Privacy Notice

Guernsey Hockey LBG (“Hockey Club”) understands that your privacy is important to you and that you care how your personal data are used. We respect and value the privacy of all of our members and will only collect and use personal data in ways that are described here, which is consistent with our obligations, legitimate interest and in keeping with your rights.

Information About the Hockey Club
Guernsey Hockey LBG is registered in the Bailiwick of Guernsey, No. 47553. It is also a registered Charity, No. CH247 and it is registered with the Office of the Data Protection Authority (“ODPA”) under both of those registration numbers.

Registered office address: The Hockey Club, Osmond Priaulx Memorial Fields, Foote’s Lane, St. Peter Port, Guernsey, GY1 2UL.

We do not have a Data Protection Officer, but any issues regarding your personal data please contact us; email: admin@guernseyhockey.com, telephone: +44 1481 259553, or by post: PO Box 584, St Peter Port, Guernsey, GY1 2UL.

In addition to contacting the Hockey Club, further information about your rights can also be obtained from the ODPA.

Personal Data
Personal data are defined by The Data Protection (Bailiwick of Guernsey) Law 2017 (“the Guernsey Law”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

It is any information that can identify you, such as contact details and email addresses, as well as, location data, identification numbers, focused photographs and images, and online identifiers. The club does not collect location data.

The Hockey Club is a Data Controller. That means we are responsible for determining the use and purpose of processing personal data and ensuring its safeguard.

Reasons for Processing Personal Data
Administrating a hockey club requires keeping current contact details of all our members; their personal details such as, date of birth, place of birth, gender and perhaps very limited medical conditions such as, asthma, dietary requirements or allergies.

The Hockey Club will also use social media platforms to promote the club’s activities and inform members of events, there is no targeted advertisement by the Hockey Club. Images of persons from sporting occasions held at the Hockey Club or events organised by the Hockey Club may be used where there is an expectation at such events photographs will be taken.

In order to manage personal data of our junior membership, persons below the age of 18 and who are still in full time education, a parent has to formally register and not the junior player, the data of the junior attaches to the adult.

We also need these data to maintain individual members’ financial accounts with the Hockey Club.

Basis for Processing Personal Data
The club processes personal data for a variety of bases. The main basis is legitimate interest, we need to process and maintain these data to effectively run the club and to keep in contact with past and present members. The other basis to process contact details is for a public task to share when necessary with the authorities for track and trace purposes.

We also have a contractual basis because the Hockey Club needs to maintain accounts for its members. The club also employs a small body of staff and has a lawful basis to process the personal data of staff.

We also process a very limited set of special categories of personal data relating to an individual’s health. The bases are; vital interest, not-for-profit and information publicly provided (through PITCHERO.COM) as part of the registration process. It is not a requirement that such information is provided to the Hockey Club, but in the event of a medical emergency that information may be available to provide to relevant persons in the vital interest of the individual.

What Happens to your Personal Data
Personal data are stored on our main administration system called PITCHERO.COM, a UK company providing a sports administration system. Personal details of the umpires are also stored on Teamer (an Irish subsidiary of PITCHERO.COM, called Beamax Limited).

Personal data are also stored within our accountancy system – QuickBooks Online.

Both systems are cloud based and all the personal data for PITCHERO.COM and Teamer are stored on servers based in Dublin, Ireland using AWS as their cloud provider. PITCHERO.COM and Teamer also uses HubSpot for its CRM which is US based but all data is processed in the EU before storage in the USA. The personal data processed is limited and HubSpot use standard contractual clauses to comply with GDPR equivalent legislation.

QuickBooks Online the data are stored in the USA and they are taking advantage of the EU/USA Privacy Shield. Unfortunately the EU courts ruled this is no longer compliant in July 2020. We await upon Intuit (parent company) to update their position on this. The personal data gathered on QuickBooks Online is a limited subset of the data collected through PITCHERO.COM. In addition QuickBooks holds data on suppliers, including individual contacts, necessary for the services provided, and is not used for prospecting purposes.

With respect to the personal data that PITCHERO.COM and QuickBooks Online process, they are both Data Controllers.

Please follow the links for their respective data protection notices;

QuickBooks Online
https://quickbooks.intuit.com/uk/gdpr/#:~:text=The%20EU%20General%20Data%20Protection,our%20own%20Data%20Stewardship%20Principles.

PITCHERO.COM and Teamer
https://www.pitchero.com/privacy-policy - Privacy Policy
https://www.pitchero.com/terms-of-service - Terms of Service
https://www.pitchero.com/cookie-policy – Cookie Policy
https://join.teamer.net/privacy - Privacy Policy

HubSpot (used by PITCHERO and Teamer)
https://knowledge.hubspot.com/ - FAQs
https://www.hubspot.com/security - Security
https://knowledge.hubspot.com/ - FAQs on EU data transfer to the USA.

The Hockey Club officers use a dedicated email service provided by Enrapture Limited, a local Guernsey hosting provider. The email servers are based in the UK. Enrapture is a data processor with respect to the Hockey Club.

Those members who play in England Hockey organised competitions have to have their names and dates of birth entered onto the England Hockey Competitions system. This will include members of the Ladies and Men’s 1st XI teams, juniors in the Guernsey Island teams and any further teams that take part in such competitions.

https://www.englandhockey.co.uk/privacy-policy - Privacy Policy

Access to your Personal Information and Rights
You are allowed to request the data we hold about you and ask the Hockey Club to; correct or amend data we hold on you, stop or restrict processing of personal data where there is no legal basis nor purpose to continue to do so, and erase data we hold on you where there are no legal grounds for us to retain. Where processing is voluntary, you are free at any time to withdraw consent to stop the processing of your personal data, such as images.

To make any of those requests, please email and specify clearly what you want achieved. Whether you make such access requests personally, via a third party and onward to a third party, we will have to undertake necessary verification checks to ensure it is a legitimate instruction. There are no costs for such requests unless it is a burdensome task.

How Long the Hockey Club Will Keep Personal Data
We will not keep your personal data for any longer than is necessary in light of the reasons for which it was first collected.

If data are no longer required for the fulfillment of these purposes, these will be deleted at regular intervals, unless data are still required for further processing or retention, which is more likely for the Club’s financial purposes, such as, keeping a record of those non-founding members who remain in debt to the Hockey Club and as required under Income Tax or other Guernsey Law requirements.

Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Guernsey Hockey

Clubhouse available for external use