What personal data we hold about you or your daughter:
You give us information about you or your daughter by filling in our forms, or by corresponding with us by phone, our website, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us includes your name, date of birth, address, e-mail address, parental consent if you are under 18, and phone numbers. We also ask for relevant health information.

Why we need your personal data:
The reason we need your data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our basis for processing your personal data is that we have an obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:
For training and competition entry
• sharing personal data with club coaches or officials to run training sessions;
• sharing personal data with club team managers to enter competitions;
• sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

For funding and reporting purposes
• analysing anonymised data to monitor club trends, e.g. SEWLA and ELA, who use your data to regulate, develop and manage participation in lacrosse
• sending an annual club survey to improve your experience as a club member

For membership and club management
• processing of membership forms and payments;
• sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
• club newsletter promoting club activity; and
• publishing of competition results

Marketing and communications (where separate consent is provided)
• sending information about promotions and offers from sponsors;
• sending information about selling club kit, merchandise or fundraising.

Any health data we hold on you is only processed for the purpose(s) of passing health information to coaches to allow the safe running of training sessions. We will also need your explicit consent to process this data, which we will ask for when you complete our forms.

The club has the following social media pages - Facebook, WhatsApp, Twitter, Instagram. All our members are free to join these pages. If you join the Social Media pages, please note that provider of these platforms have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with:
Personal data will also be shared with some third party service providers, who will process it on our behalf for the purposes identified above. These third parties include: Pitchero (the provider of our website, membership database, document storage facility, and some communication tools) and Google, (gmail, google docs, google drive). The Club secretaries have password controlled access to the data held on Pitchero and Google. The links to the Pitchero and Google Privacy Policies can be found here: http://www.pitchero.com/privacy-policy https://policies.google.com/privacy/update?hl=en
Some of your personal data will be shared with coaches, team managers, club volunteers and some other club officials for the purposes of running training sessions or matches and to ensure that we have adequate safeguarding in place.

How long we hold your personal data:
We will hold your personal data on file for as long as you are a member with us. Member data is updated every year on membership registration forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account. Your data is not processed for any further purposes other than those detailed in this policy. Please remember that at any time you can log in to your Pitchero account, and select "settings" from the drop down menu under your name where you can: Amend your data, Set your e-mail preferences or Close your account. Records from matches or games (team sheets, match reports etc.) may be held indefinitely to maintain a record of the game.

Your rights regarding your personal data
You may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
You are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we will not be able to register or administer your membership.

How can you get in touch:
You can get in touch via our website (http://www.pitchero.com/clubs/harpenden) or directly with the Club secretaries – harpendenlacrosseseniors@hotmail.co.uk or harpendenlacrossejuniors@hotmail.co.uk

Harpenden Lacrosse Club

Safeguarding & Protecting Young People

Role description for Welfare Safeguarding Officer