HILLCREST NETBALL CLUB
Privacy Notice for Members - (How we use your information)
Under data protection law, individuals have a right to be informed about how Hillcrest NC uses any personal data that it holds about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about members and in the case of U18 members their parents.
We, Hillcrest Netball Club (“Hillcrest”), are the ‘data controller’ for the purposes of data protection law.
We do not have a data protection officer, for any information please contact the Secretary (see ‘Contact us’ below).
The categories of member information that we collect, hold and share include:
• Contact details, contact preferences, date of birth
• Characteristics, such as ethnic background
• Details of any medical conditions, including physical and mental health
• Attendance information
• Safeguarding information
Why we collect and use this information
We use the member data:
• to affiliate with England Netball
• to report to the netball leagues that we ourselves are a member of
• to monitor and report on member activity in the club
• to provide appropriate pastoral care
• protect member welfare
• to comply with the law regarding data sharing
The lawful basis on which we use this information
We only collect and use members’ personal data when the law allows us to. Most commonly, we process it where:
• we need to comply with a legal obligation
Less commonly, we may also process members’ personal data in situations where:
• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)
Where we have obtained consent to use members’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.
Some of the reasons listed above for collecting and using members’ personal data overlap, and there may be several grounds which justify our use of this data.
Collecting member information
Whilst the majority of member information you provide to us is required for us to comply with England Netball and the netball leagues, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation.
Storing member data
We keep personal information about members while they are a member of Hillcrest. We may also keep it beyond their membership period if this is necessary in order to comply with our legal obligations.
Who we share member information with
By submitting your trials form you agree to us sharing your information with England Netball, Surrey Netball League and Metropolitan Netball League. We only share information about members with any third party without consent unless the law and our policies allow us to do so.
Where it is legally required or necessary (and it complies with data protection law) we may share personal information about members with:
• The member’s family and representatives
• Suppliers and service providers – to enable them to provide the service we have contracted them for
• Health and social welfare organisations
• Professional advisers and consultants
• Charities and voluntary organisations
• Police forces, courts, tribunals
• Professional bodies
Why we share member information
We do not share information about our members with anyone without consent unless the law and our policies allow us to do so.
Requesting access to your personal data
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the club holds about them.
Parents also have the right to make a subject access request with respect to any personal data the club holds about them.
If you make a subject access request, and if we do hold information about you, we will:
• Give you a description of it
• Tell you why we are holding and processing it, and how long we will keep it for
• Explain where we got it from, if not from you
• Tell you who it has been, or will be, shared with
• Let you know whether any automated decision-making is being applied to the data, and any consequences of this
• Give you a copy of the information in an intelligible form
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:
• Object to the use of personal data if it would cause, or is causing, damage or distress
• Prevent it being used to send direct marketing
• Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
• In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
• Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact the Secretary.
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact the Secretary, Sandie Richardson
Alternatively, you can make a complaint to the Information Commissioner’s Office:
• Report a concern online at https://ico.org.uk/concerns/
• Call 0303 123 1113
• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
If you would like to discuss anything in this privacy notice, please contact the Secretary at the club on email@example.com