HILLCREST NETBALL CLUB

Privacy Notice for Members - (How we use your information)

Under data protection law, individuals have a right to be informed about how Hillcrest NC uses any personal data that it holds about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about members and in the case of U18 members their parents.

We, Hillcrest Netball Club (“Hillcrest”), are the ‘data controller’ for the purposes of data protection law.

We do not have a data protection officer, for any information please contact the Secretary (see ‘Contact us’ below).

The categories of member information that we collect, hold and share include:
• Contact details, contact preferences, date of birth
• Characteristics, such as ethnic background
• Details of any medical conditions, including physical and mental health
• Attendance information
• Safeguarding information
• Photographs

Why we collect and use this information
We use the member data:
• to affiliate with England Netball
• to report to the netball leagues that we ourselves are a member of
• to monitor and report on member activity in the club
• to provide appropriate pastoral care
• protect member welfare
• to comply with the law regarding data sharing

The lawful basis on which we use this information
We only collect and use members’ personal data when the law allows us to. Most commonly, we process it where:
• we need to comply with a legal obligation

Less commonly, we may also process members’ personal data in situations where:
• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use members’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using members’ personal data overlap, and there may be several grounds which justify our use of this data.

Collecting member information
Whilst the majority of member information you provide to us is required for us to comply with England Netball and the netball leagues, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation.

Storing member data
We keep personal information about members while they are a member of Hillcrest. We may also keep it beyond their membership period if this is necessary in order to comply with our legal obligations.

Who we share member information with
By submitting your trials form you agree to us sharing your information with England Netball, Surrey Netball League and Metropolitan Netball League. We only share information about members with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required or necessary (and it complies with data protection law) we may share personal information about members with:
• The member’s family and representatives
• Suppliers and service providers – to enable them to provide the service we have contracted them for
• Health and social welfare organisations
• Professional advisers and consultants
• Charities and voluntary organisations
• Police forces, courts, tribunals
• Professional bodies

Why we share member information
We do not share information about our members with anyone without consent unless the law and our policies allow us to do so.

Requesting access to your personal data
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the club holds about them.

Parents also have the right to make a subject access request with respect to any personal data the club holds about them.

If you make a subject access request, and if we do hold information about you, we will:
• Give you a description of it
• Tell you why we are holding and processing it, and how long we will keep it for
• Explain where we got it from, if not from you
• Tell you who it has been, or will be, shared with
• Let you know whether any automated decision-making is being applied to the data, and any consequences of this
• Give you a copy of the information in an intelligible form

Other rights
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:
• Object to the use of personal data if it would cause, or is causing, damage or distress
• Prevent it being used to send direct marketing
• Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
• In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
• Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact the Secretary.

Complaints
We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact the Secretary, Sandie Richardson

Alternatively, you can make a complaint to the Information Commissioner’s Office:
• Report a concern online at https://ico.org.uk/concerns/
• Call 0303 123 1113
• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact Us
If you would like to discuss anything in this privacy notice, please contact the Secretary at the club on sandie.richardson@bristowgroup.com

We may collect and process data about you. This may include your name, address, date of birth, email and contact details etc. Some of the circumstances in which we may collect and hold your data are set out below:

• If the Club applies for membership to Surrey County, Surrey Netball and Metropolitan Netball Leagues (“the Leagues”).

• f your club applies either online or by completing an application form to enter the Leagues.
• If you apply either online or by completing an application form to attend an officiating or coaching course or seminar organised by the

• If a Minor under the age of 18 years, applies for membership to the Club the person with parental responsibility for that child will have consented and provided information about both themselves and the child concerned.

• If you complete any feedback questionnaires which the Club may from time to time issue, we may use the information you have put on there for research purposes.
• Any other activities or events organised by the Club for the benefit of our members.

We have an up to date Data Protection Policy and a copy of this is available on request and on our website. Whilst our Policy and this Notice have been produced in accordance with the requirements under the EU General Data Protection Regulation (Regulation (EU) 2016/679), known as the ‘GDPR’ the Club has done so only as a matter of good practice not because of any legal requirement to do so as it is neither a professional nor commercial activity within the meaning of the GDPR.

The Basis for Processing your data
This is necessary for us to undertake the legitimate administration work for and on behalf of the Club “Sensitive” personal data such as health or disability information, where held, is done so following the provision and consent by you to the Club holding such data.

Where your data will be stored
All information you provide to us will be stored in files and on computers operated from time to time by the Club Committee members. Once we have received your information, we will use our best endeavours to prevent unauthorised access and it will only be retained for the specific purpose you have provided it for. The Club will not use the data nor pass it to third parties for marketing purposes or to create personality or user profiles.

How long we will store your data for
We will keep your data for no longer than is necessary.

Your Rights
Here is a summary of your rights regarding your data. Please contact us if you require any further information regarding any of them.

• Access – you have a right to access information we hold about you.
• Correction – you can correct us if we hold any inaccurate data about you.
• Erasure – you have a right ‘to be forgotten’ where your personal data is no longer necessary for the purposes for which it was collected.
• Restriction of processing – there are certain circumstances where you can restrict the processing of your data. For example, if you contest the accuracy of your data processing can be restricted for a period enabling us to check if it is accurate.
• Object to processing – there are certain circumstances where you can object to us processing your data, for example if it causes unwarranted and substantial damage or distress. Any objection must be made in writing to us.
• Data portability – you may be able to request your information from us and then re-use it with other service providers.
• Withdrawing consent – If you consent to us processing your data by signing relevant application forms, you have the right to withdraw that consent at any time. This must be in the form of a signed and dated letter from you or an email from an email address you have already provided to us.

The Club does not have a Data Protection Officer.

For information and queries about the Club’s data protection compliance, please contact the Secretary, Sandie Richardson