DATA PRIVACY POLICY
1. About this Policy
1.1 This policy explains when and why we collect personal information about our members and coaches, how we use it and how we keep it secure and your rights in relation to it.
1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website at https://www.pitchero.com/clubs/olddown regularly for any amendments.
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2. Who are we?
We are OId Down Cricket Club (the “Club”). We can be contacted via the Secretary at The East Barn, Lower Tockington Rd, Tockington Bristol BS32 4LE.

3. What information we collect and why

Type of Information	Purpose/ Processing Activity	Lawful Basis for processing under Article 6 of the GDPR.
Member's name, address, telephone number, email address, school year (where applicable), bank or payment details	Managing the Member's membership of the Club and collection of membership or any other fees	Performing the Club's contract with the Members and for the purposes of our legitimate interests in running the Club
The names and ages of the Member's dependants (if they play for the Club) or any other junior players	Managing the Member's and their dependants membership of the Club	Performing the Club's contract with the Member's
Emergency contact details	Managing membership categories which are age related	Performing the Club's contract with the Member's
Medical conditions	Dealing with medical needs/specific requirements	Providing relevant data in a medical emergency to a medical professional
Gender	Provision of adequate facilities for Member's and reporting information to the England and Wales Cricket Board (ECB)	For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities for each gender. To maintain diversity data required by the ECB and/or league admininistrators
Photos and videos of Members	Putting on the Club's website and social media pages	We will assume the Member's consent at the renewal of each membership period. The member may withdraw their consent at any time by contacting any member of the Club Committee by email or letter
The Member's name and email address	Creating and managing the Club's online Membership directory	Performing the Club's contract with the Member's and for the purposes of our legitimate interests in opertaing the Club

4. How we protect your personal data
4.1 We will not transfer your personal data outside the EU without your consent.
4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.4 For any payments which we take from you online we will use a recognised online secure payment system.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.
5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf. This includes the ECB for the purposes of managing the Play Cricket website and information, the Gloucester Cricket Foundation, Bristol & District Cricket Association and North Somerset Cricket Association for the purposes of managing cricket leagues and related activity and to Pitcheroo who manage our website and payment collection or Sum Up who we use for card payment collections. We disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. These third parties may have separate privacy policies that will also apply to how they manage your personal data.
5.3 We will also share your personal information with the appropriate coaches, captains and officials at the Club to administer a players involvement in training sessions, matches and other cricketing activities, including Club newsletters or other Club or Club sponsor related communications (eg WhatsApp messages). The Club may also be required to disclose your personal data to the ECB, Gloucestershire Cricket Foundation, Bristol & District Cricket Association or the North Somerset Cricket Association in relation to a players cricket activity.

6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
6.2 We securely destroy all financial information once we have used it and no longer need it.

7. Your rights
7.1 You have rights under the GDPR: (a) to access your personal data (b) to be provided with information about how your personal data is processed (c) to have your personal data corrected (d) to have your personal data erased in certain circumstances (e) to object to or restrict how your personal data is processed (f) to have your personal data transferred to yourself or to another club in certain circumstances.
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner. Contact details for them can be found on their website at https://ico.org.uk/concerns
For more details, please address any questions, comments and requests regarding our data processing practices to the Secretary via the email address on our Contacts page on our website.

Old Down Cricket Club

Code of Conduct

Recreational Conduct Regulations

Safeguarding Policy Statement 2024

Privacy Policy

Minutes from 2024 AGM