Policy Statement:

Our data protection policy sets out our commitment to protecting personal data and how we implement that commitment with regards to the collection and use of personal data.

We are committed to:

Ensuring that we comply with the eight data protection principles, as listed below
Meeting our legal obligations as laid down by the Data Protection Act 1998, Freedom of Information Act 2000, Access to Health Records Act 1990, General Data Protection Requirements 2018
Ensuring that data is collected and used fairly and lawfully
Processing personal data only in order to meet our operational needs or fulfill legal requirements
Taking steps to ensure that personal data is up to date and accurate
Establishing appropriate retention periods for personal data
Ensuring that data subjects' rights can be appropriately exercised
Providing adequate security measures to protect personal data
Ensuring that a nominated officer is responsible for data protection compliance and provides a point of contact for all data protection issues
Ensuring that all club officers are made aware of good practice in data protection
Providing adequate training for all staff responsible for personal data
Ensuring that everyone handling personal data knows where to find further guidance
Ensuring that queries about data protection, internal and external to the organisation, are dealt with effectively and promptly
Regularly reviewing data protection procedures and guidelines within the club

Data protection principles:

Personal data shall be processed fairly and lawfully
Personal data shall be obtained for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes
Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed
Personal data shall be accurate and, where necessary, kept up to date
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes
Personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998
Appropriate technical and organisational measures shall be taken against unauthorised and unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data
Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data
Individuals have the right to request access to; or withdrawal of; their personal information

What Information we collect and why:

Type of Information	Purposes	Legal basis of processing
Member's name, address, telephone numbers, e-mail address(es), Gender	Managing the Member’s membership of the Club.	Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club.
	Liaising with league officials
Emergency contact details	Contacting next of kin in the event of emergency	Performing the Club’s contract with the Member.
Medical Information	Improve Health and Safety Provision. We have a duty of care regarding your health and we may need to share the information you provide us with health professionals regarding injuries in the event of an emergency	Performing the Club’s contract with the Member.
Date of birth / age related information	Managing membership categories which are age related	Performing the Club’s contract with the Member.
Coaching / Umpire Qualifications	Managing the Member’s membership of the Club.	Performing the Club’s contract with the Member.
Telephone numbers and contact information	In order to contact you about your availability, relevant club information and club/ relevant events	Performing the Club’s contract with the Member.
Contact emails & telephone numbers	To support and promote links between PVLHC members whether playing or non playing. These uses include: the mailing and emailing of news; promotion of relevant opportunities, benefits, services and events; friend-finding; enabling members to give back to PVLHC and its past, present and future players through supporting recruitment, volunteering initiatives, fundraising and research within the community.	Performing the Club’s contract with the Member.

Information Breach Process for PVLHC:
In the event of a Breach of information this may include loss of information or theft PVLHC has a legal obligation to report this to the Information Commissioners Office (ICO). To view our GDPR flowchart please refer to the Data Protection policy on our Document section of the website.

Plym Valley LHC

PVLHC AGM minutes 2018