Newmarket 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.
What personal data we hold on you
You may provide us with personal information by filling in forms, 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 newsletter, or participate in discussion boards on our website or on social media. The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, emergency contacts and relevant health information as applicable. We will only ask for data that is needed to carry out our functions and services as a Hockey Club and this data will never be shared with a third party outside of The Club unless we are legally required to do so.
Why we need your personal data
The reason we need your 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 we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data may 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 track or check delivery standards; and
- sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.
For funding and reporting purposes
- sharing anonymous data with a funding partner as a condition of grant funding e.g. Local Authority;
- analysing anonymous data to monitor club trends; and
- sending an annual club survey 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 activities; and
- publishing of competition results
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 health data we hold on you is only processed for the purpose of dealing with an injury or an emergency that could occur at a Club event. This might include match time, training or a social event among others. Health data is made available to coaches and team captains to allow the safe running of training sessions and matches. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.
On occasion, we may collect personal data from non-members participating in Club activities which could include match officials and coaches. This information will be stored for 6 months after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The club has the following social media pages, Facebook, Twitter and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
Who we share your personal data with
The Club does not knowingly supply any personal data that it holds to any third party for marketing purposes.
The Club does store or transfer your personal data to a cloud based data storage service that may be located outside of the UK. When choosing a cloud based data storage service, The Club will do its utmost to ensure the appropriate safeguards are in place to ensure the security of that personal data.
The Club does share your personal data, on a need to know basis, with other Club Members in order to carry out our functions and services as a Hockey Club.
The Club will take all reasonable steps to keep information we hold about you secure, however, we cannot guarantee security on line.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us.
Your data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed 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, and your data is retained after your membership has lapsed, only for insurance purposes.
Your rights regarding your personal data
As a data subject you may 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 we may not be able to register or administer your membership.