Carmarthen Athletic Hockey Club General Data Protection Regulation (GDPR)
Introduction
The new GDPR or General Data Protection Regulation will come into force on the 25th May 2018 and we as a club must comply with this legislation as we process your personal information. GDPR introduces a number of new and improved security requirements on top of the current UK Data Protection Act 1998.
Personal data is anything that enables an individual to be identified – this includes but is not limited to Name, Date of Birth, Address, Email Address etc. As a club, we are obligated to disclose to you what information we store on you and what we do with that information.
As part of the new GDPR processes we require your consent to process your data. Below summarises what we as a club will do with your data.
Why we need your personal data
We need your personal data in order to run the Carmarthen Athletic Hockey Club, this includes registering you as a player with Hockey Wales which enables you to play for the hockey club, registering you for tournaments, contacting you about events and training, market and market research, internal use to help us improve our services and to help resolve any problems and notifying you of anything else that is relevant to Carmarthen Athletic Hockey Club.
As part of an agreement between Carmarthen Athletic Hockey Club(CAHC) and Carmarthen Cricket Club(CCC) to share the clubhouse of CCC we will need to share your personal information with CCC as they require all members to be registered with the Cricket Club before they are allowed to use the clubhouse on a regular basis due to their licencing rules.
Where we hold personal data for a person under 18 years old, we will seek approval from a parent
or guardian, to process such data.
What do we hold
We as a club will store and process some or all of the below data:
· Full name
· Address
· E-mail address(es)
· Phone numbers
· Date of birth
· Images
· Medical information
The above information can be stored on your online profile through our ClubBuzz website. In this case, ClubBuzz will store your information securely.
If you are not registered with ClubBuzz , then your details will be stored in a password secured document accessible to only a select number of relevant individuals such as the club captains and committee members. This document will be stored securely in a cloud solution for example Dropbox or Google drive.
If you have a profile on ClubBuzz , we recommend that you update or amend your details on there and regularly change your password. If you do not have a profile on ClubBuzz , we do recommend that you create one, however it is not a requirement and will not adversely affect you or your experience with Carmarthen Athletic Hockey Club. At the beginning of every season, each player will be asked to sign a consent form to allow the club to process their information.
Our website is hosted by ClubBuzz who are compliant with the new General Data Protection Regulation (GDPR).
How we store or process information
We will store or process information via the Carmarthen Athletic Hockey Club website, currently hosted on ClubBuzz and run by the clubs secretary. Members have restricted access rights to the website to enable us to operate in compliance with GDPR and data protection.
We will also store information in a secured document hosted with a cloud partner and the Facebook group will contain some personal data such as names, match day images etc. Copies of these documents may also be stored on a select number of committee members personal devices, these will remain password protected and will be deleted when they are no longer required.
When we communicate to the membership by bulk e-mail we will hide the e-mail addresses by using the Blind Carbon Copy (BCC) facility to ensure that we do not divulge members’ e-mail addresses to those who do not have a need to know.
Who we will send your data too
As a club, we will never knowingly send your personal data to an organisation that is not relevant to our operations as a hockey club. We will share your personal data with our partners such as:
· Hockey Wales
· Carmarthenshire County Council
· South Wales hockey League
· Wales Hockey Umpires Association
· Carmarthen Cricket Club
Your rights
You have the right to ask us to ensure that the information that we keep relating to you is correct; is only used for the purposes that we have identified (above); is not kept for longer than is necessary; and will be deleted upon request. You also have the right to ask us what personal information we hold relating to you.
You also have the right to access, correct, sometimes delete and restrict the personal information we use via your online profile through the website. You also have the right to withdraw your consent at any time.
In addition, you have a right to complain to us and to the Club's Data Controller via email at CarmarthenHCDPO@gmail.com and carmshockeyclub@gmail.com
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 and Google also uses cookies for this purpose. Google has its own Privacy Policy which can be viewed at http://www.google.com/intl/en/privacy/privacy-policy.html. 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 ClubBuzz Ltd 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.
