About this Policy
1.1 This policy explains when and why we collect personal information about our members and coaches, how we use it and how we keep it secure and your rights in relation to it.
1.2 We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.
1.3 We reserve the right to amend this Data Processing Policy from time to time and will notify you of any significant changes, giving you the opportunity to ‘opt-out’ if you so desire. You are advised to check our website and the Club notice board regularly for any amendments (but amendments will not be made retrospectively).
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
Who are we?
1.5 We are Bere Regis Sports Club. We can be contacted at North Street, Bere Regis, BH20 7LA.
What information we may collect and why
| Type of Information | Purposes | Legal Basis of Processing |
|---|---|---|
| Member’s name, address(es), telephone number and email address(es) | Managing the member’s membership of the Club. | Performing the Club’s activities with the Member for the purposes of our legitimate interests in operating the Club. |
| Record of BACS or other electronic payments made to the Club by the member (but not the payer’s bank details) | Managing and recording payments to the Club. | Performing the Club’s contract with the Member for the purposes of our legitimate interests in operating the Club. |
| Emergency contact details and declared medical condition | Contacting the next of kin and emergency services in the event of an emergency. | Protecting the Member’s welfare and vital interests and those of their dependants. |
| Date of birth / age related information | Managing membership categories which are age related. | Performing the Club’s contract with the Member. |
| Ethnicity (optional) | Statistical use only. | Passing statistical information to National Governing Bodies. |
| Photographs and video recordings / live streaming | Promotion of club activities/matches. | You have a legal right to not give your consent, but must do so BEFORE the pictures/video/live streaming takes place. |
How we protect your personal data
1.6 We will not transfer your personal data outside the EEA without your consent.
1.7 We have implemented generally acceptable standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. Please note however that where you are transmitting information to us over the internet this can never be guaranteed as 100% secure.
1.8 For any payments which we take from you online we will use a recognised online secure payment system.
1.9 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who else has access to the information you provide us?
1.11 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 1.12 below.
1.12 We may pass your personal data to third parties who are service providers, agents or National Governing Bodies (FA and ECB for example) for the purposes of completing tasks and providing services to you on our behalf (e.g. to maintain league registrations and player records). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
How long do we keep your information?
1.13 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. playing records.
1.14 Photographs, videos and live-streamed footage may be posted on social media and remain on there until the appropriate subscription is withdrawn or the material is removed by the platform concerned.
1.15 We securely destroy all personal data and financial information once we have used it and no longer need it.