Privacy Notice

Worthing Hockey Club is committed to respecting your privacy. This notice is to explain how we may use personal information we collect about you. 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.

Data Controller

Worthing Hockey Club complies with the GDPR but is not registered as a ‘Data Controller’ with the Information Commissioner’s Office as it is not required to do so as an exempt not-for-profit organisation. We have not appointed a Data Protection Officer to oversee our compliance with data protection laws but Yolanda Hinton has overall responsibility for data protection compliance in our club.

The Legal Basis for Processing Personal Data

The main reason we process your personal data is to enable us to properly administer your membership contract with us, notably team selection and provision of appropriate training facilities.

We also have a legitimate interest to keep you up to date with events in the club, and to make you aware of wider hockey opportunities in Sussex.

We may also process personal data with consent – for example; photos, undertaking DBS checks as part of our safe recruitment of coaches and other officials

The personal data that we collect, hold and share include:

• Personal information (such as name, address, gender, date of birth, school (Under-18s), emergency contact details)
• Attendance information
• Special needs and relevant medical information
• Photographs taken during our events

How we use information

We use this personal data to:

• Provide a safe environment at training and on match days
• Select players to our teams
• Analyse trends in attendance and monitor financial viability of our events (data is always anonymised)
• Apply for grant funding (data is always anonymised)
• Recommend players to Sussex Hockey for invitation to junior trials (JDC)
• Promotion and marketing in newspapers, our website, and on social media
• Contact you about club events we believe you may be interested in

Who we share data with

We may pass data to:

• Sussex Hockey to support their administration of team trials, umpires, and disciplinary action
• England Hockey to support their analysis of participation trends and demographic (data shared is always anonymised)
• Fixtures Live to support club and team administration, and to facilitate club communications
• England Hockey DBS (disclosure and barring service) third-party portal (but only with your consent)
• The Government 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

The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.

We never sell or share your contact information with third parties for direct marketing.

Retention Periods

Personal data will not be retained for longer than necessary in relation to the purposes for which it was collected.

Generally, where there is no legal requirement we retain all physical and electronic records for a period of 2 years after your last contact with us.

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.

Your Rights

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with us. However, if you choose not to share your personal data with us your child will not be able to participate safely in our activities.

Where we process personal data solely on the basis that you have consented to the processing, you will have the right to withdraw that consent.

To exercise any of these rights please contact us at membership@worthinghockey.co.uk

If you are unhappy with the way your request has been handled, you may apply directly to the Information Commissioner for a decision. Generally, the ICO cannot make a decision unless you have exhausted our internal review procedure. The Information Commissioner can be contacted at:

The Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire
SK9 5AF.