What does this policy cover?
This policy describes how South Saxons Hockey Club (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Club Website, The 100 Club, Fixtures Live, Pitchero Web Management System and our Grays Club Shop.
It also describes your data protection rights, including a right to object to some of the processing that we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
• your name
• your gender,
• your date of birth,
• your home address, email address and phone number;
• your parent contact details for members under the age of 18 years;
• your passport and NI details, where we have to check your eligibility or ability to undertake any contracted roles within the club;
• your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Officer, Membership Secretary etc.;
• your payment and/or bank account details, where you provide these to pay for membership and club shop;
• your marketing preferences, including any consents you have given us;
• your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.
Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or England Hockey or disciplinary history. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and England Hockey on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
o taking payments;
o communicating with you;
o providing and arranging the delivery or other provision of products, prizes or services;
• As required by the Club to conduct our business and pursue our legitimate interests, in particular:
o we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
o we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
o we will on occasion use video and photography to record matches, and may use this media to support umpire, player and team development and on occasion to investigate match day incidents at the Club or its premises;
o we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought;
• Where you give us consent:
o we will send you club related promotional/marketing material by email;
o we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
o we may use photographic images or video on the club website and within promotional materials.
o on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
• For purposes which are required by law:
o we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
o we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
o we may respond to requests by government or law enforcement authorities conducting an investigation.
Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you club promotional material without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of promotional/marketing material, at any time. You can do this by following the instructions on the club website, or in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you?” section.
Who will we share this data with, where and when?
Some limited information may be shared with other stakeholders in Hockey, such as our Governing Body (England Hockey), our 100 club, Horntye Park Sports Complex (Member list), Sussex Hockey Association, umpiring associations, league organisers, the local press, and other clubs so that they can maintain appropriate records and assist us in organising matches, collecting membership and shop payments, producing match day sport reports and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or England Hockey legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the England Hockey as our Governing body, and providers of website hosting and membership payments (Pitchero) and the club shop (Grays International)
We do not transfer or process your data outside of the European Economic Area (EEA).
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
To exercise any of these rights, you can get in touch with us– or, as appropriate, the England Hockey or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by England Hockey Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of receiving promotional material, you can get in touch by writing to the Club Secretary, South Saxons Hockey Club, Horntye Sports Complex, Horntye Park, Bohemia Road, Hastings, East Sussex, TN34 1EX.
If you have any concerns about how the England Hockey process your data, you can get in touch at email@example.com or by writing to The Data Protection Officer, England Hockey, Bisham Abbey NSC, Bisham, Marlow, Buckinghamshire SL7 1RR.
How long will you retain my data?
We process the majority of your data for as long as you are an active member, life member, or for six years after your membership ceases.
Where we process personal data for promotional purposes or with your consent, we process the data unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract, we keep the data for six years from your last interaction with us.
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
England Hockey will maintain records of individuals who have registered records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the England Hockeys privacy notice to be set out on www.englandhockey.co.uk.
Where data is retained for club historic purposes we will maintain only your name, role, team and competition information. Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us in order to maintain a historic record of the club and game.