Pelicans Hockey Club Data Policy:
Why do we collect your data?
Pelicans Hockey Club will collect data from you by means of the Subscription & Membership Form and through our ‘private members area’ within our website.
The lawful basis for collecting your data is that pelicans Hockey Club has a legitimate reason to collect and hold your data to ensure that it can operate as a Club and ensure its members and associates are able to fully utilise the membership. You have also provided your consent for us to hold your data in accordance with this policy.
The information collected from your membership form allows the treasurer to ensure that all members are identified and subscription fees are paid. It also provides a central database of all members contacts details and identifies any data protection restrictions such as ‘no photography’, medical or emergency contact details.
The information collected through the ‘private members area’ of our website is used to collate teams for the purpose of match selections and player profiles. Any personal information is protected by password and only accessible by members with passwords and permission eg. administrators. We will also be able to send you emails relating to general hockey and club related events and information.
Personal information such as addresses and telephone contact details will also be held by coaches who will also be subject to the same UK GDPR and data protection rules.
What data do we collect?
Name Telephone Number Email address Date of birth Health information Location data Online identifier e.g. IP addresses or cookies
What about data of Minors (under 16years old) – parental consent
We have a legitimate reason to collect data of junior club members so that we can ensure their safety and to provide them with coaching and club membership requirements. Specific consent will be sought from their parent or guardian and any children under the age of 16 years of age who wish to be registered as a member on the website require parental/guardian permission and details to be entered into their profile allowing parental/guardian monitoring.
Sensitive Personal Data
The lawful basis for collecting sensitive personal data is under a legitimate interest to ensure the safety of our members. We will collect the following sensitive data where relevant;
Medical information including allergies and injuries
Such data will only be collected with your express consent and will be held securely by the relevant coaching staff or team manager and by the data processor and data controller.
What data do we not collect?
We will not collect data which is irrelevant or discriminatory
We will not pass your details onto any third party for marketing purposes.
We may occasionally send you information about upcoming Pelicans or general hockey related events and offers. This will only be sent to you via the club facebook page or by email through the club website. Your express consent will be obtained before sending out any marketing information to you. You have the right to withdraw such consent at any time.
How we will store your data?
The Club Treasurer will maintain and have access to a current list of all members and associates on his personal data file and backup. These files are password protected and securely and appropriately stored. All written application forms and any written personal data are securely stored by the treasurer.
The data held on our website is managed and held by the website host Clubbuzz. Pelicans Hockey Club is not responsible for any data held by third parties but will however ensure that any data is only passed to third parties with your express consent and that any such third parties are also compliant with the UK GDPR.
We will not display any personal data in the clubhouse unless you have given your express consent.
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 committee. You should also be aware that your information may be disclosed where we are obliged or permitted by law to do so.
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 website and you will not be able to complete the registration process.
When you visit our website, 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.
Who is your data processor?
Currently Matt Bower and Nicola Pluck are your data processors
Who is your data controller?
Currently Nicola Pluck is your data controller
How do we keep your data safe?
The Club subscribes to ‘ClubBuzz’ who host the Pelicans Website. All security of data within the website is managed by them and is contained within their own data policy. Access to personal data on the website is restricted to senior committee members. All members are able to send emails to other Club members through the website email system.
Any computers used to carry out club business are password protected.
All complete membership forms are stored securely by the Club Treasurer. Such records are kept for 24month after which they are destroyed.
How long will we keep your data?
All data and information held is reviewed every 6 months. All old, non-allocated or non-subscribed members will be removed from the database and website
When you cease to be a member all personal data will be deleted within 6 weeks of the date of your resignation.
How/when can you remove your data? – “Right to be forgotten”
You can apply to the data processor or data controller either by email telephone, in writing or in person. We will remove your data NO LATER THAN 14 days of receipt unless specified as critical.
If you no longer wish to subscribe to our website you can unsubscribe at any time by following the link at the bottom of the homepage.
How often will we check we need your data and how will we do this?
Data will only be accessed in accordance with the reasons stated above. As stated we will review our database and website every 6 months and when required.
How can you complain if you are not happy?
You can complain to any member of your Pelicans Club Committee.
This policy will be reviewed annually and in accordance with any advice, update or recommendation from England Hockey and/or ClubBuzz. We will notify our members of all changes and updates.
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.
By submitting Personal Information to this website, you agree that Pelicans Hockey Club may process it in the manner described in this policy which describes our current practices with regard to Personal Information which is hosted by ClubBuzz 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:
- 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.
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.