Privacy policy

Privacy Policy
1. General
Gravesend Ladies Hockey Club is a sports club registered and affiliated with England Hockey, whose contact address is at Gravesend Rugby Club, Milton Road, Donald Biggs Drive, Gravesend, Kent DA12 2TL ("we", "us" and "our") takes the privacy rights of users of or players, members and officials seriously. We are the data controller and we will process your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 and national laws which relate to the processing of personal data (“Data Protection Legislation”).
This privacy policy explains how we process personal data when you register as a player or become a member of our club. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
2. Your Data
For the purposes of this privacy policy, "Your Data" means any information about you from which you are personally identifiable, including without limitation your name, date of birth, address, role at club, email address and mobile telephone number and other information from which you can be identified (such as video footage or photographs) which you (or a third party) may disclose to us.
3. How we collect Your Data
We may collect your data in the following circumstances:
• When you fill out a registration form to join the club;
• Whenever you provide Your Data to us when reporting a problem, making a complaint, making an enquiry or contacting us for any other reason via our website;
• Whenever you disclose Your Data to us, or we collect Your Data from you, in any other way.
4. How we use Your Data:
We use your data for our own legitimate reasons, in order to:
• Contact you to arrange league and friendly games, training events, social events and other activities in connection with us or Gravesham Sports Trust who run the pitch. (note your data will not be shared with Gravesham Sports Trust and you should refer to their own privacy statement);
• Contact you to advise of any changes or cancellation of planned events, games and training events;
• Ensure you are treated in a way relevant to your age as set out in policies by England Hockey;
• Notify you of any changes to club policies;
• Process or deal with any complaints or enquiries made by you;
• Investigate any suspected breach of our policies relating to you;
• Share Your Data with limited third parties as part of our governance or to promote the club in a positive manner. (see Sections 7. Marketing and 8. Disclosure of Your Data to Third Parties).
• In event of a medical emergency where you are unable to communicate. We will share the following information with Qualified First Aiders of the club, Qualified Health Professionals and members of the Emergency Services;
1. Name;
2. Next of Kin Name*;
3. Next of Kin Contact Details*;
4. Date of Birth;
5. Allergies*;
6. Current Medication*;
7. Doctors Name and Practice Name*;
*It is voluntary to provide us with this data if you are over 18, but it will be advantageous to your health if you do.
• In event of a medical emergency where you are unable to communicate. A club officer will also contact your Next of Kin if you have provided us with this data;
• If you are under 18, in event of any medical occurrence, or any other event that a Club Officer deems of a serious nature we will contact your named Guardian. Refer also to our GLHC Youth Policy and Guidelines available at www.glhc.co.uk.
5. Retention of Your Data
Where you are a registered player or member of the club, subject to exercising your rights detailed in Section 13. Access to, updating, deleting and restricting use of data of this policy, we will retain Your Data for 3 years after you resign as an active member of the club and after this date Your Data will be deleted. Where you have subscribed to receive marketing correspondence from us we will keep your personal data for marketing purposes for the period of time referred to above. This is subject to exercising your right to unsubscribe from receiving such correspondence at any time.
6. If you fail to provide Your Data
Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide the data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example: to arrange games of hockey). In this case, we may have to cancel your membership, but we will notify you if this is the case at the time.
7. Marketing
In addition to the uses described in sections 2 to 6 above, we may also use Your Data for our legitimate interests including for marketing, market research and related purposes, such as:
• asking you to participate in market research, for example surveys about topical issues, our services and products. We will always try to tell you before you participate in a survey how any information you provide in the survey will be used;
• Publishing of match reports, positive news stories and event coverage in Local Press publications both in paper and electronic format.
Your right to opt-out - You have a right to opt-out of receiving any marketing information (from ourselves and/or a third party) at any time. To opt-out of receiving such information you can: email us at info@glhc.co.uk
8. Disclosure of Your Data to third parties
In addition to the third parties mentioned above, we may disclose Your Data to third parties for our legitimate interests as follows:
• HM Revenue and Customs, regulators and other authorities who require reports of processing activities in certain circumstances;
• to Members of The Press Association for the purpose of press coverage;
• to the police, regulatory bodies or legal advisers in connection with any alleged criminal offence or where We are under a duty to disclose or share Your Data in order to comply with any legal obligation;
• to governing and representative bodies of sport and recreation including local and county league’s to improve the management and co-ordination of sport within their territory, undertake marketing and survey participation (where we have your consent);
9. Cross Border Data Transfers
In the unlikely event we need to transfer and process Personal Data outside of the European Economic Area (“EEA”), we will let you know and provide an updated policy for you to consent to before Your Data is transferred.
10. Data Security
Unfortunately, the transmission of information via the internet and mobile networks is not completely secure. Although we will do our best to protect Your Data, we cannot guarantee the security of Your Data transmitted. Any transmission is at your own risk. Once we have received Your Data, we will use strict procedures and security features to try to prevent unauthorised access.
In order to streamline the club registration process we will collect your registration data electronically via Survey Monkey (surveymonkey.co.uk). Survey Monkey have their own privacy and GDPR policies which we encourage you to read. In summary Survey Monkey are a data handling service and your data remains under the control of Gravesend Ladies Hockey Club throughout and will not disseminated in any way by Survey Monkey. Your data will remain on Survey Monkey for up to 28 days after registration for the club closes at which point is will be transferred to Pitch Hero and then deleted from Survey Monkey. Survey Monkey will then delete your data from all their systems and backup within 90 days.
If you wish to opt out of the electronic data collection via Survey Monkey please download a registration form from https://www.pitchero.com/clubs/gravesendladieshockeyclub/ or request a paper registration from your captain or member of the committee for manual completion.

Information you provide to us is stored on Pitch Hero Limited Servers. We have implemented appropriate physical, technical and organisational measures designed to secure your information against accidental loss and unauthorised access, use, alteration or disclosure. In addition, we limit access to personal data to those officers of the club, that have a legitimate need for such access.
Pitch Hero Limited separately publish their privacy notice/policy and we encourage you to read this.
11. Links to Other Websites
Our communications may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these, we encourage you to read the privacy notice/policy of every website you visit.
12. Legal basis for processing your personal data
We will only use your personal data where the law allows us to. Most commonly, we will use your personal data in the following circumstances:
• To arrange league and friendly games, training events, social events and other activities in connection with us or Gravesham Sports Trust;
• where necessary for compliance with a legal or regulatory obligation we are subject to; and
• for our legitimate interests (as described within this policy) where your interests and fundamental rights do not override these interests.
13. Access to, updating, deleting and restricting use of data
It is important that the personal data we hold about you is accurate and current. Please keep us informed if the personal data we hold about you changes.
Data protection legislation gives you the right to object to the processing of your personal data in certain circumstances or withdraw your consent to the processing of your personal data where this has been provided. You also have the right to access information held about you and for this to be provided in an intelligible form. If you would like a copy of some or all of your personal data, please send an email to info@glhc.co.uk. In certain circumstances we reserve the right to charge a reasonable fee to comply with your request.
You can also ask us to undertake the following:
• update or amend Your Data if you feel this is inaccurate;
• remove Your Data from Our database entirely;
• send you copies of Your Data in a commonly used format and transfer Your Data to another entity where you have supplied this to us, and we process this electronically with your consent or where necessary for the performance of a contract;
• restrict the use of Your Data.
We may request specific information from you to help us confirm your identity and your right to access/provide you with the personal data we hold about you or make your requested changes. Data protection legislation may allow or require us to refuse to provide you with access to some or all of Your Data/comply with requests made in accordance with your rights referred to above. If we cannot provide you with access to Your Data, or deal with any other request we receive, we will inform you of the reasons why, subject to any legal or regulatory restrictions.
Please send any requests relating to the above to our Data Protection Lead at info@glhc.co.uk specifying your name the action you would like us to undertake. Note that is relation to requests to access Your Data, we reserve the right in certain circumstances to charge a reasonable fee to carry out your request.
14. Right to withdraw consent
Where you have provided your consent to the collection, processing and transfer of your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of data processing based on consent before it is withdrawn. To withdraw your consent please contact us at info@glhc.co.uk
15. Changes to our privacy policy
Any changes we may make to this privacy policy in the future will be posted in the policies section of our www.glhc.co.uk website. We encourage you to check this privacy policy from time to time for any updates or changes to the privacy policy. If we would like to use your previously collected personal data for different purposes than those we notified you about at the time of collection, we will provide you with notice and, where required by law, seek your consent before using your personal data for a new or unrelated purpose. We may process your personal data without your knowledge or consent where required by applicable law or regulation.
16. Contact us
If You have any questions, comments or requests regarding this policy or how We use Your Data please contact our Data Protection Lead at info@glhc.co.uk. This is in addition to your right to contact the Information Commissioners Office if you are unsatisfied with our response to any issues you raise at https://ico.org.uk/global/contact-us.
Policy Updated SJ 19/09/2019
Revisions in italic

Terms and Conditions

Delegate (if appointed) or home Captain shall assume authority for the pitch and its surrounding area.

Captains, Umpires and Match Delegates (if appointed) should:

1. Agree the location of managers, coaches, substitutes and suspended players during the suspension and from where substitutions will take place.
2. Satisfy themselves as to the quality and safety of the pitch and its facilities and ensure that other pitch side furniture is removed to the safest location.
3. Check the availability and location of an emergency telephone and first aid.
4. Agree with home team officials the location and allowed proximity of spectators.
5. Substitutes should warm up in clothing of a colour other than the participating teams in the agreed area of the pitch side.
6. Coaches and managers must remain in their designated areas.
7. Vocal communication by team officials and players on the bench must not, in any way, be directed at the umpires or players of the opposing team.
8. Players not taking part in the game, or those in subsequent of previous matches, must not knock up or cool down on or near the pitch whilst the match is in progress.
9. Post match inquests should be held away from the pitch.
10. Spectators should be advised, if necessary, of matters relating to their conduct and particularly in so far as this affects the game in hand.
11. Small children should not be allowed to wander freely around the perimeter of the pitch whilst games are in progress. Children should remain under the control of the parents/guardians at all times.
12. Babies in push chairs should not be left parked on the side of the pitch.
13. Captains, coaches and managers should be responsible for their own conduct and the conduct of their players at all times.
14. Anyone caught urinating at the side of the pitch will be asked to leave the pitch and reported to the Gravesham Sport Trust for further disciplinary procedures.