North Hockey Umpiring Association (NHUA) PRIVACY NOTICE FOR OUR MEMBERS

Transcription

1 Nrth Hckey Umpiring Assciatin (NHUA) PRIVACY NOTICE FOR OUR MEMBERS 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 invlvement 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: 1. an Umpire, Umpire Cach / develper, Umpire Assessr r Umpire Manager wh has registered fr membership fr the Umpiring Services the NHUA Manages r if yu agree t take up appintments as a Cunty Reserve Umpire. References t we, ur r us in this privacy ntice are t the Nrth Hckey Umpiring Assciatin (NHUA). 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 ur [Data Prtectin Cmpliance Manager] 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 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, addresses and telephne numbers; date f birth; gender; recrds f yur interactins with us such as, s and ther crrespndence and yur instructins t us; Details yu prvide abut yur experience in the sprt and yur interests in getting further invlved in the sprt; any feedback yu prvide in a survey; recrds f yur attendance at any events, cmpetitins r wrkshps delivered by us r ur Assciatin: images in vide and/r phtgraphic frm and vice recrdings; [any payment r bank details yu prvide s that we can receive payments frm yu r yu can receive funding frm us and details f the financial transactins with yu]; [use f and mvements thrugh ur nline prtal, passwrds, persnal identificatin numbers, IP addresses, user names and ther IT system identifying infrmatin;] any funding applicatin details; 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. We may nt cllect all f the types f special categry persnal infrmatin abut yu. In relatin t special categry persnal data that we d prcess we d s n the basis that: the prcessing is necessary fr reasns f appinting t hckey matches/hckey turnaments; 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 f 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 reasns fr prcessing f yur persnal data. 1

2 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 when yu create an accunt n ur site at sign up fr ur newsletter, [make an applicatin fr funding], when yu make a query and/r cmplaint r when yu crrespnd with us by phne, r in sme ther way. We als may cllect persnal infrmatin abut yu when, reprts are cmpleted fr yur caching and develpment in additin t assessment reprts, yu attend ne f the events r wrkshps hsted by us r ne f ur delivery partners and/r activity prviders and team feedback frm the website. 4. USES MADE OF THE INFORMATION Purpse 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. Persnal infrmatin used Lawful basis T administer any membership accunt(s) yu have with us and managing ur relatinship with yu, including dealing with enquiries made by yu T send yu marketing infrmatin we think yu might find useful r which yu have requested frm us, including ur newsletter and infrmatin abut ur events and any ffers frm abut ur partners and activity prviders t further prgress yur interest in the sprt T deal with yur queries r cmplaints Retentin f recrds All cntact details, recrds f yur interactins with us, and marketing preferences. [Use f and mvements thrugh ur nline prtal]. Cntact details and marketing preferences. Details yu prvide abut yur experience in the sprt and, yur interests in getting further invlved in the sprt; Cntact details and recrds f yur interactins with us. All the persnal infrmatin we cllect. This is necessary t enable us t prperly manage and administer yur accunt with us. Where yu have given us yur explicit cnsent t d s. [NB. Need fr cnsent fr any direct marketing.] We have a legitimate interest t prvide cmplaint handling services t yu in case there are any issues with the service we prvide. We have a legitimate interest in retaining recrds whilst they may be required in relatin t cmplaints r claims. We need t retain recrds in rder t prperly administer and manage any accunt yu have with us and in sme cases we may have legal r regulatry bligatins t retain recrds. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. 2

3 T cnduct data analytics studies t better understand event attendance and trends within sprt in the regin Fr the purpses f prmting sprt in the regin, ur campaigns and events and the wrk we d as a Reginal Bdy T cmply with health and safety requirements 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 in any f the activities r events we hst Fr the purpses f equal pprtunities mnitring T administer yur attendance at any curses, events r prgrammes yu sign up t T manage the prcess f applying t us fr funding T make payments t yu where we have agreed t fund a prject T arrange and manage cntracts fr the prvisin f services/prducts Recrds f yur attendance at any events r cmpetitins hsted by us and/r ur delivery partners. Images in vide and/r phtgraphic frm. Recrds f attendance and health and medical infrmatin Health infrmatin Name, title, date f birth, gender, infrmatin abut yur race r ethnicity, and health infrmatin. All cntact details, date f birth, gender, health and medical infrmatin All details prvided in yur funding applicatin. Transactin and payment data Transactin and payment data, cntact details We have a legitimate interest in ding s t ensure that ur events cntinue t imprve and are targeted and relevant. Where yu have given us yur explicit cnsent t d s. We have a legal bligatin and a legitimate interest t prvide yu and ther members f ur rganisatin with a safe envirnment in which t participate in sprt. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. We have a legitimate interest t prmte a sprts envirnment that is inclusive, fair and accessible. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. This is necessary t enable us t register yu n t and arrange fr the effective delivery f ur develpment prgrammes and events. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. This is necessary t enable us t prperly manage and assess yur applicatin. This is necessary t make payments t yu. This is necessary t enable us t prperly manage and perfrm any cntract fr services and prducts. T cmply with legal bligatins, Infrmatin abut yur Fr criminal recrds histry we prcess it n 3

4 fr example, regarding peple wrking with children r vulnerable adults criminal cnvictins and ffences 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 f ur Assciatin 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 f ur Assciatin. 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 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 benefits t yu. 5. DISCLOSURE OF YOUR PERSONAL INFORMATION We share persnal infrmatin with the fllwing parties: Any party apprved by yu; T any gverning bdies r reginal bdies fr the sprts cvered by us: t allw them t prperly administer the sprts n a lcal, reginal and natinal level. Other service prviders and advisrs: fr example, marketing specialists, payment prcessrs, prfessinal advisrs, data analysis and IT services (including CRM, website, vide- and telecnference services); Our Partners and Activity Prviders: Nrth HA and England Hckey. NHUA Umpire Caches Develpers and Assessrs. 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 and security services: t assist with the investigatin and preventin f crime and the prtectin f natinal security. We d nt disclse persnal infrmatin t anyne else except as set ut abve. 6. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY [The persnal infrmatin we cllect is nt transferred t and stred in cuntries utside f the UK and the Eurpean Unin.] [The persnal infrmatin we cllect may be transferred t and stred in cuntries utside f the UK and the Eurpean Unin. Sme f these jurisdictins require different levels f prtectin in respect f persnal infrmatin and, in certain instances, the laws in thse cuntries may be less prtective than the jurisdictin yu are typically resident in. We will take all reasnable steps t ensure that yur persnal infrmatin is nly used in accrdance with this privacy ntice and applicable data prtectin laws and is respected and kept secure and where a third part prcesses yur data n ur behalf we will put in place apprpriate safeguards as required under data prtectin laws. Fr further details please cntact us by using the details set ut in the "Cntacting us" sectin belw.] 7. 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. 4

5 Generally, where there is n legal requirement we retain all physical and electrnic recrds fr a perid f [6] years after yur last cntact with us. Exceptins t this rule are: Infrmatin that may be relevant t persnal injury claims, 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 the event. [Infrmatin that may be relevant t prjects that we fund may be retained fr lnger perids in rder t allw us t assess the lnger-term impact f ur supprt fr sprts prjects.] 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. Yu may be able t update sme f the persnal infrmatin we hld abut yu thrugh [yur nline accunt]. Alternatively, yu can cntact us by using the details set ut in the "Cntacting us" sectin belw. 8. 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; 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 service prvider; 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. 9. 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. 10. CONTACTING US In the event f any query r cmplaint in cnnectin with the infrmatin we hld abut yu, please Secretary Chris Reece chris.reece59@btinternet r write t us at Secretary Chris Reece 24 Tate Drive Haslingtn Crewe, Cheshire, CW1 5FZ NHUA /05/2018 5