Privacy Policies SWITC

SWINDON WILDCATS IN THE COMMUNITY PRIVACY POLICY

As data controller of the personal data that we collect from individuals involved in Swindon Wildcats In The Community, we are responsible for making sure that our systems, processes and people comply with the relevant data protection laws in respect of that personal data.

SWINDON WILDCATS ICE HOCKEY ACADEMY

COLLECTION:         

We collect names, addresses, email and telephone contact details for all our players. Where those players are under the age of eighteen, we collect their names and addresses and their parents’ names, addresses and contact details. All attending children or young people aged under 18 are accepted only with the authorisation (signed in writing) of the parent and the parent therefore consents to their child becoming a member of the SWIHA and explicitly permits the sharing of the child’s data with us for the purposes of registering the attendee. 

This information may include details of any access or dietary requirements that you or a child or young person in your care may have, which may reveal information about the health or religious beliefs of the data subject.  

We may collect and use other special categories of personal data as required in the carrying out of obligations and exercising specific rights of us or the data subject, in our case this may be for the safety of the child member, taking part in the SWIHA activities or training sessions. This may include information relating to your health, racial origin, religious belief and offences or alleged offences. 

USE:

We will use the personal data for the necessary administration of our club attendees, and to contact members by email or telephone or to contact parents or adults with parental responsibility in relation to their child. We may use the personal data to comply with requirements that we are legally required or recommended to undertake, such as monitoring the health of individual children to ensure their safety.    

We will only use your personal data when the law allows us to.  Most commonly, we will use your personal data in the following circumstances:

• In performance of a contract (the agreement to provide legal services);
• compliance with a legal obligation; and/or
• vital interests of the data subject; and/or
• where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.  

We may also use your personal data in the following situations, which are likely to be less common:

• where we need to protect your interests (or someone else’s interests);
• where it is needed in the public interest or for official purposes.

Personal data may be used to update you via email on information we believe to be relevant to you. This includes but is not limited to: 

session updates, cancelations,  generally news/updates.

DISCLOSURE:

We may share personal data with third party providers who deliver services to support the operation of our club as well as with first responders, such as paramedics, or health services in the event of injury or illness to a child in our care. We may also need to share your personal data with a governing body, in relation to sports or social services or otherwise to comply with the law.     

In respect of all disclosures of personal data, we will only share the personal information which is necessary for the particular purpose for which it is

provided, or where we have another legitimate interest in doing so, and we will ensure that the personal data is appropriately protected.   

RETENTION PERIOD:

We will keep personal data only for as long as is necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal or reporting requirements. We update our databases once every year to ensure they are accurate and up to date and to add new members and removes those who leave.   

SWITC NEWSLETTERS, OTHER INFORMATION SERVICES & MARKETING MATERIALS

COLLECTION:

We will collect information such as name, email address, IP address (or similar unique identifiers) together with the additional contact information that you provide to us

In respect of events that we offer, this information may include details of any access or dietary requirements that you or a child or young person in your care may have, which may reveal information about the health or religious beliefs of a data subject.  

We will collect personal data with your consent, when you tell us that you wish to receive information and updates about the club, any matches or tournaments, or otherwise give us your personal details. You may at any time tell us that you wish to stop receiving our Information.   

USE:

Personal data will be used to provide you with Information that you ask for, or that we think are relevant.   

We will only use your personal data when the law allows us to.  Most commonly, we will use your personal data in the following circumstances:

• With your consent; and/or 
• In performance of a contract (the agreement to provide legal services); and/or
• Where it is necessary for our legitimate interests (or those of a third party and your interests and fundamental rights do not override those interests.  

DISCLOSURE:

We may share personal data with third party providers who deliver services to support the operation of our club as well as with first responders, such as paramedics, or health services in the event of injury or illness to a child in our care. We may also need to share your personal data with a governing body, in relation to sports or social services or otherwise to comply with the law.     

In respect of all disclosures of personal data, we will only share the personal information which is necessary for the particular purpose for which it is

provided, or where we have another legitimate interest in doing so, and we will ensure that the personal data is appropriately protected. 

RETENTION PERIOD:

We will keep personal data only for as long as is necessary to fulfil the purposes for which we collected it. Any personal data that we have from you solely for the purposes of you receiving our Information will not be used once you have asked us to stop providing these to you. There will be exceptions to this if we deem it necessary for you to keep receiving information. For example, for Childs health & safety, session changes/cancellations.

you may contact us at any time to tell us you no longer want to receive the information.  

Changes to your personal data

It is very important that the personal information that we hold about you is accurate and current.  Please tell us if your personal information changes during your relationship with us.  

Data Security

We have put in place measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, or altered or disclosed.  In addition, we limit access to your personal data to those of our people and other third parties who have a business need to know. They will only process your personal data on our instructions and where they have agreed to treat the information confidentially and to keep it secure. We have put in place procedures to deal with any suspected data security breach and will notify you and the ICO of a suspected breach where we are legally required to do so.  

We use secure sites, where secure login is required, to ensure your data is safe.

These are:

1. Constant Contact

2. Dropbox

Where we store your personal data

We will not transfer personal data outside of the EEA unless personal data is adequately protected, as required by the GDPR.  

         Your rights 

Under certain circumstances, you have the right by law to:

• Request access to your personal data. This enables you to ask to receive a copy of the personal data that we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data.  
• Object to processing of your personal data where we are relying on our legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.  You also have the right to object where we are processing your personal information for direct marketing purposes.  
• Request the restriction of processing of your personal data.
• Request the transfer of your personal data to another party. 

Access to your information

You are entitled to access the personal information that we hold about you at any time. You may request us to correct or delete this information. To request this please email privacyenquiries@swindonwildcats.com

Photography & Video

As a member of the SWITC you consent to being photographed, filmed and/or sound recorded for the broadcast & publication, without payment. You may request for a photo, video and/or audio recording to be removed from any site if you so desire and we will remove quickly.

Links from our website

Our website may, from time to time, contain links to and from the websites of third parties that we permit to make such links.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  We recommend that you check these policies before you submit any personal data to these websites.

When visiting  swindonwildcats.com, we use a third party site called ‘google analytics’ to collect data on visitors behaviour, patterns, this information does not identify anyone, we do not make any attempts to personally identify those who are visiting our website. You can find out more, by reading our Cookie Policy below. 

CHANGES TO THIS PRIVACY POLICY

Any changes we may make to our privacy policy in the future will be posted on our website located in the Privacy Policy tab, so please ensure that you are viewing the correct version.    

Please contact us if you have any questions, comments or requests regarding this Privacy Policy.

OUR AGREEMENTS

We will not use false or misleading information purposely 

We will honour our unsubscribe/opt-out requests quickly

We will always allow users to unsubscribe at the bottom of any email

We will not sell or transfer any of your data to any third party companies

We will securely store your data.

COOKIE POLICY

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.