01Who we are
East Hoops is a basketball academy at Webber Stadium, Batticaloa, Sri Lanka. We decide how your personal data is used, which makes us the controller under the Personal Data Protection Act, No. 9 of 2022 (PDPA).
02What we collect
| Data | Where it comes from |
|---|---|
| Name, email address and profile photo | Your Google account when you sign in |
| Phone, date of birth, age group, program, guardian name and phone | You, in your portal profile |
| Admission number, membership status and monthly fee | The academy, when your application is reviewed |
| Payment month, amount, method, note and slip image | You, when you record a payment |
| Attendance records | Coaches, during sessions |
| Sign-in times | Recorded automatically when you sign in |
| Photos and video from sessions and events | Academy staff |
| Analytics data such as pages viewed, device and approximate location | Google Analytics, only if you accept analytics cookies |
Visitors who do not sign in only add to an anonymous daily count of page, device type and where the visit came from. It holds nothing that identifies you.
03Why we use it
| Purpose | Legal basis under the PDPA |
|---|---|
| Reviewing applications and running your membership | Performing our agreement with you |
| Tracking fees, checking payment slips and keeping accounts | Agreement and legal obligations |
| Contacting you or your guardian about training, changes or emergencies | Agreement and vital interests |
| Keeping the portal secure and preventing misuse | Legitimate interests |
| Sharing photos and news of academy life | Legitimate interests, and you can object at any time |
| Measuring website use with Google Analytics | Your consent, which you can withdraw |
04Children’s data
Many of our players are under 18. A parent or guardian must agree before a child’s profile is completed and can exercise every right on this page on the child’s behalf.
We collect only what is needed for training, safety and fees. Players’ personal details are never published. In gallery photos and news we use first names at most, and we remove any image a parent asks us to.
06Data stored outside Sri Lanka
Our providers may store data on servers outside Sri Lanka. We use providers with strong security and contracts that protect your data, as the PDPA requires.
07How long we keep it
- Profile and attendance: while you are a member and for two years after you leave, so you can rejoin easily.
- Payment records and slips: as long as tax and accounting law requires.
- Analytics: no longer than 14 months, in line with our Google Analytics settings.
- Photos and news: while relevant, or until you ask us to remove them.
When data is no longer needed we delete or anonymise it.
08Keeping it safe
Data travels over encrypted connections. Access is limited by role: players see only their own records, and staff see only what their job needs. Uploads require a signed-in account. No system is perfect, so if a breach ever puts you at risk, we will tell you and the authorities as the law requires.
09Your rights
Under the PDPA you can:
- Ask for a copy of the data we hold about you.
- Correct or complete anything that is wrong. Most profile details can be edited in the portal.
- Ask us to delete your data, unless the law requires us to keep it.
- Object to or limit how we use it, including photos.
- Withdraw consent at any time, for example by changing your cookie settings.
We reply within 21 working days. If you are not happy with our answer, you can complain to the Data Protection Authority of Sri Lanka.
10Changes to this policy
We will update this page when our practices change and show the new date at the top. Important changes will be announced in the portal.
11Contact us
East Hoops is the controller of the personal data described on this page. Reach us at:
- Phone or WhatsApp: 076 602 3212 or 076 017 4011
- Instagram: @easthoops_
- In person: Webber Stadium, Batticaloa, Sri Lanka, during training hours