PRIVACY POLICY
May 2018

Petersfield Hockey Club is committed to protecting your privacy. We will use the information that we collect about you in accordance with the General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulations 2003.

1.0 Introduction

Petersfield Hockey Club (“the Club”) is a voluntary run sports club, based in Petersfield and governed by England Hockey.

2.0 About this Policy

i. This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.

ii. The Club collects data about individuals only within the context of what is necessary for the effective running and administration of the Club.

iii. The Club treats all data which identifies an individual as Personal Data. We may collect, use and store your Personal Data, as described in this Privacy Policy and for the purposes described when we collect such Personal Data from you.

iv. We reserve the right to amend this Privacy Policy from time to time without prior notice. You are advised to check our website http://www.pitchero.com/clubs/petersfieldhockeyclub regularly for any amendments. Amendments will not be made retrospectively.

v. We 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’s Office (www.ico.gov.uk). For the purposes of the GDPR, we will be what is known as the “Controller” of the Personal Data you provide to us, which means that we control what happens to the data in our possession.

3.0 What information we collect and why

We will only collect basic Personal Data about you. It does not include any special types of information. The Club currently hold name, surname, date of birth, gender, email address and telephone numbers.
We need to know your basic Personal Data in order to efficiently administer the Club and to provide where required relevant Personal Data to affiliated leagues and England Hockey for the purposes of their legitimate interests.

We will not collect any Personal Data from you that we do not need.

Data Collected Purpose Lawful processing reason

Member's name, address, telephone numbers and e-mail addresses
Managing the Member’s membership of the Club
Performing the Club’s contract with the Member

Managing team selection.
For the purposes of our legitimate interests in operating the Club

Creating and managing the Club's online Membership Directory Consent. We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or changing their membership settings on the Club website.

Passing to the Hampshire Hockey Association, Southern Hockey League and Wessex Masters to register players to play games.
For the purposes of our legitimate interests in operating the Club and / or the legitimate interests of the Player.
The names and ages of the Member’s dependants
Managing the Member’s and their dependants’ membership of the Club Performing the Club’s contract with the Member
Emergency contact details Contacting next of kin in the event of emergency Protecting the Member’s vital interests and those of their dependants

Date of birth / age related information
Managing membership categories which are age related Performing the Club’s contract with the Member
Gender Provision of adequate facilities for members
For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender

Reporting information to our Governing body England Hockey For the purposes of the legitimate interests of England Hockey to maintain diversity data required by Sports Councils

The Member’s name, team and squad number Managing league, cup and friendly games. For the purposes of our legitimate interests in holding games for the benefit of members of the Club

Sharing match results with other clubs, league governing body and England Hockey and providing results to local and national media.
For the purposes of our legitimate interests in promoting the Club
Photos and videos of members at games and social events Putting on the Club’s website and social media pages and using in press releases Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.

Receive BAC’s payments for the member or other person making payment to the Club
Managing the Member’s and their dependants’ membership of the Club, the provision of services and events.
Performing the Club’s contract with the Member.
Committee member, Team Manager and Team Captains name, address, email addresses, phone numbers and relevant qualifications and/or experience. Managing the club. For the purposes of our legitimate interests in ensuring that we can contact those in management positions to club members.

4.0 How we protect your personal data

i. Personal Data is only processed by us in the UK, or the EU. All data is located on servers within the UK, or the EU.

ii. 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.

iii. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

iv. For any payments which we take from you via online banking we use BACs the banks recognised online secure payment system.

v. We will run most of our communication via Pitchero. You can visit their privacy policy on line at http://www.pitchero.com/privacy-policy.

vi. We will notify you promptly in the event of any breach of your Personal Data which might expose you to serious risk.

5.0 Who else has access to the information you provide us?

i. We will never sell your personal data. Other than for the legitimate business purposes of English Hockey and affiliated associations and leagues we will not share your Personal Data with third parties, without your express permission
ii. We may pass your Personal Data to third parties who are service providers, agents and subcontractors to the Club for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the Personal Data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

6.0 How long do we keep your information?

i. We will hold your Personal Data on our systems 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. We will review your Personal Data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your Personal Data except that we will retain your Personal Data in an archived form to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

ii. We securely destroy all financial information once we have used it and no longer need it.

7.0 Your rights

i. 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 in certain circumstances.

ii. You have the right to take any complaints about how we process your Personal Data to the Information Commissioner:
https://ico.org.uk/concerns/
0303 123 1113.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF[/right]

For more details, please address any questions, comments and requests regarding our data processing practices to Sheena Hulme, our Data Protection Manager at sheenahulme@live.co.uk