PRIVACY POLICY

Harris Academy Rugby Football Club (hereafter “the Club”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy sets out the purposes for which the Club will collect, hold and use your personal information and how this might be shared with third-parties. It also explains your rights in respect of your personal information.

1. What personal information does the club collect?

The Club MAY collect, hold and use the following information from or about you :-

* Your name, address, date of birth, telephone number and email address ;
* Your nationality ;
* Your bank account and payment details ;
* Details related to your education, qualifications or training (including Protecting Vulnerable Groups {PVG} scheme membership details) ;
* Details related to your rugby union participation ;
* The information you provide when reporting a serious injury or submitting an insurance claim to Scottish Rugby's insurers. This may include health and medical information ;
* Your image (if filmed or recorded during your participation in matches, competitions or events or when attending our matches, competitions or events).
* Details of your use of the Club's website.

It is your responsibility to check and ensure that all the personal information you provide to the Club is correct, complete, accurate and not misleading. If you become aware that any of the personal information the Club holds about you is out of date or is otherwise inaccurate, please contact our Hon. Secretary using the details set out at the end of this Privacy Policy.

If you are providing personal information on behalf of any other person, you must ensure that you have that person's permission to do so and for their personal information to be processed in accordance with this Privacy Policy.

Please note that filming and photography may take place at our matches, competitions and events. By attending any match or event, you agree to your image being filmed, photographed or recorded at that match, competition or event and grant your permission, free of charge, for the Club to use such images in pictures and/or films (including publication on the internet and in social media).

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2. Why does the club collect your personal information?

The Club MAY collect, hold and use personal information from or about you for the following purposes :-
* to manage, develop, promote and administer matches, competitions and events and the sport of rugby union and your participation in the same (and to keep in contact with you for such purposes) ;
* to monitor, assess, record and report on your performance or participation in rugby union (and to keep in contact with you for such purposes) ;
* to monitor, assess, record and report on your welfare, safety and injuries (and to keep in contact with you for such purposes) ;
* to review, monitor, record, verify and enforce rugby union or other event/competition based participation requirements such as registration, movements and transfers, qualifications, discipline, anti-doping and eligibility and to keep in contact with you for such purposes) ;
* to compile and provide reports and statistics related to the sport of rugby union, matches, competitions and events and/or your participation in it (and to invite you to participate in surveys related to the same) ;
* to keep you informed via mail, email, SMS or telephone about club events/functions (only if you you have agreed to be contacted in this way and subject to your ability to withdraw that agreement at any time) ;
* for record keeping ;
* to comply with applicable laws or regulations, court orders, law enforcement and fraud prevention requirements (including PVG requirements).

3. Who we share your personal information with and why

The Club will share your personal data with Scottish Rugby through Scottish Rugby's Registration System (SCRUMS) and for other purposes such as PVG, insurance, disciplinary matters etc.

Also your name, address, email address and telephone number may appear on the Club's website if you are a relevant contact or office bearer in the club. Further each member of the Club will be provided with the contact details of each member of the Club committee.

4. How your personal information is protected and where it is kept

All Club members' (playing and non-playing) personal information will be held, as a hard copy, in the Club Hon. Secretary's home and within his home computer and mobile 'phone.

Some personal information (mobile 'phone number and email address) will be held on the mobile phones of the Club President, Club Captain, Club Coach, the Club's Match & Fixture Secretary, the Club's Media/Sponsorship Convener and the committee member dealing with on-line membership.

They will take all reasonable security measures to prevent unauthorised access to your personal information.

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5. How long is your personal information kept?

Your personal information will be held for no longer than is reasonably necessary for the purpose for which it was obtained.

The Club will carry out periodic reviews of the personal information that it holds about you to ensure that this is the case. Your information will be removed from the Club's records one year from the end of the last season in which you were a fully paid up member of the Club. However, your information MAY be held for longer than this for historical, statistical and record keeping purposes in respect of disciplinary matters, insurance purposes, competition results and scores.
Records of your involvement in a match, competition or event, on team sheets, on results pages or in match reports may be held indefinitely to maintain a record of the game.
The Club MAY also retain your personal information to maintain historical, statistical and statutory records, in accordance with applicable laws, regulations or guidance.

6. Your rights

* You have the right to request that any inaccurate or incomplete personal information that the Club holds about you is modified or corrected at any time.

* In certain circumstances, you have the right to request that the Club deletes the personal information it holds about you at any time (although this may adversely affect your ability to participate in the Club's matches, events and competitions).

* In certain circumstances, you have the right to request that the Club restricts or stops the processing of your personal information for specific purposes at any time (although this may adversely affect your ability to participate in the Club's matches, events and competitions).

* In certain circumstances, you have the right to request that the Club provides you with your personal information in a particular format for your own re-use.

* You have the right to access (without charge) the personal information that the Club holds about you by making a “subject access request” to the Club's Hon. Secretary.

To exercise any of the above rights, please contact the Club's Hon. Secretary, whose contact details are below. Any requests will be considered under applicable data protection legislation. If you remain dissatisfied, you have the right to raise a complaint with the Information Commissioner's Office at ww.ico.org.uk

7. Amendments to this Privacy Policy

The Club may change this Privacy Policy at any time. Changes will be published on the Club's website and the date of the most recent revision will appear at the bottom of the page. If changes are significant, these will be notified to you.