OPM RFC PRIVACY NOTICE

Transcription

1 OPM RFC PRIVACY NOTICE Summary f hw we and the RFU use yur data OPM RFC uses yur persnal data t manage and administer yur membership and yur invlvement with its teams and club, and t keep in cntact with yu fr these purpses. Sme data is shared with the RFU, wh use yur data t regulate, develp and manage the game. Where we r the RFU rely n yur cnsent, such as any cnsent we seek fr marketing, yu can withdraw this cnsent at any time. Amngst the data we cllect frm yu may be medical (including injury) infrmatin. We will hld this where yu (r yur parent) have given cnsent, s that we can ensure we are aware f yur cnditin and can that yu are supprted apprpriately. Where yu wrk in a particular rle within the game, yu may be required t underg a Disclsure & Barring Service check using the RFU s edbs system. The result f this check will be input int yur Game Management Service (GMS) recrd. What des this plicy cver? This plicy describes hw OPM RFC (als referred t as the Club, we r us ) will make use f the data we handle in relatin t ur members and players, including ur use f the Game Management System ( GMS ) prvided by the Rugby Ftball Unin ( RFU ). The plicy als describes the RFU s use f data n GMS. It als describes yur data prtectin rights, including a right t bject t sme f the prcessing which we carry ut. Mre infrmatin abut yur rights, and hw t exercise them, is set ut in the What rights d I have? sectin. What infrmatin d we cllect? We cllect and prcess persnal data frm yu r yur parent when yu jin and when we carry ut annual renewals f yur membership. This includes: yur name yur gender, yur date f birth, yur RFU ID (as assigned in GMS) yur hme address, address and phne number; yur passprt and NI details, where we have t check yur eligibility r ability t wrk fr us; yur type f membership and invlvement in particular teams, r any key rle yu may have been allcated, such as Chair, Safeguarding Lead, Membership Secretary etc.; yur payment and/r bank accunt details, where yu prvide these t pay fr membership; yur marketing preferences, including any cnsents yu have given us; yur medical cnditins r disability, where yu prvide this t us with yur cnsent (r yur parent s cnsent) t ensure we are aware f any supprt we may need t prvide t yu

2 Sme infrmatin will be generated as part f yur invlvement with us, in particular data abut yur perfrmance, invlvement in particular matches in match reprts and details f any disciplinary issues r incidents yu may be invlved in n and ff the pitch, such as within health and safety recrds. What infrmatin d we receive frm third parties? Smetimes, we receive infrmatin abut yu frm third parties. Fr example, if yu are a child, we may be given infrmatin abut yu by yur parents. We may receive infrmatin relating t yur existing registratins with ther clubs r rugby bdies r disciplinary histry frm the RFU thrugh GMS. Additinally, fr certain rle hlders r thse wrking with children, we may receive infrmatin frm the Disclsure and Barring Service and RFU n the status f any DBS check yu have been required t take. Hw d we use this infrmatin, and what is the legal basis fr this use? We prcess this persnal data fr the fllwing purpses: T fulfil a cntract, r take steps linked t a cntract: this is relevant where yu make a payment fr yur membership and any merchandise, r enter a cmpetitin. This includes: taking payments; cmmunicating with yu; prviding and arranging the delivery r ther prvisin f prducts, prizes r services; As required by the Club t cnduct ur business and pursue ur legitimate interests, in particular: we will use yur infrmatin t manage and administer yur membership and yur invlvement with its teams and club, and t keep in cntact with yu fr these purpses; we will als use data t maintain recrds f ur perfrmances and histry, including match reprts, scre lines team sheets and phtgraphs; we may chse t send yu prmtinal materials and ffers by pst r by phne, r by where we want t send yu ffers relating t similar prducts and services that yu have already bught; we use data f sme individuals t invite them t take part in market research; Where yu give us cnsent: we will send yu direct marketing r prmtinal material by ; we may handle medical r disability infrmatin yu r yur parent prvides t us, t ensure we supprt yu apprpriately; n ther ccasins where we ask yu fr cnsent, we will use the data fr the purpse which we explain at that time. Fr purpses which are required by law: we maintain recrds such as health and safety recrds and accunting recrds in rder t meet specific legal requirements; we ensure, where yu will wrk with children, that yu have undergne an apprpriate DBS check this is als carried ut with yur cnsent. where yu hld a rle at the Club requiring us t check yur right t wrk, we may prcess infrmatin t meet ur statutry duties; we may respnd t requests by gvernment r law enfrcement authrities cnducting an investigatin.

3 Hw des the RFU use any f my infrmatin? The RFU prvides GMS, but make its wn use f the fllwing infrmatin: yur name; yur gender; yur date f birth; yur RFU ID (as assigned in GMS); yur hme address, address and phne number; and yur type f membership and invlvement in particular teams at the Club, r any key rle yu may have been allcated, such as Chair, Safeguarding Lead, Membership Secretary etc. The RFU uses this infrmatin as fllws: As required by the RFU t cnduct its business and pursue its legitimate interests, in particular: cmmunicating with yu r abut yu where necessary t administer Rugby in England, including respnding t any questins yu send t the RFU abut GMS; administering and ensuring the eligibility f players, match fficials and thers invlved in English rugby this may invlve the receipt f limited amunts f sensitive data in relatin t disabled players, where they are registered fr a disabled league r team, r in relatin t anti-dping matters; maintaining recrds f the game as played in England, in particular maintaining details f discipline and miscnduct; mnitring use f GMS, and using this t help it mnitr, imprve and prtect its cntent and services and investigate any cmplaints received frm yu r frm thers abut GMS; maintaining statistics and cnducting analysis n the make-up f rugby s participants; ensuring cmpliance with the current RFU Rules and Regulatins including thse n the affiliatin f clubs, referee scieties, cnstituent bdies and ther rugby bdies, and registratin f players; and cmmunicating with yu t ask fr yur pinin n RFU initiatives. Fr purpses which are required by law: The RFU will ensure, where yu will wrk with children and where this is required, that yu have undergne an apprpriate DBS check this is als carried ut with yur cnsent. The RFU may respnd t requests by gvernment r law enfrcement authrities cnducting an investigatin. Withdrawing cnsent r therwise bjecting t direct marketing Wherever we rely n yur cnsent, yu will always be able t withdraw that cnsent, althugh we may have ther legal grunds fr prcessing yur data fr ther purpses, such as thse set ut abve. In sme cases, we are able t send yu direct marketing withut yur cnsent, where we rely n ur legitimate interests. Yu have an abslute right t pt-ut f direct marketing, r prfiling we carry ut fr direct marketing, at any time. Yu can d this by fllwing the instructins in the cmmunicatin where this is an electrnic message, r by cntacting us using the details set ut belw in the Hw d I get in tuch with yu r the RFU? sectin.

4 Wh will we share this data with, where and when? Sme limited infrmatin may be shared with ther stakehlders in rugby, such as ther clubs, Cnstituent Bdies, referee scieties, league rganisers, s that they can maintain apprpriate recrds and assist us in rganising matches and administering the game. Persnal data may be shared with gvernment authrities and/r law enfrcement fficials if required fr the purpses abve, if mandated by law r if required fr the legal prtectin f ur r the RFU s legitimate interests in cmpliance with applicable laws. Persnal data will als be shared with third party service prviders, wh will prcess it n ur behalf fr the purpses identified abve. Such third parties include the RFU as the prvider f GMS. Where infrmatin is transferred utside the EEA, and where this is t a stakehlder r vendr in a cuntry that is nt subject t an adequacy decisin by the EU Cmmissin, data is adequately prtected by EU Cmmissin apprved standard cntractual clauses, an apprpriate Privacy Shield certificatin r a vendr's Prcessr Binding Crprate Rules. A cpy f the relevant mechanism can be prvided fr yur review n request. What rights d I have? Yu have the right t ask us fr a cpy f yur persnal data; t crrect, delete r restrict (stp any active) prcessing f yur persnal data; and t btain the persnal data yu prvide t us fr a cntract r with yur cnsent in a structured, machine readable frmat. In additin, yu can bject t the prcessing f yur persnal data in sme circumstances (in particular, where we dn t have t prcess the data t meet a cntractual r ther legal requirement, r where we are using the data fr direct marketing). These rights may be limited, fr example if fulfilling yur request wuld reveal persnal data abut anther persn, r if yu ask us t delete infrmatin which we are required by law t keep r have cmpelling legitimate interests in keeping. Yu have the same rights fr data held by the RFU fr its wn purpses n GMS. T exercise any f these rights, yu can get in tuch with us r, as apprpriate, the RFU r its data prtectin fficer using the details set ut belw. If yu have unreslved cncerns, yu have the right t cmplain t the Infrmatin Cmmissiner s Office. Much f the infrmatin listed abve must be prvided n a mandatry basis s that we can make the apprpriate legal checks and register yu as required by RFU Rules and Regulatins. We will infrm yu which infrmatin is mandatry when it is cllected. Sme infrmatin is ptinal, particularly infrmatin such as yur medical infrmatin. If this is nt prvided, we may nt be able t prvide yu with apprpriate assistance, services r supprt. Hw d I get in tuch with yu r the RFU? We hpe that we can satisfy queries yu may have abut the way we prcess yur data. If yu have any cncerns abut hw we prcess yur data, yu can get in tuch at datafficer@pmrugby.cm r by writing t Data Officer, OPM Rugby, OPM Suite, Plymuth Cllege, Frd Park, Plymuth PL4 6RN If yu have any cncerns abut hw the RFU prcess yur data, yu can get in tuch at legal@rfu.cm r by writing t The Data Prtectin Officer, Rugby Ftball Unin, Twickenham Stadium, 200 Whittn Rad, Twickenham TW2 7BA. Hw lng will yu retain my data? We prcess the majrity f yur data fr as lng as yu are an active member and fr 6 years after this. Where we prcess persnal data fr marketing purpses r with yur cnsent, we prcess the data fr 6 years unless yu ask us t stp, when we will nly prcess the data fr a shrt perid after this (t allw us t implement yur requests). We als keep a recrd f the fact that yu have asked us

5 nt t send yu direct marketing r t prcess yur data indefinitely s that we can respect yur request in future. Where we prcess persnal data in cnnectin with perfrming a cntract r fr a cmpetitin, we keep the data fr 6 years frm yur last interactin with us. We will retain infrmatin held t maintain statutry recrds in line with apprpriate statutry requirements r guidance. The RFU will maintain recrds f individuals wh have registered n GMS, recrds f DBS checks and the resulting utcmes and ther disciplinary matters fr such perid as is set ut in the RFU s privacy ntice t be set ut n Recrds f yur invlvement in a particular match, n team sheets, n results pages r in match reprts may be held indefinitely bth by us and the RFU in rder t maintain a recrd f the game.