Club KV Privacy Notice
CLUB KV is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, The Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you join the Club, attend events that we run. If you are a parent or guardian you provide us with information on a young person under the age of 18 when they join the Club and attend events that we run. The information you give us may include your (or your dependants) name, date of birth, address, e-mail address, phone number emergency contact details. You may also provide us with health information, in particular in relation to young people, who are representing the club at events.
We will only collect data that we consider is necessary for us to provide you or your dependants with the services that we offer.
Why we need your personal data
The reason we need your personal data, is to be able to administer your membership, and provide the membership services you are signing up to when you join our club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:
For training and competition entry
- sharing personal data with club coaches or officials to administer training sessions and matches;
- sharing personal data with club team managers to administer training sessions and matches;
- sharing personal data with Ulster Hockey, (Hockey Ireland) and other competition providers for entry into leagues, cups and other events.
For membership and club management
- processing of membership forms and payments;
- sharing data with committee members to provide information about club activities, membership renewals or invitations to social events;
- for content for the club newsletter promoting club activity; and
- publicising match, results selection, information on the website and social media platforms.
For funding and reporting purposes
- sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority, Sport NI;
- analysing anonymised data to monitor club trends, and sharing information on the club membership with Hockey Ireland as part of the club census;
- sending an annual club survey to improve your experience as a club member.
Marketing and communications (where separate consent is provided)
- sending information about promotions and offers from sponsors;
- sending information about selling club kit, merchandise or fundraising.
Any special category health data we hold on you or any of your dependants is only processed for the purpose of passing health data to coaches/managers to allow the safe running of training sessions and matches/events and to deal with any injury situations should they occur. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data and to share it with medical professionals if necessary. We will also you for your consent at the point of collecting it.
In accordance with the hockey Ireland and ulster Hockey child protection policy and procedures, we will not permit photographs, video or other images of children/young people to be taken without the consent of the parents/carers and children/young people.
The Club takes photographs or videos of adult and children's participation in the club for the purposes of publicising and promoting the club or sport, or as a coaching aid. The club will take all possible steps to ensure images are used solely for the purposes they are intended. If you become aware that these images are being used inappropriately you should inform the Club immediately.
On occasion we may collect personal data from non-members e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event/camp. This information will be stored for one year and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The club has the following social media pages on Facebook and WhatsApp. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platforms have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages. Please also seek permission from other members or individuals before putting their personal data on our social media pages.
Who we share your personal data with
When you become a member of our Club and will be playing for the club in Ulster Hockey or Hockey Ireland league and cup competitions we will register you as a player with Ulster Hockey and/or Hockey Ireland. We will provide Ulster Hockey/Hockey Ireland with your name and DOB. If you have any questions about the continuing privacy of your personal data when it is shared with Ulster Hockey or Hockey Ireland.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Membership data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed if you no longer being a member. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
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 the Club. If you choose not to share your personal data with us we may not be able to administer your membership or register you as a player with Ulster Hockey.
