Website Privacy Policy


  1. Introduction and acceptance of Privacy Policy
  2. What information do we collect?
  3. Do we store payment information?
  4. What do we use your information for?
  5. Where will your image be used?
  6. How do we protect your information?
  7. Do we use cookies?
  8. Do we disclose any information to third parties?
  9. Managing your information
  10. Terms and conditions
  11. Changes to our Privacy Policy
  12. Contacting us

Introduction and acceptance of Privacy Policy

Use of the official website of the British Softball Federation (referred to here as "BSF"), which encompasses and the team/league management area at (collectively, this "Website"), is subject to this Privacy Policy. By using our Website, you consent to our Website Privacy Policy as follows.

What information do we collect?

You may visit and use our Website without providing personal information about yourself or having to log into an account. However, in order to do some things or access certain areas, you will be required to provide some information about yourself.

We collect information when you:

  • Subscribe to one of our email newsletters or join one of our other mailing lists
  • Respond to an online survey
  • Fill out an online form (e.g. annual registration/affiliation, sign up for events, make a job application, etc)
  • Create and update your online account (e.g. registering as a player)

The personal information we collect may include, but is not limited to:

  • Name
  • Age
  • Date of birth
  • Email address
  • Mailing address
  • Telephone number
  • Your image (e.g. if you upload your photograph to your online profile)
  • Information about your participation in baseball or softball such as the name of the club you are a member of, your role, coaching qualifications or experience in the sport
  • Information related to your application for employment or a volunteer role with the BSF, such as details of your education and employment history
  • Names and contact details of other people, for example parent/guardian emergency contacts or employment references.
  • In specific circumstances, you might be asked about your gender, ethnicity and, where applicable, disability, e.g. when we run equality and diversity surveys. Providing this information is entirely optional and you can state your preference not to say.

Do we store payment information?

In some circumstances, you will be asked to make payment through the Website in order to pay your affiliation/membership fee, attend an event, join one of our programmes, sign up for a coaching course or purchase apparel, equipment, etc. The BSF does not directly process online payments and we do not collect and store your online payment, credit/debit card or banking information on our servers. Instead, we will direct you a third party site to complete your online payment securely. These sites may include, but are not limited to:

Paypal (e.g. event/programme sign-ups, etc)
A commonly used secure online payment method.  If you don't have a Paypal account, you can also pay by debit/credit card through Paypal.

Sport Structures Ltd (for coaching courses) 
Bookings on coaching courses through the BSUK Coach Portal are administered by Sport Structures, BSUK's coach education partner. Credit/debit card payments are taken through the Sport Structures website.

Aswani Sports International (for apparel) 
To buy apparel such as Great Britain Softball branded clothing you will be directed to the Aswani website, an established online retailer of a range of sports clothing and equipment.

Spawtz (for team/league membership fees, tournament entry, etc)
The BSF uses the Spawtz system to handle player registration to teams and run leagues and tournaments (record fixtures, standings, etc). This includes a feature that some teams, leagues and tournament organisers may use to collect membership/entry fees.

Your transaction through one of the above websites is subject to the separate privacy policy and terms and conditions of that particular website.

What do we use your information for?

The information we collect from you through the Website may be used in one of the following ways:

To provide services to you – where you have requested them - in line with our purpose to govern the sport of softball, such as helping you find playing opportunities, participate in a BSF-affiliated softball team/league/tournament, attend events or receive softball development services from our development agency, BaseballSoftballUK.

To keep a record of BSF membership, including team/league contacts and overall numbers of participants. 

To facilitate the annual member affiliation process at the start of each season.

To enable leagues and tournaments to run their competitions through the BSF website.

To keep a record of accidents and incidents that occur in the sport in line with the requirements of the insurance policies of the British Softball Federation and its affiliated members.

To administer a contest, promotion, survey or other site feature.

To contact you with important information relating to your involvement in the services listed above, as part of delivering that service to you or processing your booking. We will normally contact you by email. The contact details you provide will only be used to send you information and updates pertaining to that service/booking.

To send newsletters and news flashes to subscribers. You can unsubscribe from our mailing lists at any time by using the ‘Unsubscribe’ link on the newsletter or contacting us directly.

To send you information about opportunities or products we think you might be interested in based on your involvement with baseball and softball, including some from select partners and third parties. You will receive this only if you have opted in to receiving such mailings when you are given the choice in one of our forms. You can unsubscribe from such mailings at any time by following the ‘Unsubscribe’ instructions on the mailing or contacting us directly.

To improve our website, programmes and customer service based on the information and feedback we receive from you.

In the case of equality and diversity surveys, to help inform future decisions on policy, procedure and activity planning. In most cases, gender, ethnicity and disability information is provided anonymously, i.e. the survey is not directly linked to your name or other identifying data in our databases. In all cases, none of the equality and diversity information provided will be used in a way that can identify individual participants.

Where will your image be used?

If you upload your photograph to your online user account it will be stored securely on our servers along with your other profile details and used in line with the purpose and functions of your user account. For example, if you upload your photograph to your BSF registration account it might be viewable by administrators, other registered members of your team and certain other users (when logged in to their accounts), depending on access levels. 

Where adults are participating in a baseball or softball competition, event or programme their image may appear in photographs of the event that we include in news articles on the Website and social media promoting the event. It is often the case that individuals are not identified in these photographs, although sometimes they will be when it is relevant to the article. If you wish your image to be removed, you may request this.

Where children/young people under the age of 18 are concerned, there is a specific Photographic Policy adopted by BSUK and the British Baseball and Softball Federations. Please refer to this for details.

How do we protect your information?

Your online account information associated with any of our services run (e.g. your BSF registration) is password protected for your privacy and security. You choose your password so the strength of that password is determined by you, and you can change the password at any time. In certain areas, we use industry-standard SSL encryption to protect data transmissions.

The personal information stored in our database can only be accessed by those authorised with special access rights to our systems for the purpose of operating our services, and they are required to keep the information confidential. 

We do not install any spyware or adware in connection with our services or authorize any third party to distribute any commercial message by means of spyware or adware. ‘Spyware’ or ‘adware’ is any software which has been downloaded to or installed on an Internet user's computer or device, without the user's actual consent, and facilitates the distribution of any commercial message to the user.

Do we use cookies?

Yes. Cookies are small bits of data we store on the device that you use to access our Website (e.g. computer, mobile phone, tablet), so that we can recognise repeat users, save your preferences for future visits, enable functionality and monitor website performance.

For more information, please visit the cookies page.

Do we disclose any information to third parties?

We do not sell, trade or otherwise transfer to third parties your personally identifiable information. The exception is those trusted third parties who require access to certain information in order to assist us in operating our Website, conducting our business, or providing services to you. Access is provided on the understanding that those parties agree to keep this information confidential, secure and in adherence with data protection laws.

We may share aggregated demographic and website analytics information with third parties. This data is not linked to personal information that can identify you or another individual person.

Notwithstanding any term to the contrary in this Privacy Policy, we reserve the right to use, disclose or share your personal and non-personal information in order to investigate, prevent or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, violations of Terms of Use of any of our services or as required by law.

Our Website contains links to other websites and products operated by unrelated third parties, including advertisements. We are not responsible for the privacy practices of third party websites or products, and we encourage you to read the privacy policies of every website and product that collects personally identifiable information from you. This Privacy Policy applies only to our Website and services.

Managing your information

You can edit and update information held in your online account (e.g. your BSF registration) by logging in to it and making changes.

You can unsubscribe from receiving mailings from us at any time by clicking the ‘Unsubscribe’ link on the email, following the ‘Unsubscribe’ instructions on the mailing or contacting us directly.

If you wish to access, update or delete any other information that you have provided to us through the Website, please contact the BSF. We reserve the right to retain certain information necessary to accurate record keeping and ongoing operation of our services.

Terms and Conditions

Please also visit our Terms of Use page establishing the use, disclaimers, and limitations of liability governing the use of our Website.

Changes to our Privacy Policy

If we decide to change our privacy policy, we will post those changes on this page. We will notify users registered with online accounts by email to let them know of any significant changes.

This policy was created and uploaded on 17 September 2015.

Contacting Us

If there are any questions regarding this privacy policy you may contact us using the information below.

British Softball Federation
c/o BaseballSoftballUK
Ariel House
74a Charlotte Street
United Kingdom

Tel: +44 (0) 20 7453 7055
Email us