In simple terms, the hockey club must:
- Tell its members what is happening with their data.
- Get consent to use it.
- Keep the data secure.
- Delete member data when it is no longer needed.
SLAZENGER HOCKEY CLUB
1. The Policy
We will always endeavour to comply with the General Data Protection Regulation (GDPR) when dealing with your personal data, ensuring that our systems comply with relevant legislations and our policies reflect best practice wherever possible. For the purposes of GDPR legislation, we will be the “controller” of all personal data we hold about you.
2. Information held by the Club on its members
Information is collected on becoming a club member, using the England Hockey approved “Club Buzz” player management system:
|Type of Information||How it’s used|
|Members name, members address, telephone number, email address (es)||Managing the membership of the club.Keeping members informed of general information concerning the club.|
|Members name, age, gender||Inform the leagues and national governing body for affiliation and player registration purposes (Yorkshire Hockey Association, North Hockey Association, England Hockey national governing body).|
|Emergency Contact / Health Details||Contacting the next of kin in the event of emergency.Making the coaching team and captain aware of medical conditions where required.|
|Gender, Date of birth / age related information.||Managing membership categories.Provision of adequate numbers of teams.|
|Medical conditions||To ensure the correct level of care is available should this be required.|
|Photos and videos of members||Putting on the Club’s website and social media pages, newspaper, local media outlets for advertising, news and recruitment purposes. Photographs may
be taken by external agencies (e.g. Wakefield Express/ Yorkshire Post photographers).
|Player and Injury information (in case of
|Logged for safeguarding, insurance and accident information purposes as defined by England Hockey best practices. This may need to be reported directly to England Hockey as part of accident reporting procedures)|
The following club officers have access to information via password protected online membership portal:
|Registration coordinator||All information||To ensure all players are assigned to the correct squads, and their correct positions in the club (in terms of committee). To ensure that all relevant parties have the information necessary to undertake their role To ensure data is only available to the appropriate club officers.|
|Treasurer||Contact details and membership category||To enable the management of all subscriptions and financial activities within the club.|
|Welfare Officer||All information||To ensure the safety of all participants, both staff and players To ensure all officers have the information they need to facilitate their part of the management of the Club|
|Team managers and captains||Player information for their specific squad||To ensure managers / captain have all relevant contact information, including emergency contacts & medical information in case of emergency.|
Where a member is under 18 we may collect data on both the child and parent(s) / legal guardian(s) to ensure that we have the appropriate data for the child’s safe participation.
3. How we protect your personal data
We have implemented an England Hockey approved, password and user access-controlled system for housing all registration information, in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. Access is controlled through password protected accounts with managers, coaches and other officials only having access to the relevant member information for their role. Access to Under 18 information is only available to those who have completed an Enhanced DBS check. The system seeks permission for retention and use of user’s data every season, when membership is renewed.
We will notify you promptly in the event that we become aware of any breach of your personal data.
4. Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above.
5. How long do we keep your information?
We will hold your personal data for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations. If we decide that we are not entitled to do so, we will stop processing your personal data except where we are required to retain your data in archived form in order to be able to comply with legal obligations.
6. Your rights
You have rights under the GDPR: (a) to access your personal data (b) to be provided with information about how your personal data is processed (c) to have your personal data corrected (d) to have your personal data erased in certain circumstances (e) to object to or restrict how your personal data is processed (f) to have your personal data transferred to yourself or to another business in certain circumstances (g) to withdraw your consent at any time. You have the right to take any complaints about how we process your personal data to the Information Commissioner. You also have the right to find out what information the club holds, this can be done through emailing firstname.lastname@example.org and a response will be provided within a month of the request.
If you wish to withdraw consent from us holding your personal data please email email@example.com requesting your data be removed from the site. However, this will only be possible if you cease your membership.