Royston Netball Club is committed to ensuring that personal information is held fairly, lawfully and securely in accordance with data protection laws.
This policy covers the different elements of personal information we collect from you, what we do with the information, how long we will hold it, what we won’t do with the information, as well as what rights you have.
Introduction to Data Protection
We have an obligation under Regulation (EU) 2016/679 of the European Parliament – the General Data Protection Regulation (‘GDPR’) to provide you with information about how and why we use your data. We recognise our obligations and your legal rights set out in the GDPR. We are committed to protecting and respecting your privacy by complying with the principles of the GDPR.
Who are ‘we’?
In this policy, whenever you see the words ‘we’, ‘us’ or ‘our’, it refers to Royston Netball Club. We are a club responsible for delivery of netball activities for our club members. Royston Netball Club is the controller of all personal data processed by Royston Netball Club.
Data Protection Officer
Royston Netball Club does not have a Data Protection Officer. However, for information and queries about data protection compliance, email Roystonnetball@outlook.com.
This policy was last updated on: 19th October 2018
What is personal data?
‘Personal data’ means any information relating to a living individual (‘data subject’) who can be identified, directly or indirectly by the information.
The types of personal data we may collect
The data we collect about you will vary, depending on our relationship with you. Below are examples of the sorts of data that we may collect:
- Full name
- Contact information (e.g. home address, email address, telephone numbers);
- Date of birth and/or age;
- Special categories of data such as medical history or race or ethnicity, disability or sexual orientation;
- Next of kin and emergency contact information;
How we use your personal information
We collect, store and process personal data for several purposes, mainly: membership We will not use any of the information that we collect from you, or about you, for any purpose other than those listed in this document or for purposes that are similar. If we would like to use your personal data in any other way, we will present you with relevant information at the point at which one of these additional purposes arises. The GDPR provides that legally we might hold and process your information for any of the following four reasons and we have included below a summary of what that means for Royston Netball Club and how we might use information you provide to us:
Where required to perform a CONTRACT. For example:
Members joining England Netball, Regions and Counties, are entering into a contract, so we collect and process your data as part of fulfilling the contract. In addition, players signing up to play in a club or league, are entering into a contract to play netball with that club or league, so we collect data in order to fulfil the contract.
Where required to comply with our LEGAL OBLIGATIONS. For example:
- To comply with health and safety requirements. e.g. to ensure the safe running of netball sessions and to enable adaptations as required
- To comply with safeguarding requirements. e.g., working with children or vulnerable adults
- To ensure you we offering equitable access to our services to avoid discrimination
- For the prevention of fraud and other criminal activities.
Where there is a LEGITIMATE INTEREST. For example:
- To correspond and answer queries and complaints.
- To create a better understanding of players and supporters
- To arrange for any trips or transportation of officials, athletes or volunteers to events
- To ensure understanding order the coaching, officiating and volunteering workforce available
- To comply with awarding bodies’ accreditation obligations
- To administer and monitor attendance at events and competitions
Where you have provided CONSENT. For example:
We may use and process your personal information where you have consented for us to do so for the following purposes:
- Promoting any sponsors services
Retaining your information
If we collect your personal information, the length of time that we retain it is for one year after you leave Royston Netball club.
As long as you continue to log into our website or use our services (including engaging with emails, attending sessions, entering events) we will retain and process information about you. In such cases, you will be considered to be an ‘active’ member. If you have not been ‘active’ as a member for a period of 1 year, we will deactivate your member account and anonymise any personal data relating to you.
Personal data linked to the processing of insurance claims, subject access requests,
disputes, safeguarding investigations, disciplinary or police matters will only be kept
for as long as it necessary for those purposes, as each is applicable.
We do not retain personal information in an identifiable format for longer than is necessary. Where you have consented for us to retain your data, we will only hold the data for the duration of your consent.
Children’s data are collected and processed in accordance with the information below. Parents and guardians are expected to ensure that the children they are responsible for are aware of how their personal data will be processed by us.
We require parental or guardian consent to process personal data of any child under the age of 14.
Using your information for marketing
We do not use your information for marketing.
If we contact you and you want to change how – or if – you receive our communications, please email
Sharing your personal data and data processing
We only share personal data where we are required by law or with our suppliers or sub-contractors who carry out work for us and who you have given us permission to share it with. Other than the circumstances set out above, information about you will not be passed to a third party for any other purposes. All our suppliers and sub-contractors are required by their own data sharing agreements or contracts to treat your data as carefully as we would, to use it only as instructed, and to allow us to check that they do this.
Organisations we share your personal data with:
- England Netball (affiliation only)
Royston Netball Club does not perform any profiling that has legal or significant effect nor any automated decision making.
Where we have given you (or where you have chosen) a password, which enables you to access certain parts of our website, or membership portal, it is your responsibility to safeguard your password against the possibility that others may use it to gain unauthorised access. Do not store your password anywhere, in written or electronic form, or give it to someone else. Please email us on: Roystonnetball@outlook.com to let us know if any record containing your password is lost or stolen or if you think there has been a possibility that your security has been breached.
More on Information Security
Our website may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
What we don’t do with your information
We never sell or share your information with other organisations to use for their own purposes.
The GDPR grants you certain rights (‘information rights’) which we summarise below.
|Right of access||You have the right to obtain confirmation from Royston Netball Club as to whether or not personal data concerning you are being processed, and, where that is the case, you have the right to access that personal data.|
|Right to rectification||You have the right to oblige Royston Netball Club to rectify inaccurate personal data concerning you. Taking into account the purposes of the processing, you have the right to have incomplete personal data completed by providing a supplementary statement.|
|Right to erasure (right to be forgotten)||You have the right (under certain circumstances, but not all) to oblige Royston Netball Club to erase personal data concerning you.|
|Right to restriction of processing||You have the right (under certain circumstances, but not all) to oblige Royston Netball Club to restrict processing of your personal data. For example, you may request this if you are contesting the accuracy of personal data held about you.|
|Right to data portability||You have the right (under certain circumstances, but not all) to oblige Royston Netball Club to provide you with the personal data about you which you have provided to Royston Netball Club in a structured, commonly used and machine-readable format.
You also have the right to oblige Royston Netball Club to transmit the data to another controller.
|Right to withdraw consent||If the lawful basis for processing is consent, you have the right to withdraw that consent.|
|Right to object to direct marketing||Where your personal data are processed for direct marketing purposes, you have the right to object at any time to processing of your personal data for marketing, which includes profiling to the extent that it is related to such direct marketing.|
|Rights in relation to automated decision making and profiling||Royston Netball Club does not perform any automated decision-making based on personal data that produces legal effects or similarly significantly affects you.|
Your right to lodge a complaint with a supervisory authority
If you wish to exercise any of your rights concerning your personal data, you should contact us at Roystonnetball@outlook.com
The Royston Netball Club is not a ‘public authority’ as defined under the Freedom of Information Act and we will not therefore respond to requests for information made under this Act.
If you are not satisfied with the response you receive, you have the right to lodge a complaint with the supervisory authority. In the United Kingdom this is the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone: 0303 123 1113, email: firstname.lastname@example.org.
Last updated: October 2018