTD (“Drenched”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of the children, young people, parents, guardians, coaches, staff, volunteers and other individuals who use or interact with our services.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with and the rights you have in relation to your information.

For the purposes of UK data protection law, Drenched Mini Water Polo LTD is the Data Controller for the personal information described in this policy.

1. Our Services

Drenched provides water polo coaching, development and participation opportunities for children and young people.

Our activities may include:

• Mini Water Polo
• Deep-end Water Polo
• Development squads and programmes
• Water polo training sessions
• Camps and clinics
• Competitions and tournaments
• Festivals and friendly matches
• Performance and player-development programmes
• Holiday activities
• Community water polo programmes
• School water polo activities
• Coach and teacher development
• Trips and residential competitions
• Online registration, booking and membership services

In this Privacy Policy, these activities, together with our website, registration systems and associated services, are referred to collectively as our Services.

2. Personal Information We Collect

The information we collect depends on how you interact with Drenched.

Parents, guardians and adult participants

We may collect:

• Name
• Email address
• Telephone number
• Postal address
• Emergency contact information
• Communication preferences
• Membership and booking information
• Payment and transaction information
• Records of correspondence with us
• Information provided through enquiries, registration forms or consent forms

Where payments are processed through a third-party payment provider or banking service, that provider may process payment information on our behalf.

We do not normally need to retain full debit or credit card details ourselves.

Children and young people

As our activities are primarily designed for children and young people, we may collect information including:

• Name
• Date of birth or age
• Parent or guardian details
• Emergency contact information
• Swimming ability
• Water polo experience
• Relevant team, squad or training group
• Attendance records
• Competition participation
• Performance and player-development information
• Relevant medical conditions
• Allergies
• Injuries
• Medication or treatments
• Additional support or accessibility requirements
• Relevant behavioural or incident information
• Safeguarding information where necessary
• Photography and video permissions

We aim to collect only the information reasonably necessary to provide our activities safely and effectively.

3. Health and Medical Information

Water polo is a physical aquatic sport and coaches may need access to relevant health information to keep participants safe.

This may include:

• Medical conditions
• Allergies
• Disabilities
• Injuries
• Medication
• Emergency treatment information
• Other health information relevant to participation

Some of this information is classed as special category personal data under UK data protection law and receives additional protection.

We will only process this information where we have an appropriate legal basis and an additional condition allowing us to process special category information.

Depending on the circumstances, this may include explicit consent, vital interests, safeguarding or other substantial public interest provisions.

Health information will only be made available to people who reasonably need it for the safe delivery of the activity.

4. How We Collect Information

We may collect information:

• When a parent or guardian completes a registration form
• When you make an enquiry
• When a participant joins a Drenched programme
• When you book a camp, competition or event
• When you communicate with us by email, telephone, messaging service or social media
• Through attendance registers
• Through competition and tournament administration
• From coaches and authorised staff
• From parents or guardians
• From partner clubs or organisations where there is an appropriate reason for information to be shared
• Through our website and associated technologies

5. How We Use Personal Information

We may use personal information to:

• Register players for Drenched programmes
• Deliver water polo coaching and activities
• Allocate players to appropriate groups, teams and squads
• Manage memberships and bookings
• Communicate timetable and programme information
• Organise competitions, festivals, camps and tournaments
• Manage team selections and entries
• Record and monitor attendance
• Support player development
• Protect the health and safety of participants
• Carry out safeguarding responsibilities
• Respond to emergencies
• Process payments and maintain financial records
• Respond to questions and enquiries
• Manage complaints and incidents
• Manage insurance or legal matters
• Improve our programmes
• Maintain appropriate operational records
• Communicate relevant news and opportunities
• Promote Drenched where appropriate
• Comply with legal and regulatory requirements

6. Our Lawful Bases for Processing

UK data protection law requires us to have an appropriate lawful basis for processing personal information.

Depending on the particular purpose, we may rely on:

Contract

Where processing is necessary to provide a programme, membership, camp, event or other service that you have requested.

For example, we need information about a participant’s age and ability in order to place them in an appropriate group.

Legitimate interests

We may process information where this is reasonably necessary for the legitimate operation of Drenched and those interests are not overridden by the rights and interests of the individual.

Examples may include:

• Programme administration
• Managing training groups
• Responding to enquiries
• Improving our coaching programme
• Protecting our organisation and participants
• Maintaining appropriate records

We take additional care when considering legitimate interests in relation to children.

Legal obligation

We may process information where this is necessary to comply with a legal or regulatory requirement.

Vital interests

In an emergency, information may be processed or shared where this is necessary to protect someone’s life or physical safety.

Consent

We may rely on consent where appropriate.

For example, we will normally obtain appropriate permission before using identifiable photographs or videos of children for promotional or marketing purposes.

Where we rely on consent, it can be withdrawn at any time.

Withdrawal of consent does not affect processing which was lawful before consent was withdrawn.

7. Children’s Privacy

Children and young people are central to Drenched and the protection of their personal information is particularly important to us.

We will:

• Collect only information for a genuine and appropriate purpose
• Consider the child’s best interests when deciding how information is used
• Take additional care when processing children’s information
• Keep information appropriately secure
• Limit access to people who reasonably need it
• Avoid using children’s information in ways they or their parents would not reasonably expect
• Seek parent or guardian involvement where appropriate
• Explain how information is being used where appropriate

Information such as medical conditions, medication and swimming ability may need to be made available to the coaches responsible for the child’s safety.

We may also share information without consent where there is a safeguarding concern and sharing the information is necessary and lawful.

8. Competitions, Tournaments and Trips

Participation in water polo competitions or trips may require us to share certain information with other organisations.

This may include:

• Player name
• Date of birth
• Team or age category
• Competition registration information
• Relevant medical or dietary information
• Emergency contact details
• Travel information

Information may need to be provided to:

• Competition organisers
• Host clubs
• Sports facilities
• Accommodation providers
• Transport providers
• Tour organisers
• Insurance providers
• Relevant sporting organisations

We will aim to share only the information reasonably required for the activity.

Where Drenched participates in overseas competitions or trips, information may need to be processed outside the United Kingdom.

9. Photographs and Video

Drenched activities, tournaments, festivals and matches may occasionally be photographed or filmed.

Images or footage may be used for purposes including:

• Drenched social media
• Our website
• Promoting water polo
• Celebrating player achievements
• Competition reports
• News and media coverage
• Sponsorship or funding material
• Coaching and player-development purposes

Where identifiable photographs or videos of children are being used for promotional purposes, we will normally obtain appropriate parent or guardian permission.

Photography and video will always be considered alongside our safeguarding responsibilities.

Where video is captured specifically for coaching or performance analysis, it will be used only for an appropriate sporting or developmental purpose and managed accordingly.

10. Safeguarding

Safeguarding children and young people is a fundamental responsibility.

Where we have a safeguarding concern, we may need to record and share relevant information.

Information may be shared with appropriate individuals or organisations including:

• Designated safeguarding professionals
• Schools
• Sports organisations
• Local authorities
• Emergency services
• Police
• Other organisations responsible for protecting a child

Consent is not always required where information needs to be shared to safeguard a child or another individual.

The welfare of the child will be an important consideration in any decision to share information.

11. Sharing Personal Information

We do not sell personal information.

Where reasonably necessary, information may be shared with:

• Drenched employees
• Coaches and authorised volunteers
• Pool and facility operators
• Competition and tournament organisers
• Partner water polo clubs
• Schools and community partners
• Accommodation and travel providers
• IT and cloud service providers
• Website and database providers
• Email and communications providers
• Registration and form providers
• Payment processors
• Accountants and professional advisers
• Insurance providers
• Safeguarding professionals
• Emergency services
• Police or public authorities
• Regulators where required

Only information reasonably necessary for the relevant purpose should be shared.

12. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Some information may need to be retained for longer because of:

• Safeguarding requirements
• Legal requirements
• Insurance requirements
• Financial and accounting requirements
• Complaints or disputes
• Potential legal claims
• Appropriate organisational record keeping

Different categories of information may therefore have different retention periods.

When personal information is no longer required, we will delete, anonymise or securely dispose of it where appropriate.

13. Security

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Unauthorised disclosure
• Destruction

Access to sensitive information is restricted wherever reasonably possible to people who require the information to carry out their responsibilities.

However, no method of electronic storage or transmission over the internet can be guaranteed to be completely secure.

14. Our Website and Usage Information

When you visit our website, certain technical information may be collected automatically.

This may include:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Date and time of visits
• Time spent on pages
• Referring website
• General website interaction information

We may use this information to:

• Operate our website
• Protect website security
• Understand how the website is used
• Improve the website
• Measure the effectiveness of our communications and marketing

15. Cookies

Our website may use cookies and similar technologies.

These may be used for:

• Essential website functionality
• Security
• Remembering preferences
• Analytics
• Understanding website usage
• Marketing and advertising where applicable

Where UK privacy law requires consent before a cookie or similar technology is used, we will seek that consent.

You may be able to manage your choices through our website’s cookie controls and through your browser settings.

16. Analytics and Advertising

We may use third-party services such as Google to understand how our website is used.

We may also use online advertising services from time to time.

Where advertising or remarketing technology tracks users across websites or services, we will only use those technologies where the appropriate consent and other legal requirements have been satisfied.

Third-party providers operate under their own privacy policies.

17. Marketing Communications

We may communicate with parents, guardians or adult users about:

• Drenched programmes
• Training opportunities
• Camps
• Competitions
• Tournaments
• Festivals
• New sessions
• Relevant player opportunities
• Other Drenched services and activities

Where legally required, we will obtain consent before sending electronic marketing.

You can opt out of marketing communications at any time.

Operational communications necessary to manage an existing programme, membership, competition or booking are not marketing communications and may still need to be sent.

18. International Transfers

Drenched may participate in overseas competitions, camps or tournaments.

We may also use technology providers that process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal mechanism and safeguards are used where required by UK data protection law.

19. Third-Party Websites

Our website, emails or social media accounts may contain links to websites operated by third parties.

Drenched is not responsible for the privacy practices or content of external websites.

We recommend reviewing the privacy information of any third-party website or service before providing personal information.

20. Your Data Protection Rights

Depending on the circumstances, individuals may have rights under UK data protection law including:

• The right of access – to request a copy of personal information we hold.
• The right to rectification – to ask us to correct inaccurate or incomplete information.
• The right to erasure – to request deletion of information in certain circumstances.
• The right to restriction – to ask us to restrict how information is used in certain circumstances.
• The right to object – to object to certain uses of personal information.
• The right to data portability – to receive certain information in a structured and commonly used format where applicable.
• The right to withdraw consent – where processing is based upon consent.

These rights do not apply in every circumstance.

We may need to verify your identity before responding to a request.

Parents and guardians may make appropriate requests relating to their children’s information, while children’s own data protection rights must also be considered as they develop sufficient understanding and capacity.

21. Complaints

If you are concerned about the way Drenched has handled personal information, please contact us so that we can investigate.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Further information is available at www.ico.org.uk.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

• Our programmes
• Our technology
• The organisations we work with
• Data protection law
• Our internal processes

The most recent version will be published on our website with an updated effective date.

Where a change is particularly significant, we may also notify members directly.

23. Contact Us

If you have any questions about this Privacy Policy, the information we hold, or you wish to exercise a data protection right, please contact:

Drenched Mini Water Polo LTD

Email: matt@drenchedschool.co.uk