Policies

DATA PROTECTION POLICY
Penarth Ladies Hockey Club recognises that personal data in relation to its members (in particular contact details and address information) is required to support membership, member’s safety, regular communication and registration with hockey’s governing bodies. This policy gives information on how we collect and processes your personal data. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

What information will Penarth Ladies Hockey Club collect about me?
• The Club collects and stores data on its members where it is necessary for our legitimate interests of running a sports club and your interests and fundamental rights do not override those interests.
• We will collect data through direct interaction with you. This could be by filling out membership forms or otherwise, submitted by post, phone or email. The data collected will consist of basic personal identity and contact information such as your name, email address, postal address, landline telephone or mobile number, and date of birth, depending on the activity involved.
• We will make reasonable efforts to confirm that the data we hold on our members is up to date on an annual basis as part of renewing the membership of these members. Where a member provides notification that any data has changed, this should be updated as soon as possible and any previous data deleted.
• We will collect information relating to children (under 18 years) for the purposes of providing activity for junior members. The information may also include information about medical conditions and seeking consent to take and use photographic and moving images. Both items will enable us to fulfil our welfare and safeguarding obligations and provide a safe environment for all junior participants. As these are special categories of personal data, we will obtain parent/guardian consent to collect and store this information.

How will Penarth Ladies Hockey Club use and store the information it collects from me?
We will use your personal information for the purposes of running the sports club and facilitating the administration and organisation of the club. This could include;
• Contacting you with details of activities such as training and matches
• Contacting you about social activities/events
• Contacting you about social or administrative updates that relate to the Club as a whole
• Providing the club committee with aggregated membership information, such as number of members.
• Sharing your contact details with membership if you are a team captain or hold a committee position which requires you to be contactable by membership.
• We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
• If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so, including obtaining your consent if necessary.
• Information submitted in hard copy will be stored securely by the Club Secretary
• Information submitted in hard copy, along with information submitted electronically will be stored electronically to maintain a list of members. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those members of the sports club who need to contact members as part of their role within the club.
• We do not transfer your personal data outside the European Economic Area (EEA).

Will Penarth Ladies Hockey Club share my information with anyone else?
• We will keep your information confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies) or as described in this section.
• Membership data may also be shared with Third Parties only to facilitate the purposes outlined above. This could include sites which facilitate match selection (e.g. Teamer).
• We will take appropriate measures to satisfy ourselves that any data shared with Third Parties is only used to facilitate club activities. We will seek confirmation that the Third Party providers are compliant with GDPR.

How long will Penarth Ladies Hockey Club keep my information for?
• We will only retain your personal data for as long as necessary to fulfil the purpose of its original collection. Information on club members will retained as long as the individual remains a member of the Club. If an individual does not renew their Club membership their data will be retained for up to three years and then deleted.
• For special categories of personal data (such as medical information) we will delete this data as soon as we become aware an individual is no longer a member of the Club.

Subject Access Requests
• Any individual may contact us in writing and ask to be provided with all data the Club holds on them. They may also request that their data is deleted or corrected. Any Club member who receives such a request should contact the Club Captain in the first instance. This information must be provided with one month of the request being received.

Breach process
• If at any point any club member becomes aware of a breach of this policy they should notify the Club Captain.
• This Policy will be reviewed annually and updated with any amendments to data protection regulation and best practice.