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Helsby Community Sports Club and Helsby Community Sports Club (Operations) Limited ("We / Us / Our") takes the protection of the data that we hold about our Members, Associates, staff and volunteers seriously and will do everything possible to ensure that data is collected, stored, processed, maintained, cleansed and retained in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). This policy has been drawn up using Sport England resources. This policy (together with our cookie policy terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Please read this privacy policy carefully to see how We will treat the personal information that you provide to us either when using our website and systems, and other circumstances when we collect data from you (including via email) in your capacity as a Member, Associate, staff or volunteer.
We will take all appropriate steps and reasonable care to keep your information secure and to prevent any unauthorised access.
Helsby Community Sports Club and Helsby Community Sports Club (Operations) Limited are the data controllers under data protection legislation.
This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices as well as your right to access your information under Data Protection Legislation.
What data we will collect
In becoming a Member, Associate, staff or volunteer, we will collect certain individual information about you, which will include your name, date of birth, gender, email address, address and telephone number. This applies also to visitors who hire the club facilities. For Members, where you are registered through an Affiliated Club, they will collect your details and pass them to their Sporting Body for you to be registered.
Why we will collect it
We will collect and process your data for the purposes of registering you and administering your involvement in Our club. We will process it on the basis of legitimate interest to ensure the club is running itself efficiently, with the minimum of bureaucracy and volunteer time.
Such activity will include managing membership and eligibility, ensuring compliance with rules and regulations, maintaining records, dealing with queries, conducting research into the health of members, communicating with you to ask for your opinion on the sport and club and providing relevant and necessary information via email, text & post to you about your involvement in the sport and club.
We will also collect and process data on our paid staff in order to comply with UK employment law purposes. This includes the above listed data and in addition National Insurance Numbers.
How long we will keep it
We will retain your club data for such time as you are a paid up member, staff member, club volunteer or community user and will then delete your information on a staged basis.
Your rights
You have the following rights under data protection legislation:
- to access a copy of the information comprised in your personal data;
- to object to processing of your personal data that is likely to cause or is causing damage or distress;
- to prevent processing for direct marketing;
- to object to decisions being taken by automated means;
- in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed;
- to claim compensation for damages caused by a breach of data protection legislation;
- to lodge a complaint with the Information Commissioner's Office; and
- to request a copy of your personal data for you to reuse for your own purposes across different services.
Sharing your data
We may share your Data between Sporting Governing Bodies and other bodies involved in the administration of your sport. We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us.
We may share your Data with software suppliers as required to enable club administration.
We have a legal obligation to share individuals paid staff data e.g. with HMRC and pension companies in order to comply with UK employment law.
Marketing
When we collect information from you, we will tell you about up and coming events cand the local community, user surveys and general member and user information. We will give you the opportunity to opt in to any such communications and will tell you how you can opt-out at any time.
Protecting your information
All of the personal data we collect from you will be collected, stored and processed in accordance with this Privacy Policy. By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy. Your personal data may be transferred outside of the UK for the purpose of cloud hosting but with appropriate safeguards in place to ensure the security of that personal data.
The Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet. Though we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site, via the internet. Any transmission is therefore at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Right to be forgotten
In certain circumstances you can request us to delete all information we hold which identifies you. You can make this request at any time by contacting info@helsbysports.co.uk but please note we may be compelled to maintain your information due to specific legislative or regulatory requirements.
Complaints
If you have any concerns or complaints in relation to how We collect and/or process your personal data, you should contact the who will direct any concerns or complaints as appropriate.
If you are dissatisfied with how your concern/complaint is dealt with by , you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).
