We may collect and process Your Data in the following circumstances:
•Whenever you register with the club using a Jotforms registration form
whenever you join the club website using Pitchero
• whenever you or a third party provide Your Data on an online form on PITCHERO.COM (for example, when you submit video, images and other material via android and mobile applications, when you enter competitions or free prize draws etc.
• when you join the website Pitchero may also collect data in the following ways:
IP Address - Pitchero may collect information about your device, including where available your Internet Protocol address, for reasons of fraud protection. They may also collect information about your device’s operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

Cookies – The Pitchero site uses cookies to distinguish you from other users of the Site. This helps them to provide you with a good experience when you browse our Site and also allows us to improve our Site. For detailed information on the cookies Pitchero use and the purposes for which they use them see their Cookie Policy here https://www.pitchero.com/privacy-policy

We collect and process personal data from you or your parent when you join the club or the website and when we carry out annual renewals of your membership. This includes:
• your name
• your gender,
• your date of birth,
• your home address, email address and phone number;
• your passport and NI details, where we have to check your eligibility or ability to work for us;
• your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
• your payment and/or bank account details, where you provide these to pay for a membership;
• your marketing preferences, including any consents you have given us;
• your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports which can include video and pictures with both participating clubs consent, and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about yourself by your parents.
We may receive information relating to your existing registrations with other clubs or ice hockey bodies or disciplinary history from the EIHA through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and EIHA on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:

• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
o taking payments;
o communicating with you;
o providing and arranging the delivery or other provision of products, prizes or services;
• As required by the Club to conduct our business and pursue our legitimate interests, in particular:
o we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
o we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
o we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought;
o we use data of some individuals to invite them to take part in market research or surveys;
• Where you give us consent:
o we will send you direct marketing or promotional material by email;
o we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
o on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
• For purposes which are required by law:
o we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
o we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
o we may respond to requests by government or law enforcement authorities conducting an investigation.

How does the EIHA use any of my information?

The EIHA provides GMS, but make its own use of the following information:
• your name;
• your gender;
• your date of birth;
• your EIHA ID (as assigned in GMS);
• your home address, email address, and phone number; and
• your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary, etc.
The EIHA uses this information as follows:
• As required by the EIHA to conduct its business and pursue its legitimate interests, in particular:
o communicating with you or about you where necessary to administer Ice Hockey in England, including responding to any questions you send to the EIHA about GMS;
o administering and ensuring the eligibility of players, match officials, and others involved in English ice hockey – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
o maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
o monitoring use of GMS, and using this to help it, monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;
o maintaining statistics and conducting analysis on the make-up of ice hockey's participants;
o ensuring compliance with the current EIHA Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other ice hockey bodies, and registration of players; and
o communicating with you to ask for your opinion on EIHA initiatives.
• For purposes which are required by law:
o The EIHA will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o The EIHA may respond to requests by government or law enforcement authorities conducting an investigation.

UPDATED July 2021