HWRCC Data Protection Statement
Hampton Wick Royal Cricket Club (HWRCC) takes our responsibility in handling your personal data very seriously and complies with GDPR (General Data Protection Regulation) guidelines.
What data do we collect?
The data we collect includes members’ names, addresses, email addresses and dates of birth, along with contact details for next of kin in case of an emergency. We collect this directly from our members. For some of our members we may have additional information such as health issues that are relevant to playing cricket, board and sub-committee memberships and occasionally DBS checks done with your knowledge and permission.
We will also collect some special category data related to ethnicity, disability and financial status. This is done for the monitoring of equal opportunity and fair treatment as part of our offerings as a Community Amateur Sports Club.
We may for the purposes of club training also require our coaching staff to take videos. This will be done for the sole purpose of coaching and will only be done with your consent on training/match days and be subject to the same guidelines as laid out on personal information.
How do we collect your data?
We collect your data by asking members to create a membership record on the LoveAdmin platform. We will have a record of all data provided by members in this platform. We may also collect from the following: The England and Wales Cricket Board (ECB), Leagues (where relevant), County Boards (where relevant), Club coaches and medical practitioners (where relevant).
How will we use your data?
Your data will only be used to share information and services that relate to your membership of HWRCC – on occasion this may include information from selected partners. Your information will never be shared with third parties for the purposes of marketing or put into the public domain. However, your data will be shared with selected and approved club officials such as team managers and coaches. Your personal details may be added to platforms such as Teamer and Whatsapp for the purpose of managing teams and sharing relevant information with you. We may on occasion share your information for the purposes of monitoring with county cricket boards, the ECB and official elageu organisers. We may also be required to share selected information with medical specialists and/or local authorities in the event of an emergency.
How do we store your data?
All of our data is stored on LoveAdmin, which is accessible to members via the LoveAdmin portal admin account.
Your data protection rights
The GDPR provides the following rights for individuals – the right of access; right to rectification; right to erasure; right to restrict processing; right to data portability; right to object; right not to be subject to a decision solely based on automated processing.
Who is responsible for ensuring compliance with relevant laws and regulations?
The HWRCC Management committee is responsible for ensuring that HWRCC discharges its obligations under the GDPR and is responsible for maintaining a log of data breaches and notifying the Information Commissioners Office and any members affected as necessary, in accordance with our legal obligations.
Who has access to your data?
Members of the HWRCC management committee have access to members’ data in order for them to carry out their legitimate tasks for HWRCC, such as responding to enquiries from those members, picking teams, collecting match fees and sending out regular appropriate communications. Members of the management committee and its sub-committees will be given access to this data for any legitimate purpose to do with their roles as officers of the organisations or members of their committees, but will not be free to pass it on to any other organisation. We may also give access to the following relevant groups/individuals: Leagues where you have been nominated for / agree to play for a League, the ECB where you are registered for or express an interest in an ECB programme, The County Cricket Board that supports the local Cricket Club whose programmes you have registered for and Coaches and other volunteers for administrating training and other sessions.
What is the legal basis for collecting this data?
HWRCC collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and as the authority of an internationally recognised and regulated, competitive sport. Personnel data is kept in compliance with our legal obligations.
HWRCC collects special data in line with its legitimate interests and monitoring of equal opportunity to ensure that no member is disadvantaged, treated ill-favourably and misses out on opportunities to play cricket by reason of a protected characteristic.
How can I see what data you hold on me?
Please contact the HWRCC Communication manager, Jack Le Feuvre on communications@hwrcc.co.uk to request a copy.
How do I remove, limit or change any data held on me?
Please contact HWRCC Communication Manager, Jack Le Feuvre on communications@hwrcc.co.uk to make any updates to your data, or if you want it removed.
How long do we keep your data for?
We are not required under law to have a minimum retention period for your data. We review all member data held on our database and systems annually. We will retain your data for as long as you remain an active member of HWRCC. The details of any inactive or dormant HWRCC members will be deleted immediately.
Last Reviewed 1 March 2024. Last Updated 1 March 2024