CAMBRIDGESHIRE HOCKEY UMPIRING ASSOCIATION

PRIVACY NOTICE

We,at the Cambridgeshire Hockey Umpiring Association (“CHUA”),will from time to time receive personal information about you. Sometimes this is from you directly or sometimes other people will give it to us

We 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 everyone who deals with us, 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. means we have control over how your details are used and who we pass them to. Giving the information in this note to you is part of our responsibilities to you for “data protection”, as part of something you may have heard referred to as GDPR or the General Data Protection Regulations.

We don’t need to have a Data Protection Officer, and instead, our Management Committee will consider issues as they arise. If you have any questions, you can raise them by contacting a member of the CHUA Management Committee, and our contact details are on the relevant page of this website.

This privacy notice applies to all activity under the remit of the CHUA. You will come into contact with other data controllers as part of being involved with hockey, and each of them will have their own policies. So if you are a member of a club, they will have a separate policy, as do England Hockey, and if your club uses a website like Pitchero for example, that may well also have a policy in addition to your club’s policy.

1. What type of details do we collect about you?

We might collect the following personal details about you:

o Details of how we can contact you, such as your name, email address, where you live and phone number.

o Your England Hockey Registration Number and your Umpiring status, i.e. Level 1 unassessed, Level 1, Level 2 etc.

o Your birthday and how old you are.

o Your gender.

o How you are involved in activities we are responsible for. For example, if you are on the Neutral Pool list for League games, information about attending one of our meetings, or wish to take part in additional coaching ore education facilities.

o Copies of Coaching or Assessment reports on games that you have been involved in.

o Any feedback you give us.

o Any bank details belonging to you, or your parent or guardian so that we can receive payments from you or you can receive any funding from us and details of any payments you make.

o How you use our website and any passwords, user names and other things that may identify you to us online.

2. Special categories of  personnel information.

We may, in very unlikely and limited circumstances, also hold and use what is called “special information”. Special information means things like your colour, background, and what part of the world you or your family members are originally from.

It might include 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 you have told us you are happy for us to use it.

We refer to these as the “special reasons”.

3. Where do we get your information from?

You might tell us directly either in person, by phone, email, or by filling in a piece of paper or an online form. Your parent/guardian might tell us, or your club, your school, England Hockey or another County Umpiring Association or someone else involved in running hockey might tell us too. And of course, if you are someone’s parent/guardian, you may well be giving us your own information as well as a child’s. When you give us someone else’s information, we ask that you make them aware of this policy, and also consider whether you need their permission to share their information with us.

4. How do we use your information?

The main thing we are trying to do is to administer hockey umpiring. It also means we have responsibilities for helping umpires and other people involved in hockey and we need their details to do that.

We also keep records. This helps us keep track of activities we run, and of payments you make to us and we make to you. This means we can help you more easily if you have a question or if you’re not happy with something.

Whilst sometimes we may need to use your information because we have a legal obligation to do so, in general, we consider the way we use your information to be as part of our “legitimate interests” in achieving what we were set up to do – to administer umpiring hockey in Cambridgeshire. As such, we are not required to ask for your consent for the above unless we have said otherwise, but you can always get in contact if you don’t like what we are doing.

Finally, we might want to use some of the “special information” above, for the “special reasons” above. This helps us understand if you are well enough to participate in our activities. Occasionally, we may survey other special information, for example, your colour or your religious beliefs. This is part of us trying to ensure that everyone has an opportunity to be involved with hockey umpiring, no matter what their background is. We may also want to run background checks on you before you coach for us. We will ask for your specific consent to use information in the way set out in this paragraph.

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.

Currently, we do not consider that the way we use your information is “marketing”. We are not considering using ‘marketing’ in any form but if we ever want to add you to a list for marketing purposes, we will ask for your permission first. We ask that anyone with access to your information from us does not use it to market to you, for example they should not be sending you information about their hockey magazine, or their hockey shop, unless you have given them your express permission. If you consider any information you receive from us to be marketing, you can ask at any time that we do not send similar correspondence to you in future.

Separately from the above, you, or your representative, might have given us your information to publish, for example on our website. In those cases, where we receive your information for publication through an online form on this website, we will ask you, or the person supplying it, to confirm that you consent to its publication.

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 county, regional or national umpire governing body: to help us to fulfil our respective functions, and 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.

None of these organisations are allowed to use the information we give them to market to you unless you give them your permission first.

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. Did you know that all ‘data controllers’ based in the European Union and the UK like us are subject to laws that make sure that your personal details are safe? That is why we don’t share your personal details to anyone outside of the UK and the European Union unless you have specifically consented.

7. How long do we keep your personnel information? 

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 6 years after you last get in touch with us or stop participating in hockey umpiring in the region.

It is important to make sure that the details we hold about you are 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 by contacting a member of the Management Committee.。。

8. What are your rights?

Did you know you can ask us to do lots of things with your details?

You can ask us:

o to tell you how your details are being used;

o to provide you with a copy of all details we hold on you;

o to correct some of the details we hold if they are not correct or out of date like your contact details for example;

o to delete all of the details we hold on you (unless we have a good reason not to!);

o to stop using your details in a certain way; and

o 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 and, if you think we are sending you marketing messages, you can always tell us to stop. More information about these rights can be found online here https://ico.org.uk/for-the-public/.

9. 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.

10. How can you get in touch?

If you have a question or a complaint, you can always get in touch with CHUA Management Committee, and our contact details are on the relevant page of this website.

Dated Jun 2018

 

Privacy Policy

Cambridgeshire Hockey Umpiring Association