Policies


Privacy policy

NORTH TAWTON RFC PRIVACY NOTICE
Summary of how we (North Tawton RFC) and the RFU use your data
• North Tawton uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes. Some data is shared with the RFU, who use your data to regulate, develop and manage the game.
• Data is also shared with England RFU and Devon RFU
• Where we, or the RFU to rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.
• Amongst the data, we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent; so that we can ensure we are aware of your condition and can that, you are supported appropriately.
• Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.
What does this policy cover?
This policy describes how North Tawton RFC (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.
It also describes your data protection rights, including a right to object to some of the processing, which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
• your name
• your gender,
• your date of birth,
• your RFU ID (as assigned in GMS)
• 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 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 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 you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU 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 use CCTV cameras to maintain the security of our premises, and may use this video to investigate incidents at the Club or its premises
• 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 RFU use any of my information?
The RFU provides GMS, but make its own use of the following information:
• your name;
• your gender;
• your date of birth;
• your RFU 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 RFU uses this information as follows:
• As required by the RFU to conduct its business and pursue its legitimate interests, in particular:
o communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;
o administering and ensuring the eligibility of players, match officials and others involved in English rugby – 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 rugby’s participants;
o ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
o communicating with you to ask for your opinion on RFU initiatives.
• For purposes which are required by law:
o The RFU 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 RFU may respond to requests by government or law enforcement authorities conducting an investigation.
Who will we share this data with, where and when?
In addition to sharing data with the RFU, we will share you data with: Devon RFU or England RFU
Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
How do I get in touch with you or the RFU?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, [or would like to opt out of direct marketing], you can get in touch at [email address] or by writing to [physical address
If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for [x] years after this.
Where we process personal data for marketing purposes or with your consent, we process the data for [x] unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract or for a competition, we keep the data for [6 years from your last interaction with us.]
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.
Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game

Terms and Conditions

NORTH TAWTON RFC
GENERAL DATA PROTECTION REGULATION (GDPR)
PRIVACY NOTICE – MEMBERS (including Players) AND VOLUNTEERS
Introduction and Contact
• North Tawton Rugby Football Club (‘the Club’) is a data controller and processor and, as such, is committed to protecting your personal data and respecting your
• For the purpose of the GDPR, the contact person is the Chairman, Mr James Miller
• We may update this Privacy Notice from time to time. Please check it regularly for any changes
Why we are providing this notice to you
The Club holds certain information (personal data) about you, which is required to operate the Club as a legal entity and as an organisation belonging to its members. We are required, by law to give you certain information about your personal data, how we use it and what safeguards are in place to ensure it is protected. This notice gives you that information.
Personal data held by us will be:
• Used lawfully, fairly and in a transparent
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those
• Relevant and limited only to the purposes we have
• Accurate and kept up to date
• Retained for only as long as is necessary for the purposes
• Kept securely.
Why we need the information – contractual
We need to collect personal information in order to manage your membership and we shall use it:
• To set up and administer your online membership
• To provide you with core membership services including information about Club meetings and events.
• To send you communications by e-mail or post in relation to the above
• To register your details with the English Rugby Union, in the case of playing members

If you are a volunteer, including coaches and officials, we shall use your personal information:
• To enable us to provide you with the information required to carry out your duties on behalf of the
• To send you communications by e-mail or post in relation to your
Why we need the information – legal
The Committee hold personal data in their capacity as data controller for the proper administration of the club in accordance with their legal obligations including those of the England Rugby Union regulations. This includes the need to process your data to contact you in relation to your membership of the Club and its activities or in respect of your duties as a volunteer.
Why we need the information – legitimate interests
We may use your personal information for legitimate interests including:
• To promote the Club and its activities by sending information about Club events including booking
• To promote the game of rugby by sending information on rugby generally or as requested or directed by the England Rugby
• To communicate with you regarding queries, complaints or allegations in relation to the Club and its Rules. We shall use your personal information to follow up or investigate these queries, complaints or allegations and to take appropriate
In connection with the above, you have the right to object to your personal information is being used in this way. If we agree with your objection, this may affect our ability to provide you with the benefits or requirements of you as a member or volunteer.
Why we need your personal information – other purposes
We may require too use your personal information for other purposes. In this case, we shall provide you, in advance, with an additional privacy policy on how we shall use your personal information.

What data we need and where we obtain it
The types of data about you and which we hold and process includes:
• Contact details- name, address, telephone number, e-mail address
• Membership category and value
• Bank details
• Relevant correspondence and documents relating to your membership of, or duties with the Club and your interest and participation in its
In the case of junior members, we additionally hold contact details of parents, etc. together with dates of birth and any relevant medical details, which may be required in an emergency.
In the case of players, we may also ask for personal information relating to your personal development as a rugby player, including nutrition requirements.
The personal data held (obtained directly from you), either online through the Club’s website or by means of completed forms.
Those that we may share this data with
From time to time, we may share your personal data with those who carry out services that help us carry out our duties and rights in relation to the Club. These include:
• Legal advisers
• Independent accountants
• Supplier of IT services in relation to membership systems
• Bankers
• In the case of junior members, our age group rugby coaches for junior members in their group
• In the case of playing members, we require to register your details with England Rugby’s Registration System (GMS).
Those referred to above will not share this data with other persons or organisations. They agree to implement reasonable contractual and technical protection, to keep your data confidential, not to sell your personal data to third parties and to not disclose your personal data to third parties except as may be required by law; or as permitted by the Club or as stated in this Privacy Policy.
We do not carry out any automated processing for marketing purposes using your personal data and, although we will use your data to inform you of Club activities and events and those advised to us by the ERFU, we will not share your personal data with anyone else for marketing purposes.

How we protect your personal information
Your personal information is stored on GMS in the case of members and otherwise on the Club’s computer. These are based in the United Kingdom and accessed by our staff and volunteers for the purposes outlined above. Access is password protected.
You have online access to your own personal membership information but not to that of any other member.
How long we keep your data
We shall only keep your personal data for as long as we need in order to fulfil the purposes for which it was collected and for so long afterwards as we consider may be required to deal with any questions or complaints that we may receive about our administration of the Club, unless the law requires us to keep it for a longer period.
Your Rights
You have a right of access and a right to obtain a copy of the personal data that the Club holds about you. You also have a right to ask for correction of personal data if there are any errors or if the data is out of date.
In some circumstances, you may also have a right to ask the Club to restrict the processing of your personal data, to object to processing or to transfer or erase your personal data.
If you require to exercise any of these rights, please e-mail the Director- Finance. You also have the right to lodge a complaint in relation to this privacy notice or the Club’s processing activities with the Information Commissioner’s Office (www.ico.org.uk).

RFU & RFUW Equity Policy Statement
1. POLICY STATEMENT
3. IMPLEMENTATION
The RFU/RFUW recognises the importance of affording equity, equal opportunity and fair treatment to all present and potential employees and members.
The RFU/RFUW will seek to promote equity and equality through:
• The monitoring of practices, procedures and data relating to the operations of competitions, schemes, initiatives and development materials;
The RFU/RFUW aims to ensure that all people irrespective of their age, gender, ability, race, religion, ethnic origin, creed, colour, nationality, social status or sexual orientation have a genuine and equal opportunity to participate in rugby union at all levels and in all roles. That is, as a beginner, participant or performer, and as a coach, official, referee, manager, administrator or spectator.
• A regular review of existing rules and regulations to ensure that they do not inhibit the participation of people from groups which may suffer discrimination; • Increasing collaboration with partner organisations to ensure equity, fair and consistent treatment of all members;
It is the aim of the RFU/RFUW in its relationships with its members, employees, job applicants and in the provision of its services, not to disadvantage any individual by imposing any conditions or requirements which cannot be justified. Failure to comply may result in disciplinary action being taken.
• The provision of appropriate training for all employees, members of the Executive Committee and other key volunteers of the RFU/RFUW to raise awareness of both collective and individual responsibilities, to support their progress within the Union and, where appropriate, provide specialised facilities, equipment and individual training. In pursuance of this policy, the RFU/RFUW may take special measures or positive action in favour of any group which is currently under-represented in its membership, representative bodies or its workforce. In this, the RFU/RFUW recognises its legal obligations under the following acts of Parliament:
Advice and training will be given to all those working for or on behalf of the Unions. Direct discrimination is defined as treating a person less favourably than others are or would be treated in the same or similar circumstances.
• Race Relations Act 1976 (Amendment 2000) • Equal Pay Act 1970
• Sex Discrimination Acts 1975, 1986, 1999
• Disability Discrimination Act 1995
Indirect discrimination occurs when a requirement or condition is applied which, whether intentional or not, adversely affects a considerably larger proportion of people of one race, sex or marital status than nother and cannot be justified on grounds other than race, sex or marital status.
• Rehabilitation of Offenders Act 1974 • Human Rights Act 1998
2. OBJECTIVES
4. MONITORING
The RFU/RFUW Equity Policy has the following objectives:
• The Equity and Ethics Manager of the RFU/Managing Director of the RFUW will be responsible for providing their respective Unions with data for monitoring the effectiveness of this policy, and for providing information to members about the policy and its implementation and impact;
• To adopt a planned approach to eliminating perceived barriers which discriminate against particular groups. This will include widening the traditional approach and include communities experiencing disadvantage, poverty and health inequalities;
• The RFU/RFUW will continuously monitor and review the selection criteria and procedures in relation to participation and employment to ensure individuals are selected, promoted and treated solely on the basis of the skills and abilities that are appropriate to the position;
• To ensure that no-one working or wishing to work for or on behalf of the RFU/RFUW receives less favorable treatment on the grounds outlined in the Policy Statement above;
• To give clear guidance to individuals working within the RFU/RFUW, either employed or as volunteers, on the commitment to equal opportunities;
• The RFU/RFUW will work with key equity partners and accountable officers within the respective organizations to ensure that all programmes and initiatives are inclusive.
• To ensure that all those who participate in rugby union, at all levels and in all roles, receive fair and equitable treatment;
• The RFU/RFUW reserves the right to limit competitions to persons of specific age, gender or disability groups where this is necessary to ensure equitable, safe and equal competition.
• To ensure that the format and content of all competitions, regulations and assessments provide equity for all, except where specific situations and conditions properly or reasonably prevent this;
6. RESPONSIBILITY
• To ensure that all materials prepared, produced and distributed by or on behalf of the RFU/RFUW promote a clear image of the profile of all those who are apart of the game.
The RFU/RFUW expects all those acting on behalf of the organisation to adhere to this policy. In pursuance of this policy the RFU/RFUW reserve the right to discipline any of its members or employees who practice any form of discrimination on the grounds of a persons age, gender, ability, race, religion, ethnic origin, creed, colour, nationality, social status or sexual orientation.
EQUITY POLICY Rugby Football Union, Rugby House, Rugby Road,Twickenham TW1 1DS , Tel: 020 8892 2000 Email: communityrugbyinfo@rfu.com