U8 Team Sponsor - Begbies Traynor

Policies


Data policy

What we need

Fidra Lions HC is a family friendly hockey club that has been in operation since 2004. The club is run by a committee that is voted into office every year at the clubs’ AGM. We are a member of the Scottish Hockey Union (SHU) and our league competitions are governed by East District Hockey
Fidra Lions HC will be a "controller" of the personal information that you provide to us Via the website or the clubs membership form.

Option 1 – Members' personal data:

When you register as a member of Fidra Lions HC or renew your membership (including if you are registering or renewing on behalf of a child under the age of 14), we will ask you for the following personal information:

• contact details– name, address, email address, date of birth, etc.;
• membership criteria / category – for example, player, parent, club member, etc.;
• payment details (IF required) – bank account number, sort code, card details, etc.;
• participation details – for example, parent, player, etc.;
• equality information – for example, disability, etc.; and
• any other relevant personal information, for example, PVG membership, coaching badges, etc..

Option 2 – Volunteers' personal data:

When you volunteer with Fidra Lion HC we will ask you for the following personal information:

• contact details – name, address, email address, date of birth, etc.;
• participation details – for example, parent, committee, etc.;
• equality information – for example, disability, etc.; and
• any other relevant personal information, for example, PVG membership, coaching badges, etc..

Why we need your personal information – contractual purposes

Option 1 – Members' personal data:

We need to collect our members' personal information so that we can manage your membership. We will use our members' personal information to:

• provide you with core member services, including SHU registration, player insurance etc;
• set up your online membership account;
• send you membership communications by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees' information, etc.;

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Why we need your personal information – legitimate purposes

Option 1 – Members' personal data:

We also process our members' personal information in pursuit of our legitimate interests to:

• promote and encourage participation in hockey by sending members' communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
• provide competition in hockey by accepting and managing entries for competitions and checking your personal information to ensure you are entered into the correct category;
• monitor and develop participation in hockey by monitoring members' engagement and inviting our members to participate in surveys for researching and development purposes;
• Invite our members as award winners or guests to our annual awards dinner/ceremony, which includes asking our members to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by email;
• develop and maintain our members' qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
• respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to hockey.;

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact any club official. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Option 2 – Volunteers' personal data:

We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.

If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact Fiona Johnson (Child Protection Officer). If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.

Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our members, volunteers, participants, players, etc. for the purposes of complying with our obligations under:

• the Companies Act 2006 / Charities and Trustee Investment (Scotland) Act 2005 to maintain a register of our members, which includes our members' name, address, the date they were admitted to membership and the date on which they ceased to be our member, and hold general meetings, including issuing notices and voting arrangements:
• the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults; and
• the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary;

Who we share your personal information with;

If your personal information is included in any images or videos taken by us at our competitions and events, we may share this on Fidra Lions HC social sites and local newspapers for promotional and/or journalistic purposes.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.

Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and vulnerable adults.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

Fidra Lions HC DO NOT employ any third party suppliers to provide services.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

Options 1 – SGB Members' Personal Data

As a registered club of The Scottish Hockey Union (SHU) we are required to ensure that all of our members are members of SHU as a condition of our registration,

We will share your name, address, D.o.B and contact details with SHU who will become a controller of your personal information when they receive it. The SHU's privacy notice explains how they use your personal information and can be accessed here SHU Privacy Policy

Option 2 – players' / Participants' personal data

We publish the results of our competitions on our website. This includes competitors' name & result.

How we protect your personal information

Your personal information is stored on our electronic filing system and our servers based in the UK and is accessed by our club administrator for the purposes set out above.

How long we keep your personal information

Option 1 - Members' personal data

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 1 year.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Fidra Lions HC and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against Fidra Lions HC.

Option 2 –players’ personal data

We keep our players' personal information for 2 years.

Your rights

You can exercise any of the following rights by logging on to your account at Fidra Lions HC .

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a "subject access request";
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and
• if you wish us to delete your personal information, you may request that we do so.

Any requests received by Fidra Lions HC will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

Why we need your personal information – marketing

Where you are happy for us to do so, we would like to contact you by email with information about hockey, our latest news and upcoming events / competitions / courses.

If you would like to receive email communications from us, please select from the following options below:

• information about Hockey
• latest news on Fidra Lions HC;
• details of upcoming events.

Once you submit your preferences to us, we will send you an email to confirm these. Please note that we will not email you with any information until you have confirmed your preferences by responding to our email.

You may change your preferences at any time or request that we stop sending you email communications by logging in to your account at Fidra Lions HC .