Hampton Wick Royal Cricket Club (HWRCC) takes our responsibility in handling your personal data very seriously and is compliant with the most recent GDPR (General Data Protection Regulation) guidelines. Please see more details below.
What personal 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 emergency. We collect this data directly from our members. For some of our members we may have additional information such as any health issues that are relevant to playing cricket, board and sub-committee memberships and, occasionally, DBS checks done with your knowledge and permission.
We may for the purposes of club training also require our coaching staff to take videos of batting and bowling technique. This 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 ask 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 / leaders, 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, this may on occasions include information from selected partners. We will never share your data with third-parties for the purpose of marketing or put your data in the public domain, however, your data will be shared with selected and approved club officials, e.g. team managers and coaches. Your personal details (e.g. email address and telephone number) may also be added to platforms such as Teamer – these will be used to help us manage teams and to share relevant information with you. We may on occasions share your information for the purposes of monitoring with county cricket boards (e.g. Surrey CC), the England and Wales Cricket Board (ECB) and official league organisers. We may also be required to share selected information with medical specialists and/or other local authorities in the event of an emergency.
How is your data stored?
All of our data, including our main membership database, is stored in digital form online within the EEA, through accessing the LoveAdmin portal admin account.
Your data protection rights
The GDPR provides the following rights for individuals: the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, the right to object and the right not to be subject to a decision based solely on automated processing.
Who is responsible for ensuring compliance with relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The 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.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you can email club Communications Officer; Graeme Tong firstname.lastname@example.org to request a copy.
Does HWRCC collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. HWRCC does not collect any such data.
How can you ask for data to be removed, limited or corrected?
Please contact club Communications Officer; Graeme Tong email@example.com to make any updates to your data, or if you want it removed. Clearly if it is removed, you will no longer receive any communications from HWRCC.
How long we keep your data for, and why?
We will review all member data on our systems on an annual basis. We will keep your data on record as long as you stay an active member of the club and details of inactive / dormant members will be deleted at that point.