Privacy Policy Notice

We are committed to respecting your privacy. This notice is to explain how we may use personal information collected before, during and after your involvement with us. This notice explains how we comply with the law surrounding data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

This notice applies to you if you are either:

  1. A player or parent/guardian of a player attending one of our annual Development Centre or Academy Centre programmes.
  2. An individual, club or school who has contacted us to receive updates about upcoming event information and other ways to get involved further with Hockey in Berkshire.
  3. An attendee at one of our hockey training programmes, tournaments, events or workshops or we have contacted you about the services we offer.
  4. A volunteer with Berkshire Hockey Association.
  5. A self -employed contractor.

References to “we”, “our” or “us” in this privacy notice refer to the Berkshire Hockey Association.

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 management committee have overall responsibility for data protection compliance within our organisation. Contact details can be found at http://www.berkshirehockey.org/more/contact-us.

1. Personal information we may collect

Any personal information provided to us or that we may obtain such as that relating to:

  • personal contact details allowing us to make contact directly eg name, email address and telephone number;
  • date of birth;
  • records of interactions with us such as telephone conversations, emails and other correspondence;
  • details provided about an experience in the sport and interest in getting further involved;
  • any feedback provided in a survey;
  • record of attendance at any events, competitions or workshops delivered by us;
  • any payment or bank details provided to us allowing us to make and receive financial transactions;
  • use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;

2. Special Categories of Information

We may also collect, store and use the following “special categories” of more sensitive information eg:

  • information about health, including any medical condition, health and sickness records, medical records and health professional information;

In relation to special category personal data that we do process, we do so on the basis that:

  • processing is necessary for the performance of a contract (eg Development or Academy Centre Programme)
  • in case of an emergency in order to protect the vital interests of an individual.

In the table below, we refer to these as the “special category reasons for processing of your personal data”.

3. When do we collect information?

We typically collect personal information when an individual signs up for our Development and/or Academy Centres, in the case of a query and/or complaint or when someone corresponds with us by phone, e-mail etc.

We also may collect personal information when attending an event or workshop hosted by us or one of our delivery partners and/or activity providers.

4. What do we do with the information?

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

Data Use Lawful basis
Contact details and marketing preferences and use of movement through our online portal

Daily administration and management the normal activities of the Berkshire Hockey Association, including:-

  • dealing with general enquiries
  • administration and management of Development and Academy Centre programmes
  • invitation to courses and tournaments we feel may be appropriate
Essential for the general activities of a hockey association and to allow us to effectively manage the Development and/or Academy Centre programme(s).
Details you provide about your experience in the sport and, your interests in getting further involved For the distribution of appropriate marketing information or that which has been requested from us, including information about events, and tournaments Where you have given us your explicit consent to do so.
Records of communication with us To effectively deal with queries or complaints or to chase payment To allow us to respond to queries and for the provision of effective complaint handling services.
Records of attendance at events or competitions hosted by us and/or our delivery partners. To conduct data analytics studies to better understand event attendance and trends within sport in the county Ensures that our events continue to improve and are targeted and relevant.
Images in video and/or photographic form. For the purposes of promoting sport in the county Only where you have given us your explicit consent to do so.
Records of attendance To comply with health and safety requirements eg in the event of an evacuation We have an obligation to provide a safe environment in which to participate in sport.
Health and medical information To ensure all participants are able to train effectively and safely and in the event of a medical emergency

Essential for the safety and wellbeing of all participants

(see item 2 above)

Birth year and gender To ensure participants are allocated to the correct age group/gender squad To comply with England Hockey rules regarding age grouping
Transaction and payment data To make payments or where we have agreed to fund a project or refund fees Essential to make payment/refunds
Information about your criminal convictions and offences To comply with legal obligations (DBS) and safeguarding participants We are legally obliged to be provided with criminal record history through the DBS process

If we are not provided with the requested personal information we may not be able to properly perform our contract or comply with legal obligations and we may have to terminate relationships with participants or service providers.

Where consent to use personal information in a particular manner has been granted, you have the right to withdraw this consent at any time, which may be done by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of consent will not affect any use of the data made before consent was withdrawn 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 basis other than consent. Withdrawing consent may also have the same effect as not providing the information in the first place.

5. Direct Marketing

Email; from time to time, we may contact you by email with information about our services we believe you may be interested in, for example tournaments and additional training sessions. We will only send marketing messages to you in accordance with the data provided.

6. Disclosure of your personal information

We share personal information with the following:

  • To governing bodies or regional bodies for the sports covered by us: to allow them to administer the sports on a regional and national level.
  • Our Coaches and Team Managers
  • 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.

We do not disclose personal information to anyone other than those detailed above.

7. Storage of personal data outside of the European Union

The personal information we collect may be stored in countries outside of the UK and the European Union (iCloud, Dropbox etc).

Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third party processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws. For further details please contact us by using the details set out in the “Contacting us” section below.

8. How long do we retain data for?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it. 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. The exception to this being information relevant to personal injury claims which may be retained until the limitation period for those types of claims has expired.

It is important to ensure that the personal information we hold about you 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. Alternatively, you can contact us by using the details set out in the "Contacting us" section below.

9. Your rights regarding personal information

You have the following rights in relation to your personal information:

  • the right to be informed about how your personal information is being used;
  • the right to access the personal information we hold about you;
  • the right to request the correction of inaccurate personal information;
  • the right to request the erasure of your personal information in certain circumstances;
  • the right to restrict processing of your personal information where certain requirements are met;
  • the right to object to the processing of your personal information;
  • 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 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.

10. 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 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 personal information.

11. Contacting us

In the event of any query or complaint in connection with the information we hold about you, please email via the page http://www.berkshirehockey.org/more/contact-us.

Berkshire Hockey Association

25th April 2018