We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information. We set out in Section 4 uses to which we put your personal information, the reasons and lawful basis for this which is essentially to ensure we can properly administer the club for the benefit of the members

References to we, our or us in this privacy notice are to the Chelmsford Hockey Club Management Committee.

Our Data Protection Compliance Officer is responsible to the Management Committee for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.

1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU
We set out in Section 4 the uses to which we put your personal information, essentially to ensure we can properly administer the club for the benefit of the members. Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:

• personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
• date of birth;
• gender;
• membership start and end date;
• references and other information included in our application form as part of the application process for membership, including who referred you, reasons for joining and skills available to the club.
• records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
• any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
• use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information
• records of your attendance at training, coaching sessions or any events hosted by us.
• records of coaching and umpiring qualifications and accreditation, which include first aid and safeguarding certificates as well as DBS certification.
• images in video and/or photographic form and voice recordings;
• your marketing preferences so that we know whether and how we should contact you.
• details of any county, regional or national team or league membership;
• details of next of kin, family members, coaches and emergency contacts;
• records and assessment of any player rankings, grading or ratings, competition results, details regarding events/matches/games attended and performance (including that generated through player pathway programme);
• any disciplinary and grievance information;
• Applications for attendance at Coaching courses, Umpiring Courses, team or squad tours or social
events.
• Job title and employer, to help us identify potential volunteers and possible sponsors, on an optional basis, contact made only with permission.

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

• information about your health, including any medical condition, health and sickness records, medical records and health professional information;

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that

• We can properly respond to your needs in case of illness or injury whilst involved in club activities. o the processing is necessary for reasons of substantial public interest, on a lawful basis;
• it is necessary for the establishment, exercise or defence of legal claims;
• based on your explicit consent.

In the table below’ we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

3. WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about our members when you apply to become a member of the club, you register an account with us at www.chelmsfordhc.org.uk when you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, e- mail, or in some other way.
If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

4. USES MADE OF THE INFORMATION
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

Purpose	Personal information used	Lawful basis
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you	All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.	This is necessary to enable us to properly manage and administer your membership contract with us.
To arrange and manage any contracts for the provision of any services or products	Contact details, transaction and payment information.Records of your interactions with us.	This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.
To send you information which is included within your membership benefits package, including details about advanced ticket information, competitions and events, partner offers and discounts and any updates on hockey	Contact and membership details.	This is necessary to enable us to properly manage and administer your membership contract with us.
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners	Contact details and marketing preferences.	Where you have given us your explicit consent to do so.
To answer your queries or complaints	Contact details and records of your interactions with us	We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records	All the personal information we collect.	We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
The security of our IT systems	Your usage of our IT systems and online portals.	We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport	Records of your attendance at any events or competitions hosted by us.	We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the club, our events and membership packages.	Images in video and/or photographic form.	Where you have given us your explicit consent to do so.
To comply with health and safety requirements	Records of attendance, photographic records or CCTV footage and other information obtained through electronic means.	We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To administer your attendance at any courses or programmes you sign up to	All contact and membership details, transaction and payment data.Details of any county, regional or international membership and performance data.	This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
To arrange for any trip or transportation to and from an event	Identification documents details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information.	This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities.	Health and medical information	We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To gather evidence for possible grievance or disciplinary hearings	All the personal information we collect	We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
For the purposes of equal opportunities monitoring	Name, title, date of birth Gender.	We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements	Information about your criminal convictions and offences	For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

5. DIRECT MARKETING
Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with
information about products and services we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by changing your preferences in your account or by sending a message to the Data Protection Compliance Officer at the address at the end of this document You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.

6. DISCLOSURE OF YOUR PERSONAL INFORMATION We share personal information with the following parties:

• Any party approved by you.
• To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.
• Other service providers: for example, email marketing specialists, payment processors, IT services (including CRM, website and database services);
• The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
• Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third part processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws. For further details please contact us by using the details set out in the "Contacting us" section below.

8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us or the end of your membership. Exceptions to this rule are:

• Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months;
• Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You may be able to update some of the personal information we hold about you through your membership portal. Alternatively, you can contact us by using the details set out in the "Contacting us" section below.

9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:

• the right to be informed about how your personal information is being used;
• the right to access the personal information we hold about you;
• the right to request the correction of inaccurate personal information we hold about you;
• the right to request the erasure of your personal information in certain limited circumstances;
• the right to restrict processing of your personal information where certain requirements are met;
• the right to object to the processing of your personal information;
• the right to request that we transfer elements of your data either to you or another service provider; and o the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

10. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will
update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

11. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email dataprotection@chelmsfordhc.org.uk or write to us at Data Protection Compliance, Chelmsford Hockey Club, Chelmer Park, Beehive Lane, Galleywood, Chelmsford, Essex. CM2 8RL

Our Policy
Chelmsford Hockey Club is committed to complying with data protection law and to respecting the privacy rights of individuals. The policy applies to all whose data we hold on our Data Management System.
This Data Protection Policy (“Policy”) sets out our approach to data protection law and the principles that we will apply to our processing of personal data. The aim of this Policy is to ensure that we process personal data in accordance with the law and with the utmost care and respect.
We recognise that you have an important role to play in achieving these aims. It is your responsibility, therefore, to familiarise yourself with this Policy and to apply and implement its requirements when processing any personal data. Please pay special attention to sections 14, 15 and 16 as these set out the practical day to day actions that you must adhere to as a member or volunteering for the club.
Data protection law is a complex area. This Policy has been designed to ensure that you are aware of the legal requirements imposed on you and on us and to give you practical guidance on how to comply with them. This Policy also sets out the consequences of failing to comply with these legal requirements. However, this Policy is not an exhaustive statement of data protection law nor of our or your responsibilities in relation to data protection.
If at any time you have any queries on this Policy, your responsibilities or any aspect of data protection law, seek advice. Contact Chelmsford Hockey Club’s Data Protection Compliance Officer whose details are on the Club website

1. Who is responsible for data protection?
1.1 All our members and volunteers are responsible for data protection, and each person has their role to play to make sure that we are compliant with data protection laws.
1.2 We are not required to appoint a Data Protection Officer (DPO), However we have appointed a Data Protection Compliance Officer to be responsible for overseeing our compliance with data protection laws. Contact details can be found on the Club website.

2. Why do we have a data protection policy?
2.1 We recognise that processing of individuals’ personal data in a careful and respectful manner cultivates trusting relationships with those individuals and trust in our brand. We believe that such relationships will enable our organisation to work more effectively with and to provide a better service to those individuals.
2.2 This Policy works in conjunction with other policies implemented by us from time to time, including for example the Privacy Policy Junior Member Privacy Policy and any other policies we implement from time to time.

3. Status of this Policy and the implications of breach.
3.1 Any breaches of this Policy will be viewed very seriously. All members and volunteers must read this Policy carefully and make sure they are familiar with it. Breaching this Policy may be a disciplinary offence and may be dealt with under our Disciplinary Procedure.
3.2 If you do not comply with Data Protection Laws and/or this Policy, then you are encouraged to report this fact immediately to the Data Protection Compliance Officer This self-reporting will be taken into account in assessing how to deal with any breach, including any non-compliance which may pre-date this Policy coming into force.

4. Other consequences
4.1 There are a number of serious consequences for both yourself and us if we do not comply with Data Protection Laws. These include:
4.1.1 For you:
4.1.1.1 Disciplinary action: Where you are a volunteer, failure to comply with our policies could lead to termination of your volunteering position with us.
4.1.1.2 Criminal sanctions: Serious breaches could potentially result in criminal liability.
4.1.1.3 Investigations and interviews: Your actions could be investigated and you could be interviewed in relation to any non-compliance.
4.1.2 For the organisation:
4.1.2.1 Criminal sanctions: Non-compliance could involve a criminal offence.
4.1.2.2 Civil Fines: These can be up to Euro 20 million or 4% of group worldwide turnover whichever is higher.
4.1.2.3 Assessments, investigations and enforcement action: We could be assessed or investigated by, and obliged to provide information to, the Information Commissioner on its processes and procedures and/or subject to the Information Commissioner’s powers of entry, inspection and seizure causing disruption and embarrassment.
4.1.2.4 Court orders: These may require us to implement measures or take steps in relation to, or cease or refrain from, processing personal data.
4.1.2.5 Claims for compensation: Individuals may make claims for damage they have suffered as a result of our non-compliance.
4.1.2.6 Bad publicity: Assessments, investigations and enforcement action by, and complaints to, the Information Commissioner quickly become public knowledge and might damage our brand. Court proceedings are public knowledge.
4.1.2.7 Loss of business: Prospective members, participants, players, customers, suppliers and contractors might not want to deal with us if we are viewed as careless with personal data and disregarding our legal obligations.
4.1.2.8 Use of management time and resources: Dealing with assessments, investigations, enforcement action, complaints, claims, etc takes time and effort and can involve considerable cost.

5. Data protection laws
5.1 The Data Protection Act 1998 (“DPA”) applies to any personal data that we process, and from 25th May 2018 this will be replaced by the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (“DPA 2018”) (together “Data Protection Laws”) and then after Brexit the UK will adopt laws equivalent to these Data Protection Laws.
5.2 This Policy is written as though GDPR and the DPA 2018 are both in force, i.e. it states the position as from 25th May 2018.
5.3 The Data Protection Laws all require that the personal data is processed in accordance with the Data Protection Principles (on which see below) and gives individuals rights to access, correct and control how we use their personal data (on which see below).

6. Key words in relation to data protection
6.1 Personal data is data that relates to a living individual who can be identified from that data (or from that data and other information in or likely to come into our possession). That living individual might be an employee, customer, prospective customer, supplier, contractor or contact, and that personal data might be written, oral or visual (e.g. CCTV).
6.2 Identifiable means that the individual can be distinguished from a group of individuals (although the name of that individual need not be ascertainable). The data might identify an individual on its own (e.g. if a name or video footage) or might do if taken together with other information available to or obtainable us (e.g. a job title and company name).
6.3 Data subject is the living individual to whom the relevant personal data relates.
6.4 Processing is widely defined under data protection law and generally any action taken by us in respect of personal data will fall under the definition, including for example collection, modification, transfer, viewing, deleting, holding, backing up, archiving, retention, disclosure or destruction of personal data, including CCTV images.
6.5 Data controller is the person who decides how personal data is used, for example we will always be a data controller in respect of personal data relating to our employees.
6.6 Data processor is a person who processes personal data on behalf of a data controller and only processes that personal data in accordance with instructions from the data controller, for example an outsourced payroll provider will be a data processor.

7. Personal data
7.1 Data will relate to an individual and therefore be their personal data if it:
7.1.1 identifies the individual. For instance, names, addresses, telephone numbers and email addresses;
7.1.2 its content is about the individual personally. For instance, medical records, credit history, a recording of their actions, or contact details;
7.1.3 relates to property of the individual, for example their home, their car or other possessions;
7.1.4 it could be processed to learn, record or decide something about the individual (or this is a consequence of processing). For instance, if you are able to link the data to the individual to tell you something about them, this will relate to the individual (e.g. salary details for a post where there is only one named individual in that post, or a telephone bill for the occupier of a property where there is only one occupant);
7.1.5 is biographical in a significant sense, that is it does more than record the individual's connection with or involvement in a matter or event which has no personal connotations for them. For instance, if an individual’s name appears on a list of attendees of an organisation meeting this may not relate to the individual and may be more likely to relate to the company they represent;
7.1.6 has the individual as its focus, that is the information relates to the individual personally rather than to some other person or a transaction or event he was involved in. For instance, if a work meeting is to discuss the individual’s performance this is likely to relate to the individual;
7.1.7 affects the individual's privacy, whether in their personal, family, organisation or professional capacity, for instance, email address or location and work email addresses can also be personal data;
7.1.8 is an expression of opinion about the individual; or
7.1.9 is an indication of our (or any other person’s) intentions towards the individual (e.g. how a complaint by that individual will be dealt with).
7.2 Information about companies or other legal persons who are not living individuals is not personal data. However, information about directors, shareholders, officers and employees, and about sole traders or partners, is often personal data, so business related information can often be personal data.
7.3 Examples of information likely to constitute personal data:
7.3.1 Unique names;
7.3.2 Names together with email addresses or other contact details;
7.3.3 Job title and employer (if there is only one person in the position);
7.3.4 Video - and photographic images;
7.3.5 Information about individuals obtained as a result of Safeguarding checks;
7.3.6 Medical and disability information;
7.3.7 CCTV images;
7.3.8 Member profile information (e.g. marketing preferences); and
7.3.9 Financial information and accounts (e.g. information about expenses and benefits entitlements, income and expenditure).

8. Lawful basis for processing
8.1 For personal data to be processed lawfully, we must be processing it on one of the
legal grounds set out in the Data Protection Laws.
8.2 For the processing of ordinary personal data in our organisation these may include, among other things:
8.2.1 the data subject has given their consent to the processing (perhaps on their membership application form or when they registered on the club’s website)
8.2.2 the processing is necessary for the performance of a contract with the data subject (for example, for processing membership subscriptions);
8.2.3 the processing is necessary for compliance with a legal obligation to which the data controller is subject (such as reporting employee PAYE deductions to the tax authorities); or
8.2.4 the processing is necessary for the legitimate interest reasons of the data controller or a third party (for example, keeping in touch with members, players, participants about competition dates, upcoming fixtures or access to club facilities).

9. Special category data
9.1 Special category data under the Data Protection Laws is personal data relating to an individual’s race, political opinions, health, religious or other beliefs, trade union records, sex life, biometric data and genetic data.
9.2 Under Data Protection Laws this type of information is known as special category data and criminal records history becomes its own special category which is treated for some parts the same as special category data. Previously these types of personal data were referred to as sensitive personal data and some people may continue to use this term.
9.3 To lawfully process special categories of personal data we must also ensure that either the individual has given their explicit consent to the processing or that another of the following conditions has been met:
9.3.1 the processing is necessary for the performance of our obligations under employment law;
9.3.2 the processing is necessary to protect the vital interests of the data subject. The ICO has previously indicated that this condition is unlikely to be met other than in a life or death or other extreme situation;
9.3.3 the processing relates to information manifestly made public by the data subject;
9.3.4 the processing is necessary for the purpose of establishing, exercising or defending legal claims; or
9.3.5 the processing is necessary for the purpose of preventative or occupational medicine or for the assessment of the working capacity of the employee.
9.4 To lawfully process personal data relating to criminal records and history there are even more limited reasons, and we must either:
9.4.1 ensure that either the individual has given their explicit consent to the processing; or
9.4.2 ensure that our processing of those criminal records history is necessary under a legal requirement imposed upon us.
9.5 We would normally only expect to process special category personal data or criminal records history data usually in a Human Resources context and also in the context of our members and volunteers for health and safety requirements, safeguarding checks, etc
9.6 When do we process personal data?
9.7 Virtually anything we do with personal data is processing including collection, modification, transfer, viewing, deleting, holding, backing up, archiving, retention, disclosure or destruction. So even just storage of personal data is a form of processing. We might process personal data using computers or manually by keeping paper records.
9.8 Examples of processing personal data might include:
9.8.1 Using personal data to correspond with members;
9.8.2 Holding personal data in our databases or documents; and
9.8.3 Recording personal data in personnel or member files.

10. Outline
10.1 The main themes of the Data Protection Laws are:
10.1.1 good practices for handling personal data;
10.1.2 rights for individuals in respect of personal data that data controllers hold on them; and
10.1.3 being able to demonstrate compliance with these laws.
10.2 In summary, data protection law requires each data controller to:
10.2.1 only process personal data for certain purposes;
10.2.2 process personal data in accordance with the 6 principles of ‘good information handling’ (including keeping personal data secure and processing it fairly and in a transparent manner);
10.2.3 provide certain information to those individuals about whom we process personal data which is usually provided in a privacy notice, for example you will have received one of these from us as one of our Workers;
10.2.4 respect the rights of those individuals about whom we process personal data (including providing them with access to the personal data we hold on them); and
10.2.5 keep adequate records of how data is processed and, where necessary, notify the ICO and possibly data subjects where there has been a data breach.
10.3 Every member and volunteer has an important role to play in achieving these aims. It is your responsibility, therefore, to familiarise yourself with this Policy.
10.4 Data protection law in the UK is enforced by the Information Commissioner’s Office (“ICO”). The ICO has extensive powers.

11. Data protection principles
11.1 The Data Protection Laws set out 6 principles for maintaining and protecting personal
data, which form the basis of the legislation. All personal data must be:
11.1.1 processed lawfully, fairly and in a transparent manner and only if certain specified conditions are met;
11.1.2 collected for specific, explicit and legitimate purposes, and not processed in any way incompatible with those purposes (“purpose limitation”);
11.1.3 adequate and relevant, and limited to what is necessary to the purposes for which it is processed (“data minimisation”);
11.1.4 accurate and where necessary kept up to date;
11.1.5 kept for no longer than is necessary for the purpose (“storage limitation”);
11.1.6 processed in a manner that ensures appropriate security of the personal data using appropriate technical and organisational measures (“integrity and security”).

12. Data subject rights
12.1 Under Data Protection Laws individuals have certain rights (Rights) in relation to
their own personal data. In summary these are:
12.1.1 The rights to access their personal data, usually referred to as a subject access request
12.1.2 The right to have their personal data rectified;
12.1.3 The right to have their personal data erased, usually referred to as the right to be forgotten;
12.1.4 The right to restrict processing of their personal data;
12.1.5 The right to object to receiving direct marketing materials;
12.1.6 The right to portability of their personal data;
12.1.7 The right to object to processing of their personal data; and
12.1.8 The right to not be subject to a decision made solely by automated data processing.
12.2 The exercise of these Rights may be made in writing, including email, and also verbally and should be responded to in writing by us (if we are the relevant data controller) without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. We must inform the individual of any such extension within one month of receipt of the request, together with the reasons for the delay.
12.3 Where the data subject makes the request by electronic form means, any information is to be provided by electronic means where possible, unless otherwise requested by the individual.
12.4 If we receive the request from a third party (e.g. a legal advisor), we must take steps to verify that the request was, in fact, instigated by the individual and that the third party is properly authorised to make the request. This will usually mean contacting
the relevant individual directly to verify that the third party is properly authorised to make the request.
12.5 There are very specific exemptions or partial exemptions for some of these Rights and not all of them are absolute rights. However the right to not receive marketing material is an absolute right, so this should be complied with immediately.
12.6 Where an individual considers that we have not complied with their request e.g. exceeded the time period, they can seek a court order and compensation. If the court agrees with the individual, it will issue a Court Order, to make us comply. The Court can also award compensation. They can also complain to the regulator for privacy legislation, which in our case will usually be the ICO.
12.7 In addition to the rights discussed in this document, any person may ask the ICO to assess whether it is likely that any processing of personal data has or is being carried out in compliance with the privacy legislation. The ICO must investigate and may serve an “Information Notice” on us (if we are the relevant data controller). The result of the investigation may lead to an “Enforcement Notice” being issued by the ICO. Any such assessments, information notices or enforcement notices should be sent directly to our Data Protection Compliance Officer from the ICO.
12.8 In the event of a member or volunteer receiving such a notice, they must immediately pass the communication to our Data Protection Compliance Officer.

13. Notification and response procedure
13.1 If a member or volunteer has a request or believes they have a request for the
exercise of a Right, they should:
13.1.1 if possible try to get the request confirmed in writing addressed to our Data Protection Compliance Officer; and
13.1.2 inform our Data Protection Compliance Officer of the request.
13.2 If a letter or fax exercising a Right is received by any member or volunteer they should:
13.2.1 log the receipt of the letter/fax with our Data Protection Compliance Officer and send a copy of it to them; and
13.2.2 our Data Protection Compliance Officer will then respond to the data subject on our behalf.
13.3 If an email exercising a Rights is received by any member or volunteer they should:
13.3.1 log the receipt of the email with our Data Protection Compliance Officer and send a copy of it to them; and
13.3.2 our Data Protection Compliance Officer will then respond to the data subject on our behalf.
13.4 Our Data Protection Compliance Officer will co-ordinate our response which may include written material provided by our legal advisors The action taken will depend upon the nature of the request. The Data Protection Compliance Officer will write to the individual and explain the legal situation and whether we will comply with the request. A standard letter/email from the Data Protection Compliance Officer should suffice in most cases.
13.5 The Data Protection Compliance Officer will inform the relevant member or volunteer of any action that must be taken to legally comply.
13.6 The Data Protection Compliance Officer’s reply will be validated by the Management Committee. For more complex cases, the letter/email to be sent will be checked by our legal advisors.

14. Your main obligations
14.1 What this all means for you can be summarised as follows:
14.1.1 Treat all personal data with respect;
14.1.2 Treat all personal data how you would want your own personal data to be treated;
14.1.3 Immediately notify the Data Protection Compliance Officer if any individual says or does anything which gives the appearance of them wanting to invoke any rights in relation to personal data relating to them;
14.1.4 Take care with all personal data and items containing personal data you handle or come across so that it stays secure and is only available to or accessed by authorised individuals; and
14.1.5 Immediately notify the Data Protection Compliance Officer if you become aware of or suspect the loss of any personal data or any item containing personal data. For more details on this see our separate Data Breach Policy which applies to all our members and volunteers regardless of their position or role in our organisation.

15. Your activities
15.1 Data protection laws have different implications in different areas of our organisation
and for different types of activity, and sometimes these effects can be unexpected.
15.2 Areas and activities particularly affected by data protection law are marketing and promotions, health and safety and finance.
15.3 You must consider what personal data you might handle, consider carefully what data protection law might mean for you and your activities, and ensure that you comply at all times with this policy.

16. Practical matters
16.1 Whilst you should always apply a common sense approach to how you use and safeguard personal data, and treat personal data with care and respect, set out below are some examples of dos and don’ts:
16.1.1 Only disclose your unique logins and passwords for any of our IT systems to authorised personnel (e.g. IT) and not to anyone else.
16.1.2 Never leave any items containing personal data unattended in a public place, e.g. on a train, in a café, etc and this would include paper files, mobile phone, laptops, tablets, memory sticks etc.
16.1.3 Never leave any items containing personal data in unsecure locations, e.g. in car on your drive overnight and this would include paper files, mobile phone, laptops, tablets, memory sticks etc.
16.1.4 If you are staying at a hotel then utilise the room safe or the hotel staff to store items containing personal data when you do not need to have them with you.
16.1.5 Do encrypt laptops, mobile devices and removable storage devices containing personal data.
16.1.6 Do lock laptops, files, mobile devices and removable storage devices containing personal data away and out of sight when not in use.
16.1.7 Do password protect documents and databases containing personal data.
16.1.8 Never use removable storage media to store personal data unless the personal data on the media is encrypted.
16.1.9 Use confidential waste disposal for any papers containing personal data, do not place these into the ordinary waste, place them in a bin or skip etc, and either use a confidential waste service or have them shredded before placing them in the ordinary waste disposal.
16.1.10 Do dispose of any materials containing personal data securely, whether the materials are paper based or electronic.
16.1.11 When in public place, e.g. a train or café, be careful as to who might be able to see the information on the screen of any device you are using when you have personal information on display. If necessary move location or change to a different task.
16.1.12 Do ensure that your screen faces away from prying eyes if you are processing personal data, even if you are working in the office. Personal data should only be accessed and seen by those who need to see it.
16.1.13 Do challenge unexpected visitors or employees accessing personal data even if you are working in the club’s premises.
16.1.14 Do not leave personal data lying around, store it securely.
16.1.15 When speaking on the phone in a public place, take care not to use the full names of individuals or other identifying information, as you do not know who may overhear the conversation. Instead use initials or just first names to preserve confidentiality.
16.1.16 If taking down details or instructions from a customer in a public place when third parties may overhear, try to limit the information which may identify that person to others who may overhear in a similar way to if you were speaking on the telephone.
16.1.17 Never act on instructions from someone unless you are absolutely sure of their identity and if you are unsure then take steps to determine their identity. This is particularly so where the instructions relate to information which may be sensitive or damaging if it got into the hands of a third party or where the instructions involve money, valuable goods or items or cannot easily be reversed.
16.1.18 Do not transfer personal data to any third party without prior written consent of our Data Protection Compliance Officer].
16.1.19 Do notify our Data Protection Compliance Officer immediately of any suspected security breaches or loss of personal data.
16.1.20 If any personal data is lost, or any devices or materials containing any personal data are lost, report it immediately to our Data Protection Compliance Officer For more details on this see our separate Data Breach Policy which applies to all our members and volunteers regardless of their position or role in our organisation.
16.2 However you should always take a common sense approach, and if you see any areas of risk that you think are not addressed then please bring it to the attention of our Data Protection Compliance Officer.

17. Foreign transfers of personal data
17.1 Personal data must not be transferred outside the European Economic Area (EEA) unless the destination country ensures an adequate level of protection for the rights of the data subject in relation to the processing of personal data or we put in place adequate protections. This is mainly relevant to data held and accessed in Cloud- based services as well as some data processing the club may outsource like payroll processing or performance data analysis
17.2 These protections may come from special contracts we need to put in place with the recipient of the personal data, from them agreeing to be bound by specific data protection rules or due to the fact that the recipients own country’s laws provide sufficient protection.
17.3 These restrictions also apply to transfers of personal data outside of the EEA even if the personal data is not being transferred outside of our group of companies.
17.4 You must not under any circumstances transfer any personal data outside of the EEA without the Data Protection Compliance Officer’s prior written consent.
17.5 We will also need to inform data subjects of any transfer of their personal data outside of the UK and may need to amend their privacy notice to take account of the transfer of data outside of the EEA.
17.6 If you are involved in any new processing of personal data which may involve transfer of personal data outside of the EEA, then please seek approval of our [Data Protection Compliance Officer prior to implementing any processing of personal data which may have this effect.

18. Queries
18.1 If you have any queries about this Policy please contact either your line manager or
the Data Protection Compliance Officer.

These terms and conditions are the contract between you and Chelmsford Hockey Club (“us”, “we”, etc). By visiting or using Our Website, you agree to be bound by them.

They are based on a set written by Net Lawman and released under licence. They protect your rights as well as ours.

We are Chelmsford Hockey Club. Our address is Chelmer Park, Beehive Lane, Chelmsford, Essex. CM2 8RL

You are: Anyone who uses Our Website.

Please read this agreement carefully and save it. If you do not agree with it, you should leave Our Website immediately.

These are the agreed terms

1. Definitions
“Content” - means the textual, visual or aural content that is encountered as part of your experience on Our Website. It may include, among other things: text, images, sounds, videos and animations.
“Intellectual Property” - means intellectual property owned by us, of every sort, whether or not registered or registrable in any country, including intellectual property of kinds coming into existence after today; and including, among others, patents, trade marks, unregistered marks, designs, copyrights, software, domain names, discoveries, creations and inventions, together with all rights which are derived from those rights.
“Chelmsford Hockey Club Membership” - means membership service we provide as set out on Our Website and in this contract.
“Our Website” - means any website or service designed for electronic access by mobile or fixed devices which is owned or operated by us. It includes all web pages controlled by us.
“Post” means place on or into Our Website any Content.
“Services” means all of the services available from Our Website, whether free or charged.

2. Interpretation
In this agreement unless the context otherwise requires:
2.1. a reference to a person includes a human individual, a corporate entity and any organisation which is managed or controlled as a unit.
2.2. in the context of permission, “may not” in connection with an action of yours, means “must not”.
2.3. the headings to the paragraphs and schedules (if any) to this agreement are inserted for convenience only and do not affect the interpretation.
2.4. any agreement by either party not to do or omit to do something includes an obligation not to allow some other person to do or omit to do that same thing;
2.5. a reference to an act or regulation includes new law of substantially the same intent as the act or regulation referred to.
2.6. this agreement is made only in the English language. If there is any conflict in meaning between the English language version of this agreement and any version or translation of this agreement in any other language, the English language version shall prevail.

3. Basis of Contract
3.1. In entering into this contract you have not relied on any representation or information from any source except the explanation of membership services given on Our Website.
3.2. Subject to these terms and conditions, we agree to provide to you some or all of the membership services described on Our Website at the prices we charge from time to time.
3.3. Some of our services are now or may in future, be available to you only subject to additional terms. Those terms will be set out on Our Website. You now agree that if you choose to use any such service, the relevant terms will become part of this agreement.
3.4. So far as we allow use of our Intellectual Property, we grant a licence to you, limited to the terms set out in this agreement.
3.5. Our contract with you and licence to you last for one year from the 1st September. Any continuation by us or by you after the expiry of one year is a new contract in the terms then shown on Our Website. Your continued use of our services after that shall be deemed acceptance by you of the changed service, system and/or terms.
3.6. The contract between us comes into existence only when we write to you to confirm that we agree to allow you to join Chelmsford Hockey Club as a member. Your payment does not create a contract. If we decline to offer Chelmsford Hockey Club Membership to you, we shall immediately return your money to your credit card
3.7. If we give you free access to a service or feature on Our Website which is normally a charged feature, and that service or feature is usually subject to additional contractual terms, you now agree that you will abide by those terms.
3.8. We may change this agreement and / or the way we provide memberships, at any time. If we do:
3.8.1 the change will take effect when we Post it on Our Website.
3.8.2 you agree to be bound by any changes. If you do not agree to be bound by them, you should not use Our Website or Chelmsford Hockey Club Membership.

4. Chelmsford Hockey Club Membership
4.1. Purchase of Chelmsford Hockey Club Membership entitles you to those membership services and access as defined in the Chelmsford Hockey Club Constitution.
4.2. Details of the cost and benefits of Chelmsford Hockey Club Membership are as set out on Our Website from time to time.
4.3. Payment for a Chelmsford Hockey Club Membership is for the period 1st September to 31st August. You may cancel your Chelmsford Hockey Club Membership at any time within 28 days of your having been accepted as a member. If you do, your membership fee will be returned in full.
4.4. You may not transfer your Chelmsford Hockey Club Membership to any other person.
4.5. We reserve the right to modify the Chelmsford Hockey Club Membership rules or system and to change the terms and conditions of this agreement at any time, without notice. Your continued use of the Chelmsford Hockey Club Membership after such modifications shall be deemed an acceptance by you to be bound by the terms of the modified agreement. The terms that apply to you are those posted here on Our Website on the day you join as a member. It may be useful to print a copy now.

5. Your account and personal information
5.1. When you visit Our Website, you accept responsibility for any action done by any person in your name or under your account or password. You should take all necessary steps to ensure that the password is kept confidential and secure and should inform us immediately if you have any reason to believe that your password has become known to anyone else, or if the password is being, or is likely to be, used in an unauthorised manner.
5.2. You agree that you have provided accurate, up to date, and complete information about yourself. We are not responsible for any error made as a result of such information being inaccurate.
5.3. You agree to notify us of any changes in your information immediately it occurs. If you do not do so, we may terminate your membership.

6. Prices
6.1. The prices payable for Chelmsford Hockey Club Membership, services / an item that you order are clearly set out on Our Website.
6.2. Prices are inclusive of any applicable value added tax or other sales tax.
6.3. When you subscribe for Chelmsford Hockey Club Membership, that payment may not cover other Services, for which we will ask you to pay either by addition to your membership fee or by a single payment.
6.4. Banking charges by the receiving bank on payments to us will be borne by us. All other charges relating to payment in a currency other than pounds Sterling will be borne by you.
6.5. You will pay all sums due to us under this agreement by the means specified without any set-off, deduction or counterclaim.
6.6. All money paid by you to us is non-refundable and cancellation and/or termination of this agreement by you or us at any time for any reason will not entitle you to a refund of money paid for any Service.

7. Renewal payments
7.1. At least four weeks before expiry of the period for which you have paid, we shall send you a message to your last known email address to tell you that your Chelmsford Hockey Club Membership is shortly to expire and to invite you to renew.
7.2. At any time before expiry of your membership, you may use the “My Account” tab on Our Website to access your personal information and change your requirements for services or cancel renewal.
7.3. At expiry of your Chelmsford Hockey Club Membership you will need to access your account, complete a renewal form and make payment for the chosen membership category online. We shall confirm the renewal of your Chelmsford Hockey Club Membership for a further period by sending you an email message.
7.4. Termination of this agreement by you or us at any time for any reason will not entitle you to a refund of money paid.

8. Security of your credit card
We take care to make Our Website safe for you to use.
8.1. Card payments are not processed on a page controlled by us. We use one or more online payment service providers who will encrypt your card or bank account details in a secure environment.
8.2. If you have asked us to remember your credit card details in readiness for your next purchase or subscription, we will securely store your payment details on our systems. These details will be fully encrypted and only used to process your automatic monthly payments or other
transactions which you have initiated.

9. How we handle your data
9.1. Our privacy policy is strong and precise. It complies fully with current UK law incorporating the General Data Protection Regulation (GDPR).
9.2. If you Post Content to any public area of Our Website it becomes available in the public domains. We have no control over who sees it or what anyone does with it.
9.3. Even if access to your text is behind a user registration, it remains effectively in the public domain because someone has only to register and log in, to access it. You should therefore avoid Posting unnecessary confidential information.
9.4. Posting any Content does not change your ownership of the copyright in it. We have no claim over it and we will not protect your rights for you.
9.5. You understand that you are personally responsible for your breach of intellectual property rights, defamation, or any law, which may occur as a result of any Content having been Posted by you;
9.6. You accept all risk and responsibility for determining whether any Content is in the public domain and not confidential.
9.7. Please notify us of any security breach or unauthorised use of your account.

10. Restrictions on what you may Post to Our Website
You agree that you will not use or allow anyone else to use Our Website to Post Content, or undertake any activity which is or may:
10.1. be unlawful, or tend to incite another person to commit a crime;
10.2. consist in commercial audio, video or music files;
10.3. be obscene, offensive, threatening, violent, malicious or defamatory;
10.4. be sexually explicit or pornographic;
10.5. be likely to deceive any person or be used to impersonate any person, or to misrepresent your identity, age or affiliation with any person;
10.6. give the impression that it emanates from us or that you are connected with us or that we have endorsed you or your business;
10.7. request or collect passwords or other personal information from another user without his permission, nor Post any unnecessary personal information about yourself;
10.8. be used to sell any goods or services or for any other commercial use not intended by us, for yourself or for any other person. Examples are: sending private messages with a commercial purpose, or collecting information with the intention of passing it to a third party for his commercial use;
10.9. include anything other than words (i.e. you will not include any symbols or photographs) except for a photograph of yourself in your profile in such place as we designate;
10.10. facilitate the provision of unauthorised copies of another person's copyright work;
10.11. link to any Content of the sorts specified in this paragraph;
10.12. use distribution lists that include people who have not given specific permission to be included in such distribution process;
10.13. make excessive and repeated Posting off-topic messages to any forum or group;
10.14. send age-inappropriate communications or Content to anyone under the age of 18.

11. Your Posting: restricted Content
In connection with the restrictions set out below, we may refuse or edit or remove Content which does not comply with these terms.
In addition to the restrictions set out above, your Content must not contain:
11.1. hyperlinks, other than those specifically authorized by us;
11.2. keywords or words repeated, which are irrelevant to your Content.
11.3. the name, logo or trademark of any organisation other than those of Chelmsford Hockey Club or a logo authorised for inclusion by the management committee.
11.4. inaccurate, false, or misleading information;

12. Removal of offensive Content
12.1. For the avoidance of doubt, this paragraph is addressed to any person who comes on Our Website for any purpose.
12.2. We are under no obligation to monitor or record the activity of any customer for any purpose, nor do we assume any responsibility to monitor or police Internet-related activities. However, we may do so without notice to you and without giving you a reason.
12.3. If you are offended by any Content, the following procedure applies:
12.3.1 Your claim or complaint must be submitted to us in the form available on Our Website, or contain the same information as that requested in our form. It must be sent to us by post or email.
12.3.2 We shall remove the offending Content as soon as we are reasonably able.
12.3.3 After we receive notice of a claim or complaint, we shall investigate so far as we alone decide.
12.3.4 We may re-instate the Content about which you have complained or not.
12.4. In respect of any complaint made by you or any person on your behalf, whether using our form of complaint or not, you now irrevocably grant to us a licence to publish the complaint and all ensuing correspondence and communication, without limit.
12.5. You now agree that if any complaint is made by you frivolously or vexatiously you will repay us the cost of our investigation including legal fees, if any.

13. Security of Our Website
13.1. We may, at our discretion or as part of a paid service, give you permission to access Our Website for the purpose of Posting or uploading Content of some sort. We may read, assess, review or moderate any Content Posted on Our Website. If we do, we need not notify you or give you a reason. If you violate Our Website we shall take legal action against you.
13.2. You agree that you will not, and will not allow any other person to:
13.2.1 violate or attempt to violate any aspect of the security of Our Website;
13.2.2 modify, copy, or cause damage or unintended effect to any portion of Our Website, or any software used within it. you understand that any such violation is unlawful in many jurisdictions and that any contravention of law may result in criminal prosecution.
13.2.3 link to Our Website in any way that would cause the appearance or presentation of Our Website to be different from what would be seen by a user who accessed Our Website by typing the URL into a standard browser;
13.2.4 download any part of Our Website, without our express written consent;
13.2.5 collect or use any product listings, descriptions, or prices;
13.2.6 collect or use any information obtained from or about Our Website or the Content except as intended by this agreement;
13.2.7 share with a third party any login credentials to Our Website;
13.3. Despite the above terms, we now grant a licence to you to:
13.3.1 create a hyperlink to Our Website for the purpose of promoting an interest common to both of us. You can do this without specific permission. This licence is conditional upon your not portraying us or any product or service in a false, misleading, derogatory, or otherwise offensive manner. You may not use any logo or other proprietary graphic or trademark of ours as part of the link without our express written consent.
13.3.2 you may copy the text of any page for your personal use in connection with our purpose.

14. Storage of data
14.1. We may, from time to time, set a limit on the number of messages you may send, store, or receive through membership. We may delete messages in excess of that limit. We shall give you notice of any change to your limit, except in an emergency.
14.2. We assume no responsibility for the deletion or failure to store or
deliver email or other messages.
14.3. You accept that we cannot be liable to you for any such deletion or failure to deliver to you.
14.4. We maintain reasonable procedures for general backup of data for our own purposes but we give no warranty that your data will be saved or backed up in any particular circumstances unless we have made specific contractual arrangements with you in writing.

15. Duration and termination
15.1. You may terminate this agreement at any time, for any reason, with immediate effect. You may terminate the agreement either by sending notice to us by post or email, or by completing the form on Our Website and submitting it. We reserve the right to check the validity of any request to terminate membership.
15.2. Termination by either party shall have the following effects:
15.2.1 your right to use your Chelmsford Hockey Club Membership immediately ceases;
15.2.2 we are under no obligation to forward any unread or unsent messages to you or any third party.
15.3. There shall be no re-imbursement or credit if Chelmsford Hockey Club Membership is terminated due to your breach of the terms of this agreement.
15.4. We retain the right, at our sole discretion, to terminate any and all parts of the Services provided to you, without refunding to you any fees paid if we decide in our absolute discretion that you have failed to comply with any of the terms of this agreement.

16. Interruption to Services
16.1. If it is necessary for us to interrupt our Services, we will give you reasonable notice where this is possible and when we judge the down time is such as to justify telling you.
16.2. You acknowledge that our Services may also be interrupted for many reasons beyond our control.
16.3. You agree that we are not liable to you for any loss, foreseeable or not, arising from any interruption to our Services.

17. Intellectual Property
You agree that at all times you will:
17.1. not do anything which does or might reduce the value of our Intellectual Property or challenge our ownership of it.
17.2. notify us of any suspected infringement of the Intellectual Property;
17.3. so far as concerns software provided or made accessible by us to you, you will not:
17.3.1 copy, or make any change to any part of its code;
17.3.2 use it in any way not anticipated by this agreement;
17.3.3 give access to it to any other person than you, the licensee in this agreement;
17.3.4 in any way provide any information about it to any other person or generally.

18. Disclaimers and limitation of liability
18.1. The law differs from one country to another. This paragraph applies so far as the applicable law allows.
18.2. All implied conditions, warranties and terms are excluded from this agreement. If in any jurisdiction an implied condition, warrant or term cannot be excluded, then this sub paragraph shall be deemed to be reduced in effect, only to the extent necessary to release that specific condition, warranty or term.
18.3. Our Website and Chelmsford Hockey Club Membership services are provided “as is”. We make no representation or warranty that any service will be:

18.3.1 useful to you;
18.3.2 of satisfactory quality;
18.3.3 fit for a particular purpose;
18.3.4 available or accessible, without interruption, or without error.
18.4. We claim no expert knowledge in any subject. We disclaim any obligation or liability to you arising directly or indirectly from information you take from Our Website.
18.5. We make no representation or warranty and accept no responsibility in law for:
18.5.1 accuracy of any Content or the impression or effect it gives;
18.5.2 delivery of Content, material or any message;
18.5.3 privacy of any transmission;
18.5.4 the conduct, whether online or offline, of any user of Our Website or our services;
18.5.5 failure or malfunction of computer hardware or software or technical equipment or system connected directly or indirectly to your use of our services.
18.5.6 loss or damage resulting from your attendance at an event organised through Our Website or our Services;
18.5.7 any act or omission of any person or the identity of any person who introduces himself to you through Our Website;
18.5.8 any aspect or characteristic of any goods or services advertised on Our Website.
18.6. you agree that in any circumstances when we may become liable to you, the limit of our liability is the amount you have paid us in the immediately preceding 12 month period for the services concerned.
18.7. Except in the case of death or personal injury, our total liability under this agreement, however it arises, shall not exceed the sum of £ 1,000. This applies whether your case is based on contract, tort or any other basis in law.
18.8. We shall not be liable to you for any loss or expense which is:
18.8.1 indirect or consequential loss; or
18.8.2 economic loss or other loss of turnover, profits, business or goodwill even if such loss was reasonably foreseeable or we knew you might incur it.
18.9. This paragraph (and any other paragraph which excludes or restricts our liability) applies to our management committee, officers, employees, subcontractors, agents and affiliated companies (who may enforce this clause under the Contracts (Rights of Third Parties) Act 1999 / Contracts (Rights of Third Parties) (Scotland) Act 2017, as well as to ourselves.
18.10. If you become aware of any breach of any term of this agreement by any person, please tell us by email or post to our data protection Compliance Officer as stated on the website. We welcome your input but do not guarantee to agree with your judgement.
18.11. Nothing in this agreement shall be construed as limiting or excluding our liability for death or personal injury caused by our negligence.

19. You indemnify us
You agree to indemnify us against all costs, claims and expense arising directly or indirectly from:
19.1. your failure to comply with the law of any country;
19.2. your breach of this agreement;
19.3. any act, neglect or default by any agent, employee, licensee or customer of yours;
19.4. a contractual claim arising from your use of our services.
19.5. a breach of the intellectual property rights of any person.
19.6. For the purpose of this paragraph you agree that the cost of our management and technical time is properly recoverable and can reasonably be valued at £ 100.00 per hour without further proof.

20. Miscellaneous matters
20.1. You undertake to provide to us your current land address, e-mail address and telephone number as often as they are changed together with all information that we may require to enable us to fulfil our obligations under this contract.
20.2. If any term or provision of this agreement is at any time held by any jurisdiction to be void, invalid or unenforceable, then it shall be treated as changed or reduced, only to the extent minimally necessary to bring it within the laws of that jurisdiction and to prevent it from being void and it shall be binding in that changed or reduced form. Subject to that, each provision shall be interpreted as severable and shall not in any way affect any other of these terms.
20.3. If you are in breach of any term of this agreement, we may:
20.3.1 terminate your account and refuse access to Our Website;
20.3.2 issue a claim in any court.
20.4. Any obligation in this agreement intended to continue to have effect after termination or completion shall so continue.
20.5. No failure or delay by any party to exercise any right, power or remedy will operate as a waiver of it nor indicate any intention to reduce that or any other right in the future.
20.6. You agree that we may disclose your information including assigned IP numbers, account history, account use, etc. to any judicial or proper legal authority who makes a written request without further consent or notification to you.
20.7. Any communication to be served on either party by the other shall be delivered by hand or sent by first class post or recorded delivery or by e-mail. It shall be deemed to have been delivered:
- if delivered by hand: on the day of delivery;
- sent by post to the correct address: within 72 hours of posting;
20.8. In the event of a dispute between the parties to this agreement, then they undertake to attempt to settle the dispute by engaging in good faith with the other in a process of mediation before commencing arbitration or litigation.
20.9. This agreement does not give any right to any third party under the Contracts (Rights of Third Parties) Act 1999 / Contracts (Rights of Third Parties) (Scotland) Act 2017 or otherwise, except that any provision in this agreement which excludes or restricts the liability of our management Committee, officers, employees, subcontractors, agents and affiliated companies, may be enforced under that Act.
20.10. The validity, construction and performance of this agreement shall be governed by the laws of England and Wales / Scotland / Northern Ireland and you agree that any dispute arising from it shall be litigated only in that country.