Swindon Hockey Club (the Club) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, the Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

The Club will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, the Club will be the “controller” of all personal data we hold about you.

What personal data the Club will hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club, subscribe to our newsletters, e-mail feeds, participate in discussion boards on our website or via social media platforms. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of any other affiliated Hockey Club(s) with which you are registered and gender. We may also ask for relevant health information, to assist you in the event of a first aid emergency, which is classed as special category personal data.

Why the Club needs your personal data
The reason we need your personal data is to be able to administer your membership and provide the membership services you are signing up to when you register with the Club. Our lawful basis for processing your personal is that The Club has an obligation to you as a member to provide the services for which you are registering. Reasons we need to process your data include;

For training and competition entry
• sharing personal data with club coaches or officials to administer training sessions
• sharing personal data with club team managers to enter events
• sharing personal data with facility providers to manage access to the pitch or check delivery standards
• sharing personal data with England Hockey, hockey leagues and regional associations, performance centres and other competition providers for entry in events

For funding and reporting purposes
• sharing anonymised data with a funding partner as condition of grant funding e.g. Sport England
• analysing anonymised data to governing bodies to monitor club trends
• sending club surveys to improve your experience as a club member

For membership and club management
• processing of membership forms and payments
• sharing data with committee members to provide information about club activities, membership renewals or invitation to social events
• club newsletter promoting club activity
• publishing of game and competition results including match reports
• organising meetings e.g. Annual General Meetings

Marketing and communications (where separate consent is provided)
• sending information about promotions and offers from sponsors;
• sending information about selling club kit, merchandise or fundraising.

Any special category health data the Club holds on you is only processed for the purpose(s) of emergency first aid and passing health data to coaches to allow the safe running of training sessions and games. The Club will process this data on the lawful basis of consent. Therefore, the Club will also need your explicit consent to process this data, which the Club will ask for at the point of collecting it.

On occasion the Club may collect personal data from non-members e.g. such as a volunteer or any non-member participant who may participate at and fill in a form at a taster/trial event. This information will be stored for not more than 12 weeks following such an event and then destroyed securely. The Club’s lawful basis for processing data is consent. Therefore, the Club will also need explicit consent from volunteers and any non-members to process this data, which the Club will ask for at the point of collecting it.

The Club whether directly or through Club members operates a number of social media pages using Facebook, WhatsApp, Twitter and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of such social media platform(s) have their own privacy policies and that the Club does not accept any responsibility or liability for these policies. You are strongly advised to please check these policies before you submit any personal data on the Club social media pages.

With whom does the Club share your personal data
The Club does not supply any personal data it holds for the purposes of marketing to any other third party. The Club will supply personal data to its playing kit supplier for the purpose of correctly fulfilling your order for services. The Club’s data processing may require your personal data to be transferred outside of the UK for the purpose of cloud hosting. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

How long we hold your personal data
The Club will hold your personal data on file for as long as you are a member with us. Member data is updated every year on annual membership forms. Any personal data the Club holds on you will be retained only for as long as it is legally necessary to be retained and will be destroyed within a reasonable period of time after you cease to be a member of the Club and in any event by no later than after six years of inactivity on that member’s account.

Your data is not processed for any further purposes other than those detailed in this policy. Your data is held by Club officials to allow the safe and effective running of training sessions and games. Your data will be held securely by the Club.

The Club will not transfer your personal data outside the EU without your consent. We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. Where you are transmitting information to the Club over the internet, e.g. via e-mail, the Club cannot give any assurances or guarantee that this will be fully secure.

For any payments, which the Club takes from you online the Club will use a recognised online secure payment system.

In the event that the Club becomes aware of any breach of your personal data which might expose you to serious risk, the Club will notify you promptly of the same.

Your rights regarding your personal data
As a data subject you have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us the Club may not be able to register or administer your membership.

For more details, please address any questions, comments and requests regarding our data processing practices to the Club Secretary.