OTFORD NETBALL CLUB
PRIVACY NOTICE FOR OUR JUNIOR MEMBERS

We at Otford Netball Club want to make sure all the personal details we hold about you are safe and secure, so we have put together this note to tell all of our junior members how we make sure we just do that and what to do in case you have any questions for us or want to see what information we have. We are, what is known as, a data controller. This means we have control over how your details are used and who we pass them to.
Sometime organisations like ours need to appoint an individual called a “Data Protection Officer” to make sure that we are being very careful with your information. We don’t need to have Data Protection Officer, but we have decided to put together a team of people instead to make sure your details are safe. They can be contacted at otfordnetball@yahool.com in case you have any questions.
1. WHAT TYPE OF DETAILS DO WE COLLECT FROM YOU?
We might collect the following personal details about you during before, during or after your time as a member, such as
o details of how we can contact you, such as your name, email address, where you live and phone number;
o your birthday;
o your gender;
o membership details including when you signed up to be a member and any date you decide to leave us;
o all records of when you contacted us or we contacted you on the phone or by email or when you asked us to do something;
o records that tell us when you were at our events or competitions;
o videos and photos of you;
o records of whether you play at a county/national level;
o details of family members, coaches and other people we might need to contact in case of an emergency;
o records of your rankings, gradings or ratings, including any competition results, what events/matches/games you have attended and how well you are performing on any development programme you are registered to;
o any disciplinary information or details of any issues you have us or we have with you; and
2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also hold and use what is called “special information” such as your colour, background and which part of the world you or your family members are originally from, whether you have any religious beliefs and any information about your health such as any injuries you have/have had or times you may not have been very well. We will only use it if we have a really good reason to do so such as:
o if it is in the interests of the public and we have a lawful reason to use it;
o we need it to help us with a legal case we are involved in;
o certain laws allow us to use it; or
o you have told us you are happy for us to use it.
In the table below we refer to these as the “special reasons”.
3. WHERE DO WE GET THIS INFORMATION FROM?
We will normally collect personal information about you when you ask to join our waiting list, become a member of Otford Netball Club or when you renew your membership or when you want to talk to us on the phone, by e-mail or in some other way.
4. HOW DO WE USE YOUR INFORMATION?
What do we use your information for? What type of information do we use? What reason do we have to use it (this is the boring legal bit…)
To make sure your membership with us runs smoothly and we can provide the very best service for you. All contact and membership details, any chats we have had and your likes and dislikes.
We need all this information to make sure we do a good job in managing your membership with us.

To send you information about forthcoming events, opportunities, newsletters and information about membership. All contact and membership details.
We need all this information to make sure we do a good job in managing your membership with us.

To help you if you have a question or you are not happy with something we have done. Contact details and any chats we have had.
It is in our interests to make sure we deal with any issues you have quickly.

We will keep all of your details on our files. All of your personal details. It is in our interests to hold your details on file so we can deal with any issues with your membership and to make sure we do a good job in managing your membership. Sometimes we may have to keep your details because the law tells us we have to.
If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.

We occasionally carry out research on what events you have attended to understand what is 'on trend'. Details of the events and competitions you have attended. It is in our interests to make sure that our membership is relevant for you.
To promote the sport, our events and membership packages. Any photos or videos of you. Only where you have told us you are happy to use our photos.
To make sure we are keeping up with health and safety. Details of the events and competitions you have attended. It is in our interests to make sure we provide you and others like you with a safe place to play your sport.
Sometimes we may have to keep your details because the law tells us we have to.
To register you on to and keep track of any events and competitions you attend. Details about your performance (but we won't use any 'special information') and the events or competitions you have attended.

We need all this information to make sure we do a good job in managing your development through the performance programme.

We will use your details to assess your performance and to find out what else we can do to help you improve your development and training with us.

Details about your performance and the events or competitions you have attended.

We might also hold details about your health and any club or county membership.

We need all this information to make sure we do a good job in managing your development through the performance programme.
If we use any information about your health, we will only do so on the basis of one of the ‘special reasons' we talked about above.

We might use details about your health (including any injuries or disability) to make sure you are playing in a safe environment by making changes to the design of our sports facilities and to ensure you are well enough to participate. Details about your health. We will only use this ‘special information’, on the basis of one of the ‘special reasons' we talked about above.

To put together all the information we need in case there are any disciplinary or other issues with your membership. All of your personal details. It is in our interests to make sure we provide you and others like you with a safe and fair place to play your sport.
If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.

To make sure we are fairly offering opportunities to everyone. Name, your birthday, gender, information which part of the world you or your family are from, details about your health and performance. It is in our interests to make sure we provide you and others like you with the same opportunity to get into sport no matter who you are and where you come from
If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.

In some cases we might need the information you have given us to make sure we can do what we say we are going to do with your details. Other times, we may not need it, but if we don’t have it, we may not be able to provide you with the best possible service.
If you have told us we can use your information in a certain way, you can tell us to stop using it at any time, by contacting otfordnetball@yahoo.com
5. WHO ELSE MAY USE YOUR DETAILS?
We may send your details to others to help us run our organisation. These are:
o Anyone you have said you are happy for us to send your details to.
o To any regional or governing body: to help us to improve and keep an eye on developments in the sport.
o The Government or our regulators: where the law tells us to do so or to help them with any investigations.
o Police, law enforcement and security services: to help them with any investigation, prevention of crime or matter of national security.
6. ARE YOUR DETAILS SAFE?
We have put in place lots of security measures to make sure your details don’t go missing or get used in a way they shouldn’t be. We have a great team of people working with us who are trained to know how to use your details securely and will only use your details when and how we tell them to.
HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
We collect personal details from you for different reasons and so we might keep it for different lengths of time. For example, we might have to keep it for a long time for legal reasons, but most of the time, we will keep your details for up to 2 years after you last get in touch with us.
It is important to make sure that the details we hold about you is accurate and up-to-date, so make sure you let us know if anything like your email address or phone number changes. You can normally do this via your team manager or coach or by contacting us at otfordnetball@yahoo.com

7. WHAT ARE YOUR RIGHTS?
Did you know you can ask us to do lots of things with your details?
You can ask us:
• to tell you how your details are being used;
• to provide you with a copy of all details we hold on you;
• to correct some of the details we hold if they are not correct or out of date like your contact details for example;
• to delete all of the details we hold on you (unless we have a good reason not to!);
• to stop using your details in a certain way;
• to send your details to you or another organisation like any club you play at for example

Some of the rights may not always apply to the personal details we hold for you as there are sometimes requirements and exemptions attached which means we need to hold on to certain information and other times the rights may not apply at all.
DON’T FORGET though, if you have told us we can use your information in a certain way and you would like us to stop, you can tell us to stop at any time. More information about these rights can be found online here https://ico.org.uk/for-the-public/. If you have any questions or are unhappy about something, please contact us at otfordnetball@yahoo.org
8. WHAT HAPPENS IF WE NEED TO CHANGE THIS NOTICE?
Keep an eye out for changes to this notice online. If we make big changes the version date at the bottom of the notice will be updated. Of course where we are required to do so by law, we will ask for your permission before we change the reason for using your details.
9. HOW CAN YOU GET IN TOUCH?
If you have a question or a complaint, you can always get in touch with one of our team at otfordnetballclub@gmail.com

Version dated 25th May 2018

Otford Netball Club (Sevenoaks)

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