Privacy Notice for Members

We are committed to respecting your privacy and that of your child. This notice is to explain how we may use personal information we collect before, during and after your child’s membership with us. This notice applies to you if you have expressed an interest in your child becoming a member of our club or if your child is an existing or former member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to members of the Executive Committee, General Committee, and Men’s and Ladies’ Section Sub-Committees of PHC Chiswick.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Club Secretary has overall responsibility for data protection compliance in our organisation.  Contact details are set out in the "Contacting us" section at the end of this privacy notice.

Personal Information we may collect from you.
1. You may initially provide us with or we may obtain personal information about you and your child, such as information regarding:
  • your personal contact details that allows us to contact you directly such as name, title, postal address, email addresses, telephone numbers and relationship to the child;
  • your child’s name
  • your child’s date of birth;
  • your child’s gender;
  • your child’s membership start and end date;
  • records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
  • details of any financial transactions between us;
  • details of your child’s playing experience and other sporting activity
  • records of your child’s attendance at any events hosted by us;
  • records and assessment of any player rankings, grading or ratings, competition results, details regarding events, matches and games attended, and performance;
  • images in video and/or photographic form;
  • details of any coaching experience you have;
  • your marketing preferences so that we know whether and how we should contact you.
2. SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may also collect, store and use the following “special categories” of more sensitive personal information regarding your child:
  • information about your child’s health, including medical conditions, injuries and disabilities.
In relation to the special category personal data that we do process we do so on the basis that
  • the processing is necessary for reasons of substantial public interest, on a lawful basis;
  • it is necessary for the establishment, exercise or defence of legal claims; and
  • based on your explicit consent.
In the table below’ we refer to these as the “special category reasons for processing of your personal data”.
 
We may also ask you to provide us with a DBS certificate if we require this to comply with our legal obligations, or to provide us with identification documents if we are required to process a DBS check on your behalf. We process this information on the basis of legal obligations or based on your explicit consent.

 3. WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information about parents and children when you apply for your child to become a member of the club, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.If you are providing us with details for your child they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it.  They also have the same rights as set out in the “Your rights in relation to personal information” section below.

Uses made of the information 
4. Uses made of the information
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this

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For some of your or your child’s personal information you will have a legal, contractual or other requirement or obligation for you to provide us with this personal information.  If you do not provide us with the requested personal information we may not be able to admit your child as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your child’s membership.  For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
 
Where you have given us your consent to use your or your child’s personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.
 
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.  Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to your child.
 
5. DIRECT MARKETINGEmail marketing: from time to time, we may contact you by email with information about events, products and services we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us at secretary@phcchiswick.com. You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.

  1. Disclosure of your PERSONAL information
We may share personal information with the following parties:

  • Any party approved by you.
  • To any governing bodies or regional bodies (including league administration) for hockey: to allow them to properly administer hockey on a local, regional and national level.
  • Other service providers: for example, the providers of IT services
  • The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
  • Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
 
6. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
We may process your personal information using internet-based services provided by US companies if they have certified that they adhere to the EU-US Privacy Shield Principles. Otherwise the personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.
 
7. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your and your child’s personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements.  Generally, where there is no legal requirement, we retain all physical and electronic records for a period of 6 years after your last contact with us or the end of your child’s membership.  An exception to this rule is:

  • Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired.  For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you and your child is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. To update the personal information we hold about you or your child, you can contact us by using the details set out in the "Contacting us" section below.
 
8. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATIONYou have the following rights in relation to your and your child’s personal information:

  • the right to be informed about how your and your child’s personal information is being used;
  • the right to access the personal information we hold about you and your child;
  • the right to request the correction of inaccurate personal information we hold about you and your child;
  • the right to request the erasure of your and your child’s personal information in certain limited circumstances;
  • the right to restrict processing of your and your child’s personal information where certain requirements are met;
  • the right to object to the processing of your and your child’s personal information;
  • the right to request that we transfer elements of your and your child’s data either to you or another service provider; and
  • the right to object to certain automated decision-making processes using your and your child’s personal information.
 
You should note that some of these rights, for example the right to require us to transfer your and your child’s data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us.  For example, we do not use automated decision making in relation to your and your child’s personal data.  However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
 
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your and your child’s personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
 
9. CHANGES TO THIS NOTICE
​We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your and your child’s personal information.
 
10. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you and your child, please email the Club Secretary at secretary@phcchiswick.com.
 
 
Version dated 5 May 2018