Brechin Rugby Club will be what’s known as the ‘Controller’ of the personal data you provide to us.
What are our obligations to you in relation to how we process your personal data?
We are required by law to ensure that when processing any of your personal data that it is:
Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept in a form which permits you to be identified for only as long as necessary for the purposes we have told you about.
What information is collected?
We may collect the following personal information as a requirement for using our services:
Basic Personal Data – name, address, date of birth, contact information including email address
Billing Information – card or account details
Medical History Data – health related data, medical history, emergency contact information
Other information relevant to customer surveys and/or offers.
Your training may be filmed or pictures taken for marketing purposes. Your participation in a session means you consent to photography, filming and sound recording which may include you as a client and its use in commercial distribution without payment or copyright. If, for any reason, you do not agree to this please advise us in writing or via email.
Why it is collected?
We require this information to enable you to use the services we offer.
To help us understand your needs and provide you with a better service
To improve customer service and personalise customer experience
To provide smooth running of classes and services
To set up and manage memberships, services and billing and process transactions and membership payments
To communicate with members regarding relevant products, services or offers
For internal record keeping, accounting and legal obligations
To inform you of changes that may affect your participation at Brechin Rugby Club including changes to the timetable, classes etc.
To comply with health and safety obligations e.g. completion of accident forms and RIDDOR reporting
For insurance purposes
We will not collect any personal data from you which we do not need in order to provide and oversee these services.
How is it collected?
Data is collected in a variety of ways and stored in different systems:
When you sign up for a membership, your basic information, contact details and medical history etc is captured in order to set this up
Social Media – anyone who interacts with us on social media we store the messages and posts on that relevant software
Booking details for training sessions and events are stored in our booking system
Third party service providers
Third party service providers are only permitted to process your personal data in accordance with our specified instructions. They are also required to take appropriate measures to protect your privacy and personal information. We do not allow your information to be used by the third parties for its own purposes and business activities.
What we do with it
All the personal data we collect is processed by the club in the UK however, for the purposes of IT hosting and maintenance this information may be located on servers elsewhere. By providing us with your information, you consent to the transfer, storage and processing of such information outside of this country if need be.
You will only receive communications directly from Brechin Rugby Club or the systems which we use.
We do not sell, trade, or otherwise transfer your information to outside parties, except to third parties who assist us in operating our website, conducting our business, memberships etc. We may also release your information when we believe release is appropriate to comply with the law, enforce our Website policies, or protect ours or others rights, property, or safety.
We would however like to use your name and email address to inform you of our future services and offers. This information is not shared with third parties and you can unsubscribe at any time. If you agree to receive this information, you can advise us during registration or via email.
How long we keep it
We are required under UK tax law to keep your basic personal data (name, contact details, payment records) for a minimum of 6 years after which time it will be destroyed. The information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.
All Client information will be kept strictly private and confidential and held securely by Brechin Rugby Club.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [insert email address] if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us via [insert email address]
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Last Updated 29th November 2020