Policies
Newent Hockey Club (the Club) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Newent Hockey Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
Personal data we hold on you
You may give us information about you by filling in forms, or by corresponding with us by phone, e-mail or other means. This includes information you provide when you register with the Club, or take part in functions organised by the Club. The information you give us may include your name, date of birth, address, e-mail address, phone number(s) and gender. We may also ask for relevant health information which is classed as special category personal data.
Why we need your personal data
The reason we need your personal data is to be able to administer your membership, and provide the membership services you are signing up to when you become a member of the Club.
Reasons we need to process your data include:
For membership and club management
- processing of membership forms and payments
- sharing data with committee members to provide information about club activities, membership renewals or invitation to social events
- distributing details of club activities
- publication of match reports and other club events
For training and competition purposes
- sharing personal data with club coaches or officials to administer training sessions
- sharing personal data with club team managers to enter events
- sharing personal data with hockey leagues, umpire associations, county associations and other competition providers for entry to events
For reporting purposes
- sharing anonymised data with county and national organisations to monitor club trends
- providing information about, and invitations to, club meetings such as the AGM
Note that any special category health data we hold on you is only processed for the purpose(s) of facilitating medical treatment in the event of an emergency arising whilst engaged in Club activities We will require your explicit consent to process this data, which we will ask for at the point of collecting it.
We may also collect personal data from non-members, for example at recruitment events. Any such information will be stored for 2 months after an event and if such nonmembers do not then become members, the data will be destroyed securely. We will ask for explicit consent to collect such data at the point of collecting it.
Social media
The Club maintains its own Facebook and Twitter pages. All members are free to join these pages. If you join one of the social media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
The Club also maintains its own web site where it publishes contact details for committee members, reports on competitions and other events which may include names of individuals and photographs.
The Club web site contains a link to allow anyone to purchase Club branded playing kit from a third party. The provider of this service has their own privacy policies and that the Club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data in connection with purchases from the third party supplier.
Who we share your personal data with
The Club provides England Hockey with anonymous data about total numbers of members and anonymous details of ethnicity/disability if we hold such information.
The Club may provide personal data to county level hockey bodies for the purpose of selecting players for county representation. Prior consent will be obtained before any such personal data is released.
The Club may provide member names to hockey leagues for the purpose of player registration, league match reports, umpiring, disciplinary issues and player transfer requests.
The Club provides contact details of team captains and club liaison officers to hockey leagues for the purpose of organising hockey fixtures and managing hockey leagues. The Club does not supply any personal data it holds for this purpose to any other third party.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Membership data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after three years of inactivity on that member’s account. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.