Powered By
Rank 382


Privacy policy

Summary of how Spalding RFC and the RFU Use your Data

  • Spalding RFC uses your personal data to manage and administer your membership and your involvement with its teams and club, and for fundraising (ie Club Lotto; Donate a Brick) or hospitality purposes 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 on occasions with other Rugby Clubs within the Union where players; officials and members (parents) are involved in competitions; tournaments and also tour operators/organisers where relevant.
  • Where we or the RFU 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 Spalding Rugby Football Club (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; schools 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:
  • - taking payments;
  • - communicating with you;
  • - 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:
  • - 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;
  • - we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
  • - 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
  • - we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought.
  • - we use data of some individuals to invite them to take part in market research;
  • Where you give us consent:
  • - we will send you direct marketing or promotional material by email;
  • - we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
  • - 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:
  • - we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
  • - we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
  • - 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;
  • - 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:
◦ 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;
◦ 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;
◦ maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
◦ 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;
◦ maintaining statistics and conducting analysis on the make-up of rugby’s participants;
◦ 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
◦ communicating with you to ask for your opinion on RFU initiatives.
• For purposes which are required by law:
◦ 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.
◦ The RFU may respond to requests by government or law enforcement authorities conducting an investigation.

Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.

Who will we share this data with, where and when?
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.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and Pitchero for website hosting; tour operators/tournament organisers for team tours.

Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor's Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.

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.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.
To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.

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, you can get in touch with Nicky Franklin, Webmaster via Contacts on our website, www.spaldingrfc.co.uk or by writing to:
Memorial Field
St. Thomas's Road
PE11 2TT
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 5 years after this.
Where we process personal data for marketing purposes or with your consent, we process the data for 5 years 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 5 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
Membership Rules 2017-18
1. SPALDING RUGBY FOOTBALL CLUB LIMITED These rules of the Club are made pursuant to Article 48.1 and Article 62 of the Club’s Articles of Association. The terms used shall have the same meaning as in the Articles of Association shall prevail.
2. MEMBERSHIP Under Article 30.1 the Club consists of Voting Members and Non-Voting Members.
3. VOTING MEMBERS The Voting Members shall be: • People who participate in playing rugby union (whether competitively or not) for or at the Club and who are over 18 years old (‘Playing Members’). • Coaches and/or officials who represent the Club in that capacity (‘Coach Members’). • Administrators and volunteers who have qualities to promote the objects of the club (‘Skilled Members’). • People who are elected to be Vice Presidents, who are admitted to the Club by the Board upon application in accordance with the Articles and. • Individuals who have been elected as Life Members of the Club in accordance with Article (33.2.5).
4. NON-VOTING MEMBERS The Non-Voting Members shall be: • People who participate in playing rugby union (whether competitively or not) for or at the Club and who are under the age of 18 and who are admitted to the Club by the Board upon application in accordance with the Articles (‘Junior Members’). • People who are supporters of the Club (‘Social Members’).
5. RIGHTS AND PRIVILEGES OF MEMBERS • Voting Members are entitled (under the Articles of Association) to receive notice of, attend and vote at general meetings of the Club (either in person or through his proxy); propose and second candidates for election; receive all Club publications; and to such other membership rights as the Club in general meeting shall from time to time determine. • Non-Voting Members are entitled to receive all publications and such other membership rights as the Club in general meeting shall from time to time determine. They are not entitled to receive notice of, attend and vote at general meetings of the Club or propose and second candidates for election.
6. SUBSCRIPTIONS • The annual subscription payable by members of the Club, subject to alteration as provided later in this rule, shall be set by the Board from time to time in accordance with the Articles. The annual subscription is currently £240 for players over 18, £60 for junior players and Mini players £60, Vice Presidents £25, coaches representing the club £1. • The subscription year shall be from 1st September to 31st August inclusive in each year. Any change in subscription made by the Board will be notified to members by being included in any notice, newsletter, or similar document posted to the member by being addressed to him at his last known address, or by posting this information prominently on the Website, on or before 1st August next following after the decision to make the increase and will take effect on the first day of September following such notification. • In the event that a member’s membership is terminated for any reason, no refund of a subscription or entrance fee shall be payable unless the Board decides otherwise.
7. EXPULSION OF MEMBERS The Board has power under the Articles to expel a member in accordance with Article 32.
8. RULES CONCERNING PROVISION OF ALCOHOL ON THE CLUB PREMISES • Purchase for the Club and supply by the Club of intoxicating liquor must be in the absolute discretion of the Management Committee. • If any member of the sub-committee for any reason ceases to be a Member he automatically ceases to be a member of the sub-committee, and another Member must be elected by the Members in his place. • The sub-committee must not in any way be restricted in freedom of purchase. • No one may at any time receive at the expense of the Club (or any Member) any commission, percentage or similar payment on or with reference to purchases of intoxicating liquor by the Club. • No one may directly or indirectly derive any pecuniary benefit from the supply of intoxicating liquor or on behalf of the Club to Members or guests apart from any benefit accruing to the Club as a whole and apart also from any benefit which a person derives indirectly by reason of the supply giving rise to or contributing to a general gain from the carrying on of the Club.
9. GUESTS • Any Member may introduce guests to the Club, and any player, coach, other team representative, match official or spectator attending the Club’s premises (by invitation of the Club) who is not a Member shall be a guest of the Management Committee, provided that no one whose application for membership has been declined (or who has been expelled from the Club may be introduced as a guest.
10. OPENING OF CLUB PREMISES • The Club is open as necessary for fixtures and functions at such other times or for such other periods as the Management Committee shall decide.
11. PERMITTED HOURS • The permitted hours for the supply of intoxicating liquor and provision of regulated entertainment shall be as permitted by the Club’s Club Premises Certificate.
12. USE OF CLUBHOUSE • Members may use the Clubhouse at the sole discretion of the Committee.
13. INTERPRETATION OF THE RULES The interpretation of the rules shall be the prerogative of the Board.
15. A general meeting will be held at the beginning of June every year to elect the Captain, Vice Captain, Development Team Captain, Vice-Captain, 3rd Team Captain and Vets Captain and any other captains of senior teams as well as Fixture Secretary, Mini and Junior Co-ordinator, Youth Co-ordinator, Girls Co-ordinator, Vice Presidents Co-ordinator, General Committee consisting of the five members. All the above positions will retire at the General Meeting and shall be eligible for re-election.
16. Rules made pursuant to Article 49 in order to be valid must be compliant with Companies Acts and these articles.
17. DISSOLUTION If upon the winding up or dissolution of the Club there remains after the satisfaction of all debts and liabilities any property whatsoever the same shall be paid to the Notts, Lincs & Derbyshire RFU.