Privacy Notice

EMCA Cheer Club is the Data Controller for personal data processed through this portal. For data protection queries, contact your club's Designated Safeguarding Lead (DSL).

This portal may collect and process the following categories of personal data:

• Staff and volunteer personal details (name, email, phone, role)
• DBS (Disclosure and Barring Service) certificate information
• Safeguarding incident records — which may include special category data relating to children and adults at risk
• Training and certification records
• Policy acknowledgement records

We process personal data under the following lawful bases (UK GDPR Art. 6 & Art. 9):

• Legal obligation — safeguarding duties under the Children Act 1989, Children Act 2004, and Working Together to Safeguard Children 2023
• Vital interests — where necessary to protect the life of a child or vulnerable adult
• Legitimate interests — managing DBS checks and training compliance for safer recruitment
• Public task — where applicable to regulated activity

Incident records may contain special category data (health, racial/ethnic origin, etc.) under Art. 9 UK GDPR. This is processed under Schedule 1 of the Data Protection Act 2018 — substantial public interest conditions for safeguarding purposes.

• Safeguarding incident records — minimum 25 years (or until the youngest person involved turns 25), in line with statutory guidance
• DBS records — duration of employment/volunteering + 6 months
• Training records — duration of role + 3 years
• Policy acknowledgements — duration of role + 1 year

Data may be shared only where there is a lawful basis to do so, including:

• Local Authority Children's Services / Social Care
• Police (where a crime may have been committed)
• The Disclosure and Barring Service
• National governing bodies (e.g. British Cheerleading Association)

Data is never sold or shared with third parties for commercial purposes.

Under UK GDPR you have the right to: access your data, rectify inaccurate data, erasure (where applicable), restriction of processing, and to lodge a complaint with the ICO (ico.org.uk). Note that some rights may be limited where data must be retained for safeguarding purposes.

Access to this portal is restricted to authorised users only. All data is transmitted over HTTPS. Role-based access controls limit visibility of sensitive records to DSL and management personnel.

This portal uses only essential session cookies required for authentication. No tracking, advertising, or analytics cookies are used.