Privacy Page

Adastral Privacy Policy

Who we are

Adastral Hockey Club: https://adastral.wordpress.com/

Scope

This privacy notice covers personal data we hold about you and about website visitors.

Also see: Cookie policy

Website visitors

The information we hold

  1. IP addresses

Purpose / How we use your data

To allow us to analyse website usage in aggregate, and for security reasons (e.g. to allow us to block spammers and hackers).

How we obtain information

Your IP address is automatically captured when you visit the website.

Sharing your information with other parties

We will not share personal data with a third party without your explicit consent.

The website is hosted in Denver, USA.  Photographs of matches and names of those who have been voted Player of the Match are held on the website.  If you do not want your data to appear here, then please let us know.

Legal Basis for processing your data

  1. Legitimate Interests– we store IP addresses on our servers to help us protect against spammers and hackers.

Players

The information we hold

  1. Name
  2. Email addresses
  3. Gender
  4. Telephone numbers
  5. Photographs and videos
  6. Preferred position on the pitch
  7. Other information you may provide

Purpose / How we use your data

We hold your data to contact you about your games, collect match fees and subs, deal with your requests and complaints.

How we obtain information

  • Information provided by you, e.g. in emails, in phone calls.
  • Information provided by other players and spectators, e.g. photographs of games.

Legal Basis for processing your data

The legal basis for processing your data is:

  1. Legitimate Interests– We may require your data to pursue our legitimate interests – for example, to contact you to arrange games.
  2. Consent – You consent to receive regular emails from us about games. You can opt-out at any time. You may also chose not to have your name, photo or video displayed on the website.

Your rights

You have a number of legal rights to control what we do with your information.

  • Access– You have a right to get access to the personal information we hold about you.
  • Portability– You have a right to data portability when you request access. This means we will send you your data in electronic form.
  • Rectification – You have a right to have inaccurate data corrected and to update incomplete personal information.
  • Objection– You have a right to object to the processing of your personal information.
  • Withdraw consent– Where data is processed on the basis of consent, you have a right to withdraw your consent.
  • Restriction– You have a right to request us to restrict stop the processing of your personal information without deleting it. For example, you could ask us to stop using your personal mobile phone because you now have a work one.
  • Erasure – You have a right to request that we delete your personal information.
  • Complaint– You have a right to lodge a complaint with the regulator, the Information Commissioner’s Office (ICO).

Please contact us to submit a request or ask any questions about this policy.

Sharing your information with other parties

We will not share personal data with a third party not associated with the provision of services without your explicit consent.

We will also not transfer Subject data to a third-party country outside of the UK or EEA that is not compliant with the applicable data protection laws via adequacy agreement, Binding Corporate Rules or other legally appropriate means as defined by the Information Commissioners Office without your explicit consent.

How long we keep your information

We will keep your personal information for as long as you are a player or potential player.

We may keep your data for longer if required for the following reasons:

  • To respond to any questions or complaints.
  • To comply with legal requirements.

IP addresses are kept for up to 2 years.

Covid-19 Changes

Purpose of data collection
The data is collected in order to support NHS Track and Trace.  This information will only be used where necessary to help stop the spread of COVID-19.
Lawful basis for processing
Legitimate interest or public task
NB In order to collect personal information based on legitimate interest, a legitimate interest assessment must be conducted.  This requires the following to be assessed:
– The purpose of data collection
– The necessity of data processing  
– The balance between the rights of the data subject and the data recipient in collecting and processing the data
Data storage
– Data will be stored securely in accordance with the GDPR
Data retention and deletion
Attendance Records:  To support NHS Test and Trace, attendance records will be retained for 21 days from receipt. This reflects the incubation period for COVID-19 (which can be up to 14 days), an additional 7 days to allow time for testing and tracing and allows for reporting time.  After 21 days, this information will be securely disposed of or deleted.  
Participation Agreements:  These will be retained for a period of one season and renewed if required.  This is to ensure that participants can be contacted by NHS Track and Trace and/or appropriate Covid Officers if necessary.
Data sharing
In the event that the Covid Officer is contacted by the NHS track and trace, the details you provide will be shared.  NHS Test and Trace will ask for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed this activity as an event in which they participated, or because this event has been identified as the location of a potential local outbreak of COVID-19. For more information on the use of your data by NHS Track and Trace please visit the .gov website (https://www.gov.uk/guidance/nhs-test-and-trace-how-it-works)

The data will also be shared with England Hockey for the purposes ot supporting NHS Track and Trace.

Changes to this Policy

We regularly review and, where necessary, update this policy.

If we plan to use personal data for a new purpose, we will update our privacy policy and communicate the changes to individuals before starting any new processing.

Version 2.0 (changes in colour above)
September 2020