BANBURY UNITED COMMUNITY FOOTBALL CLUB LTD

Transcription

1 BANBURY UNITED COMMUNITY FOOTBALL CLUB LTD PRIVACY NOTICE We are cmmitted t respecting yur privacy. This ntice is t explain hw we may use persnal infrmatin we cllect befre, during and after yur membership with us. This ntice explains hw we cmply with the law n data prtectin, what yur rights are and fr the purpses f data prtectin we will be the cntrller f any f yur persnal infrmatin. This ntice applies t yu if yu are either: 1. an individual wh has registered fr membership f the club. 2. an individual r cmpany wh spnsrs, supprts r supplies t the club. 3. an individual player/participant/emplyee fr the club and/r whse details we have cllected frm yu. References t we, ur r us in this privacy ntice are t Banbury United Cmmunity Ftball Club Ltd, The Banbury Plant Hire Cmmunity Stadium, Statin Apprach, Banbury OX15 6AL [Registered with the Financial Cnduct Authrity, under the C-perative and Cmmunity Benefit Scieties Act 2014, Registratin Number 7135] We have nt appinted a Data Prtectin Officer t versee ur cmpliance with data prtectin laws [as we are nt required t d s], but Stephen Barlw, Secretary, has verall respnsibility fr data prtectin cmpliance in ur rganisatin. Cntact details are set ut in the "Cntacting us" sectin at the end f this privacy ntice. 1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU When yu sign up fr membership with us, yu may prvide us with r we may btain persnal infrmatin abut yu, such as infrmatin regarding yur: persnal cntact details that allws us t cntact yu directly such as name, title, address, addresses and telephne numbers; date f birth; gender; membership details including start and end date; bank details yu prvide s that we can receive payments frm yu r make payments t t yu and details f the financial transactins with yu; recrds f yur attendance at any activity hsted by us; images in vide and/r phtgraphic frm and vice recrdings; and any disciplinary and grievance infrmatin; Players/Participants/Emplyees If yu are a player/participant wh has registered his/her interest in participating fr the club yu may als prvide us with r we may btain the fllwing additinal persnal infrmatin frm yu: identificatin dcuments such as passprt and identity cards and visas; details f next f kin, family members and emergency cntacts;

2 2. SPECIAL CATEGORIES OF PERSONAL INFORMATION We may als cllect, stre and use the fllwing special categries f mre sensitive persnal infrmatin regarding yu: infrmatin abut yur health, including any medical cnditin, health and sickness recrds, medical recrds and health prfessinal infrmatin; and We may nt cllect all f the abve types f special categry persnal infrmatin abut yu. In relatin t the special categry persnal data that we d prcess we d s n the basis that it is necessary fr the establishment, exercise r defence f legal claims; it is necessary fr the purpses f carrying ut the bligatins and exercising ur r yur rights in the field f emplyment and scial security and scial prtectin law; r based n yur explicit cnsent. In the table belw, we refer t these as the special categry data. We may als cllect criminal recrds infrmatin frm yu. Fr criminal recrds histry, we prcess it n the basis f legal bligatins r based n yur explicit cnsent. 3. WHERE WE COLLECT YOUR INFORMATION We typically cllect persnal infrmatin abut ur members when yu register fr membership. If yu are a player/participant we als may cllect persnal infrmatin abut yu frm ther referrals such as frm managers r talent scuts. If yu are prviding us with details f referees, next f kin, beneficiaries, family members and emergency cntacts they have a right t knw and t be aware f hw what persnal infrmatin we hld abut them, hw we cllect it and hw we use and may share that infrmatin. Please share this privacy ntice with thse f them whm yu feel are sufficiently mature t understand it. They als have the same rights as set ut in the Yur rights in relatin t persnal infrmatin sectin belw.

3 4. USES MADE OF THE INFORMATION The table belw describes the main purpses fr which we prcess yur persnal infrmatin, the categries f yur infrmatin invlved and ur lawful basis fr being able t d this. Purpse Persnal infrmatin used Lawful basis All Members T administer yur membership yu have with us and managing ur relatinship with yu, All cntact and membership details, transactin and payment infrmatin, recrds f yur interactins with us, and marketing preferences. This is necessary t enable us t prperly manage and administer yur membership cntract with us. T send yu infrmatin which is included within yur membership benefits package, All cntact and membership details This is necessary t enable us t prperly manage and administer yur membership cntract with us. T send yu ther infrmatin we think yu might find useful r which yu have requested frm us All cntact and membership details and marketing preferences Where we believe we have a legitimate interest t keep yu up t date with infrmatin abut the club T answer yur queries r cmplaints Cntact details and recrds f yur interactins with us We have a legitimate interest t prvide cmplaint handling services t yu in case there are any issues with yur membership.

4 Retentin f recrds All the persnal infrmatin we cllect We have a legitimate interest in retaining recrds whilst they may be required in relatin t queries r cmplaints. We need t retain recrds in rder t prperly administer and manage yur membership and in sme cases, we may have legal r regulatry bligatins t retain recrds. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. Spnsrs, Supprters, Suppliers T administer yur spnsrship, supprt, supply yu have with us and managing ur relatinship with yu, All cntact and membership details, transactin and payment infrmatin, recrds f yur interactins with us This is necessary t enable us t prperly manage and administer yur cntract r agremeent with us. T send yu infrmatin which is included within yur spnsrship, supprt, supply benefits package, All cntact and membership details This is necessary t enable us t prperly manage and administer yur cntract r agreement with us. T send yu ther infrmatin we think yu might find useful r which yu have requested frm us All cntact and membership details and marketing preferences Where we believe we have a legitimate interest t keep yu up t date with infrmatin abut the club

5 T answer yur queries r cmplaints Cntact details and recrds f yur interactins with us We have a legitimate interest t prvide cmplaint handling services t yu in case there are any issues with yur cntract r agreement. Retentin f recrds All the persnal infrmatin we cllect We have a legitimate interest in retaining recrds whilst they may be required in relatin t queries r cmplaints. We need t retain recrds in rder t prperly administer and manage yur spnsrship, supprt, supply. We may have legal r regulatry bligatins t retain recrds. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. Players/Participants/Emplyees T administer yur playing membership r emplymentyu have with us and managing ur relatinship with yu, T administer any drug and alchl testing T use infrmatin abut yur physical r mental health (including any injuries) r disability status, t ensure yur health and safety and t assess yur fitness t participate, t prvide apprpriate adjustments t ur facilities and t mnitr and manage sickness absence T gather evidence fr pssible grievance r disciplinary hearings All cntact details, bank details, transactin and payment infrmatin, recrds f yur interactins with us Health and medical infrmatin Health and medical infrmatin All the persnal infrmatin we cllect including any disciplinary and grievance infrmatin. This is necessary t enable us t prperly manage and administer yur playing membership r emplyment and any cntract with us. We have a legitimate interest in ding s t prvide a safe and accessible envirnment fr yu t train and cmpete. We have a legitimate interest in ding s t prvide a safe and fair envirnment fr all members and t ensure the effective

6 T facilitate mvement t/frm the club frm anther club Cntact details management f any disciplinary hearings, appeals and adjudicatins. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. T allw players t mve clubs freely within the rules f the cmpetitins we play in Retentin f recrds All the persnal infrmatin we cllect We have a legitimate interest in retaining recrds whilst they may be required in relatin t queries r cmplaints. We need t retain recrds in rder t prperly administer and manage yur spnsrship, supprt, supply. We may have legal r regulatry bligatins t retain recrds. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. Fr sme f yur persnal infrmatin yu will have a legal, cntractual r ther requirement r bligatin fr yu t prvide us with yur persnal infrmatin. If yu d nt prvide us with the requested persnal infrmatin we may nt be able t admit yu as a member r we may nt be able t prperly perfrm ur cntract with yu r cmply with legal bligatins and we may have t terminate yur psitin as a member r playing member. Fr ther persnal infrmatin yu may nt be under an bligatin t prvide it t us, but if yu d nt prvide it then we may nt be able t prperly perfrm ur cntract with yu. Where yu have given us yur cnsent t use yur persnal infrmatin in a particular manner, yu have the right t withdraw this cnsent at any time, which yu may d by cntacting us as described in the "Cntacting us" sectin belw. Please nte hwever that the withdrawal f yur cnsent will nt affect any use f the data made befre yu withdrew yur cnsent and we may still be entitled t hld and prcess the relevant persnal infrmatin t the extent that we are entitled t d s n bases ther than yur cnsent. Withdrawing

7 cnsent may als have the same effects as nt prviding the infrmatin in the first place, fr example we may n lnger be able t prvide certain member benefits t yu. 1. DISCLOSURE OF YOUR PERSONAL INFORMATION We share persnal infrmatin with the fllwing parties: Any party apprved by yu. T any gverning bdies r rganisatins t which the club affiliates: t allw them t prperly administer the sprt. Other service prviders:; Our supply chain partners & sub-cntractrs, such as curiers, imprt/exprt agents, shippers; The Gvernment r ur regulatrs: where we are required t d s by law r t assist with their investigatins r initiatives. Plice, law enfrcement security services and ther statutry agencies: t assist with the investigatin and preventin f crime, the prtectin f natinal security and safeguarding. We d nt disclse persnal infrmatin t anyne else except as set ut abve. 2. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR? The duratin fr which we retain yur persnal infrmatin will differ depending n the type f infrmatin and the reasn why we cllected it frm yu. Hwever, in sme cases persnal infrmatin may be retained n a lng-term basis: fr example, persnal infrmatin that we need t retain fr legal purpses will nrmally be retained in accrdance with usual cmmercial practice and regulatry requirements. Generally, where there is n legal requirement we retain all physical and electrnic recrds fr a perid f 10 years after yur last cntact with us. Exceptins t this rule are: Infrmatin that may be relevant t persnal injury claims, r discriminatin claims may be retained until the limitatin perid fr thse types f claims has expired. Fr persnal injury r discriminatin claims this can be an extended perid as the limitatin perid might nt start t run until a lng time after yu have wrked fr us. It is imprtant t ensure that the persnal infrmatin we hld abut yu is accurate and up-t-date, and yu shuld let us knw if anything changes, fr example if yu change yur phne number r address. 3. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION Yu have the fllwing rights in relatin t yur persnal infrmatin: the right t be infrmed abut hw yur persnal infrmatin is being used; the right t access the persnal infrmatin we hld abut yu; the right t request the crrectin f inaccurate persnal infrmatin we hld abut yu;

8 the right t request the erasure f yur persnal infrmatin in certain limited circumstances; the right t restrict prcessing f yur persnal infrmatin where certain requirements are met; the right t bject t the prcessing f yur persnal infrmatin; the right t request that we transfer elements f yur data either t yu r anther rganisatin; and the right t bject t certain autmated decisin-making prcesses using yur persnal infrmatin. Yu shuld nte that sme f these rights, fr example the right t require us t transfer yur data t anther service prvider r the right t bject t autmated decisin making, may nt apply as they have specific requirements and exemptins which apply t them and they may nt apply t persnal infrmatin recrded and stred by us. Fr example, we d nt use autmated decisin making in relatin t yur persnal data. Hwever, sme have n cnditins attached, s yur right t withdraw cnsent r bject t prcessing fr direct marketing are abslute rights. Whilst this privacy ntice sets ut a general summary f yur legal rights in respect f persnal infrmatin, this is a very cmplex area f law. Mre infrmatin abut yur legal rights can be fund n the Infrmatin Cmmissiner s website at T exercise any f the abve rights, r if yu have any questins relating t yur rights, please cntact us by using the details set ut in the "Cntacting us" sectin belw. If yu are unhappy with the way we are using yur persnal infrmatin, yu can als cmplain t the UK Infrmatin Cmmissiner s Office r yur lcal data prtectin regulatr. We are here t help and encurage yu t cntact us t reslve yur cmplaint first. 4. CHANGES TO THIS NOTICE We may update this privacy ntice frm time t time. When we change this ntice in a material way, we will update the versin date at the bttm f this page. Fr significant changes t this ntice we will try t give yu reasnable ntice unless we are prevented frm ding s. Where required by law we will seek yur cnsent t changes in the way we use yur persnal infrmatin. 5. CONTACTING US In the event f any query r cmplaint in cnnectin with the infrmatin we hld abut yu, please secretary@banburyunitedfc.c.uk r write t us at Secretary, Banbury United Cmmunity Ftball Club Ltd, Banbury Plant Hire Cmmunity Stadium, Statin Apprach, Banbury OX15 5TA. Versin dated 15 May 2018