Privacy Policy

Hawks Netball Club is committed to respecting your privacy. This Privacy Policy is to explain how we may use personal information we collect before, during and after your involvement with us. This policy 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.

Please read this Privacy Policy carefully to understand our views and practices regarding your personal information and how we will treat it.

This policy applies to you if you are a club member of Hawks Netball.

References to we, our or us in this privacy policy are Hawks Netball Club

1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU
You may provide us with or we may obtain personal information about you, such as information regarding your:
– personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
– date of birth;
– gender;
– records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
– any feedback you provide in a survey;
– records of your attendance at any events, competitions or workshops delivered by us or our sports partners;
– images in video and/or photographic form;
– [any payment or bank details you provide so that we can receive payments from you or you can receive funding from us and details of the financial transactions with you];

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
– information about your health, including any medical condition

3. WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information when you or the Club secretary input your details into Groupspaces or when asked for any personal details by a Committee member via email.

4. USES MADE OF THE INFORMATION
Legitimate Interests- We use information held about you to provide you with information, products and /or services that you request from us or which we feel may interest you, we do so only if you are happy to continue to receive such 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.

Purpose Personal information used Lawful basis
To administer any membership account(s) you have with us and managing our relationship with you, including dealing with enquiries made by you All contact details, records of your interactions with us, and marketing preferences.

This is necessary to enable us to properly manage and administer your account with us.

To conduct data analytics studies to better understand event attendance and trends within sport in the region Records of your attendance at any events or competitions hosted by us and/or our delivery partners. We have a legitimate interest in doing so to ensure that our events continue to improve and are targeted and relevant.
For the purposes of promoting sport in the area, our campaigns and events and the work we do as a Club Images in video and/or photographic form. Where you have given us your explicit consent to do so.
To comply with health and safety requirements Records of attendance and health and medical information We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To administer your attendance at any courses, events or programmes you sign up to All contact details, date of birth, gender, health and medical information This is necessary to enable us to register you on to and arrange for the effective delivery of our development programmes and events.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member of our body 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 position as a member of our body. 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 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 benefits to you.

5. DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
– Any party approved by you;
– To any governing bodies or regional bodies for the sports covered by us: to allow them to properly administer the sports on a local, regional and national level.
We do not disclose personal information to anyone else except as set out above.

6. HOW LONG DO WE KEEP PERSONAL INFORMATION 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 from you. We take appropriate measures to ensure that any information collected from you is kept secure. Hawks Netball Club ensures that personal information is kept only for so long as necessary for the purpose for which such information is used.
Generally, where there is no legal requirement we retain all physical and electronic records whilst you are a member of our club. Once you are no longer affiliated to Hawks Netball Club all your personal information will be deleted from Groupspaces and any physical information will be destroyed. Exceptions to this rule are:
– Information that may be relevant to personal injury claims, 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 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. You may be able to update some of the personal information we hold about you through your England Netball online account. Alternatively, you can contact us by email at secretary@hawksnetball.co.uk

7. YOUR RIGHTS IN RELATION TO 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 we hold about you;
– the right to request the erasure of your personal information in certain limited 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;
– the right to request that we transfer elements of your personal information either to you or another service provider; and
– the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your personal information 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 personal information. 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 Policy 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/.

8. CHANGES TO THIS POLICY
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 personal information.

9. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email secretary@hawksnetball.co.uk

Hawks Netball Club Privacy Policy
Version 1.0
Date of Issue April 2019