This policy outlines how PVLHC will manage your personal information and data. It must be implemented in conjunction with the PVLHC Data Protection Policy (available on the website) and is evidence of our compliance with, and club review of, new General Data Protection Regulations introduced in May 2018.

We take your privacy very seriously and so, in order to operate responsibly and safely, we need to collect personal data from you which will support your involvement with the club. We request you sign this form to ensure you give consent for us to share relevant information on your behalf.

This information will be:

used to maintain our membership database; your date will be collected via our website that is hosted on the Pitchero system and as such your data is also shared with them. Our Pitchero website and its systems are GDPR compliant and have been approved for use by England Hockey (EH).
shared with relevant third parties including regulatory bodies such as England Hockey, Umpiring and Leagues associations where match day reports, team sheets or other documents are submitted as a requirement of these organisation rules and regulations. Your information will not be shared with, or sold to, any third parties for the purposes of marketing or sales
used by authorised club members of PVLHC to support and promote links between PVLHC members
held within our systems for as long as you remain a member of the club or up to 3 years, evidence of membership and historic health/ injuries related information. When you cease to be a member all personal data will be deleted within 6 weeks of the date of your resignation

You have the right to

access any information that we hold about you
withdraw your permissions at any point
ask for your details to be destroyed

There are a few exceptional circumstances where we would disclose information without your consent. These can be found in our Safeguarding Policy.
You will be informed if there has been any inappropriate or accidental breach of your data. All such breaches will be reported to the PVLHC Data Protection Officer (Secretary), England Hockey and ultimately the Information Commissioner’s Office General Manager and the Information Commissioner’s Office. If you need to make a complaint this may be activated through the same routes.

Please ensure that you have permission to supply us with your next of kin contact details and they are aware of our privacy policy. We will use their details only in the way laid out under “What information we collect and why in our Data Protection policy”

If the club needs to contact you we need your permission to do this; please update your Pitchero profile information for ways that we can contact you.

Data policy

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.

Terms and Conditions

Fair processing.

By submitting Personal Information to this website, you agree that Plym Valley Ladies Hockey Club (PVLHC) may process it in the manner described in this policy which describes our current practices with regard to Personal Information which is hosted by Pitchero Ltd. The term 'Personal Information' refers to information about you personally, which, from time to time, you will be asked to submit (e.g. name and email address) in order to receive or use services on our website. As a result of changes in the law and technology, our practices will change over time. When this happens, we will post the changes on our website as soon as is practicable and, therefore, we encourage you to check the site frequently. We will always deal with your Personal Information fairly and in accordance with your instructions.

Use of Personal Information
We will tell you the purposes for which we will process personal information. Such purposes include the following and further below in our Data information section:

maintaining our membership database.
to inform you of selection for teams or invitations to club events.
contacting you with information pertinent to your membership or application for membership and details of events and other matters which we think will be of interest to you.
marketing and market research.
internal use to help us improve our services and to help resolve any problems.

Disclosure
Any information you provide to us will only be used by us and possibly passed to our partners for the purpose of dealing with payments and using communications portals. It may also be disclosed to your organisation’s Governing Body. You should also be aware that your information may be disclosed where we are obliged or permitted by law to do so.

Timescale
We will hold your Personal Information within our systems for as long as you remain a member of the club. When you cease to be a member all personal data will be deleted within 6 weeks of the date of your resignation.

Cookies
A 'cookie' is a small amount of information that is placed on your computer's hard drive when you visit a website. It collects details of visitor behaviour, which can be used to improve the service delivered to you on a website.

Your computer can be set to accept or reject cookies if you visit the "help" menu on your web browser. However, by rejecting cookies, you will not be able to use the "members' area" of the site and you will not be able to complete the registration process.

When you visit this site, your Personal Information may be collected using 'cookies'. Such information is subject to data protection laws and is dealt with in accordance with this Policy. For more information please visit : http://www.aboutcookies.org.

This site uses Google Analytics to collect usage data (https://www.pitchero.com/cookie-policy) and Google also uses cookies for this purpose. Google has its own Privacy Policy which can be viewed at https://policies.google.com/privacy. Where the site links to other websites and services these may also involve cookies. You are advised to check the privacy policy of each of these sites before using them.

Security
Your data will be managed by PitcheroLtd who manage data for hundreds of similar clubs in a secure hosting environment. Your data will be retained within the European Economic Area (EEA) other than where it is transferred to a third party for the purpose of setting up a payment regime where it will only leave the EEA if security meets the EU’s security requirements.