Policies


Privacy policy

Summary of how we use your data
Jesmond Parish Church Hockey Club (JPCHC) uses your personal data to manage and administer your and (if relevant) your child's membership and involvement with our teams and the Club, to enable us to organise the playing and enjoyment of hockey, and to keep in contact with you for these purposes.

We may share some of your data with:

  • local and regional hockey associations to whom we are affiliated, who ask for player names and (for the Men's leagues) dates of births and details of any incidents to allow them to administer the leagues we play in;
  • the Northumberland and Durham Hockey Umpires Association (if you are an umpire), to allow them to check match umpires are appropriately qualified, to maintain a list of registered umpires, and to provide you with umpire insurance;
  • England Hockey, who regulate, develop and manage the game;
  • our Club insurance providers if required to do so to report incidents;
  • Club officials and players on a strictly need-to-know basis;
  • Local venues we use for social events, strictly for the purposes of them hosting those events and only if they need to have certain limited information for their legitimate purposes such as for health and safety reasons;
  • Newcastle Cricket Club who host our post-match teas, as we register all league players as members to allow us to use their facilities for this purpose.

Amongst the data we collect from or hold on you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.

Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check. The result of this check will be kept confidential and input into a restricted area.

What does this policy cover?
This policy describes how JPCHC (also referred to as “the Club”, “we”, “us” or "our") will make use of the data we handle in relation to our members, their parents and others in the hockey community we deal with, including our use of our Pitchero website and data management system.

For the purposes of this policy, "your data" or "the data" means any information about you from which you are personally identifiable, including but not limited to the type of information set out in the "What Information do we collect" section below.

It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.

What information do we collect?
We collect and process all of the data you or your parent provides when you apply to join our Club, when you update this throughout a season, or when we carry out annual renewals of your membership. We may collect this from you directly, or you may provide this when you sign up for your Pitchero account (in which case we collect from Pitchero all of the data you provide to your Pitchero account and which you agree to share with us).

This may include:

  • your name
  • your gender,
  • your date of birth,
  • your address, email address and phone number;
  • your GP and emergency contact name and details;
  • details on any previous clubs played for;
  • whether you consent to the taking and use of photos or footage for our purposes;
  • your passport and NI details, where we have to check your eligibility or ability to work or volunteers for us;
  • your type of membership, whether you are a qualified umpire, your involvement in particular teams, or any key role you may have been allocated, such as Chair, Welfare Officer, Fixtures Secretary etc.;
  • your payment and/or bank account details, where you provide these to us to make payments;
  • your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you;
  • Additional information on Under 18s, including consents relating to playing for league teams, taking of photos, travel arrangements, changing facilities arrangements.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within accident records.

What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents. If you have come from another club, they may provide information about you. Another person, club or organisation may pass on your details if they know you are interested in playing hockey with us.

We may receive information relating to your existing registrations or memberships with other clubs. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service on the status of any DBS check you have been required to take.

How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:

• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership or other Club activities. This includes:

  • taking payments;
  • communicating with you;
• As required by the Club to conduct our business and pursue our legitimate interests, in particular:
  • we will use your information to manage and administer your and/or your child's membership and involvement with our teams and the Club, to enable us to organise the playing and enjoyment of hockey, and to keep in contact with you for these purposes;
  • we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
• Where you give us consent:
  • we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
  • on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
• For purposes which are required by law:
  • we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
  • we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
  • where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
  • we may respond to requests by government or law enforcement authorities conducting an investigation.

How does Pitchero use any of my information?
Pitchero is our website provider, is one of England Hockey's official partners for this purpose, and gives us the tools we need to create a website, manage our membership and collect payments online.
When you join our Club, we require you to create a Pitchero account online, and all of the personal data you upload to your account is subject to Pitchero's own Privacy Policy: http://www.pitchero.com/privacy-policy .

Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by updating your privacy settings in your Pitchero account.

Who will we share this data with, where and when?
We may share some of your data with:

  • local and regional hockey associations to whom we are affiliated, who ask for player names and (for the Men's leagues) dates of births, and details of any incidents to allow them to administer the leagues we play in;
  • the Northumberland and Durham Hockey Umpires Association (if you are an umpire), to allow them to check match umpires are appropriately qualified, to maintain a list of registered umpires, and to provide you with umpire insurance;
  • England Hockey, who regulate, develop and manage the game;
  • our Club insurance providers if required to do so to report incidents;
  • Club officials and players on a strictly need-to-know basis;
  • Local venues we use for social events, strictly for the purposes of them hosting those events and only if they need to have certain limited information for their legitimate purposes such as for health and safety reasons;
  • Newcastle Cricket Club who host our post-match teas, as we register all league players as members to allow us to use their facilities for this purpose.

Some limited information may be shared with other clubs or league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include Pitchero, for the purposes set out at the "How does Pitchero use any of my information?" section above.

Pitchero may use third party software providers who may transfer and process personal data outside of the European Economic Area (“EEA”). Pitchero confirm in their Privacy Policy that they adequate levels of protection approved by the European Commission are in place for the security of your personal data through the software providers certification under the EU-US Privacy Shield

What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by Pitchero for its own purposes.

To exercise any of these rights, you can get in touch with us– or, as appropriate, Pitchero – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by England Hockey or league, umpire or county associations. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.

How do I get in touch with you
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, you can get in touch at clubsec@jpchc.org.uk.

How long will you retain my data?
We process the majority of your data for as long as you are an active member and for 3 years after this, unless you ask for us to retain it for longer.

Where we process personal data for marketing purposes or with your consent, we process the data for as long as you are an active member and for 3 years after this, unless you ask for us to retain it for longer or ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.

We may retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us in order to maintain a record of the game.