Policies

• Privacy Policy
• Data Policy
• Terms and Conditions

We at Spencer Hockey 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 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. This Privacy Policy and the ensuing Data Policy shall also apply to participants, and where applicable their parents and/or guardians, in any Club-approved activities, including outreach activities, for example members of Spencer Lynx.

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.

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 manager@spencerclub.org 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:

• details of how we can contact you, such as your name, email address, where you live and phone number;
• your birthday;
• your gender;
• membership details including when you signed up to be a member and any date you decide to leave us;
• 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;
• any bank details belonging to you or your parent or guardian so that we can receive payments from you and details of any payments that are made;
• how you use our website and things that may identify you to us online;
• any images we capture on CCTV cameras and other information showing us your movements through our buildings;
• records that tell us when you were at our events or competitions;
• videos and photos of you;
• your hobbies, occupation likes and dislikes so that we know what type of marketing we can send you;
• your passport or other ID cards;
• records of whether you play at a county/national level;
• details of family members, coaches and other people we might need to contact in case of an emergency;
• records of your rankings, gradings or ratings, including any competition results, what matches you have attended and how well you are performing on any development programme you are registered to; and
• any disciplinary information or details of any issues you have us or we have with you

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may also hold and use what is called “special information” such as your ethnicity or 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 or details of any medication that you need for your health. It will only be used when we have a good reason to do so such as:

• if it is in the interests of the public and we have a lawful reason to use it;
• it is in the interests of the member to ensure the individual’s safety;
• we need it to help us with a legal case we are involved in;
• certain laws allow us to use it; or
• 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 create an account on our site at www.spencerhockeyclub.org or using EzFacility, to become a member or to renew a membership of Spencer Hockey Club, or to buy anything from us online or using EzFacility, or when you want to talk to us on the phone, by e-mail or in some other way. EzFacility provides us with an online e-commerce platform that allows us to sell our services and products to you, and your data is stored through EzFacility data storage, databases and the general EzFacility application. For more information you may want to read EzFacility Terms of Service or Privacy Statement available from their website.

4. HOW CAN YOU STOP US FROM MARKETING TO YOU?

Sometimes we may wish to contact you by email, post or text message to tell you about things we think you might like. We will only do this if you have told us you are happy to receive these messages and you can tell us to stop at any time. .

5. WHO ELSE MAY USE YOUR DETAILS?

We may send your details to others to help us run our organisation. These are:

• Anyone you have said you are happy for us to send your details to.
• To any regional or governing body: to help us to improve and keep an eye on developments in the sport.
• Organisations that provide services to us: such as marketing specialists, the people who carry out research for us, computer services and the teams that help to run and maintain our security cameras;
• Organisations that help us; such as help us with our supplies such as couriers, or companies that help us to deliver things to and from other parts of the country or overseas;
• Our Commercial Partners: so that we provide you with details on any tickets, special offers, opportunities, products and services and other benefits you get from our commercial partners;
• The Government or our regulators: where the law tells us to do so or to help them with any investigations.
• 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 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 and they will only use your details when and how we tell them to. We do not share information outside of the UK and European Union.

7. 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 3 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 through our membership secretary at Message Sally Horder

8. 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 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; and
• to stop making decisions about you using automated technologies which analyse your personal details e.g. performance software

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 you can always tell us to stop sending you marketing messages.. If you have any questions or are unhappy about something, please contact us at manager@spencerclub.org

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. 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, please email manager@spencerclub.org

What do we use your information for?

1. To make sure your membership with us runs smoothly and we can provide the very best service for you.
2. To provide you with merchandise or other services/ products you have ordered from us.
3. To send you information which we think you might like based on the type of membership account you have with us such as details about ticket sales, competitions and events we are running, offers and discounts and any updates on hockey.
4. To send you other information we think you might like or which you have asked us to send to you.
5. To help you if you have a question or you are not happy with something we have done.
6. We will keep all your details on our files.
7. To protect our IT systems.
8. We occasionally carry out research on what events you have attended to understand what is 'on trend'.
9. To promote the club, hockey, our events and membership packages.
10. To make sure we are keeping up with health and safety.
11. To register you on to and keep track of any events and competitions you attend.
12. 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.
13. To arrange for any trip or transportation to and from an event or match.
14. 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
15. To put together all the information we need in case there are any disciplinary or other issues with your membership
16. To make sure we are fairly offering opportunities to everyone

What type of information do we use?

1. All contact and membership details, any conversations we have had and your likes and dislikes.
2. All contact and membership details. You or your parent/guardian’s payment information.
3. All contact and membership details.
4. All contact and membership details, your likes and dislikes, and your occupation.
5. Contact details and any conversations we have had.
6. All your personal details.
7. Details about how you use our website.
8. Details of the events and competitions you have attended.
9. Any photos or videos of you.
10. Details of the events and competitions you have attended.
11. Details about your performance (but we won't use any 'special information') and the events or competitions you have attended.
12. 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.
13. Any ID cards or passport information you give us, details of family members and emergency contacts, your parent/guardian’s payment information and details about your health.
14. Details about your health.
15. All your personal details.
16. Name, your birthday, gender, information which part of the world you or your family are from, details about your health and performance.

What reason do we have to use it (this is the boring legal bit…)

1. We need all this information to make sure we do a good job in managing your membership
2. We need all this information to make sure you get the products/services
3. We need all this information to make sure we do a good job in managing your
4. Only where you have told us you want to receive this type of information. If you are under the age of 13 your parent or guardian must have given their consent to allow us to send you marketing messages.
5. It is in our interests to make sure we deal with any issues you have quickly
6. 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 must. If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we mentioned above.
7. It is in our interests to make sure that our IT systems are safe and secure.
8. It is in our interests to make sure that our membership is targeted and
9. Only where you have told us you are happy to use our photos.
10. 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 must.
11. We need all this information to make sure we do a good job in managing your development.
12. 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 based on one of the ‘special reasons' we talked about above.
13. We need all this information to make sure we can make arrangements for any trip you go on. If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.
14. We will only use this ‘special information’, on the basis of one of the ‘special
15. 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
16. 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

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 us at manager@spencerclub.org

MEMBERSHIP

Playing membership (whether full or Junior) of the Club shall be open to any person regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs completing an application form and paying the relevant subscription. Data (as stated in the Data Policy) will be kept secure on a membership database.

SUBSCRIPTION

Playing member subscription fees shall be set annually at a general meeting of the Hockey Club. Subscriptions shall be payable by all members

SUSPENSION OF MEMBERS

The Management Committee shall have the power to refuse membership or suspend or expel any member of the Club for good and sufficient cause, such as non-payment of subscription fees, and conduct or character likely to bring the Club into disrepute.

CONSTITUTION

The Constitution of the Club outlines the Club’s functions and the rules under which the Club operates. All members, including playing and non-playing members, are expected to abide by the Constitution and any documented rules, published codes of conduct and policies. Failure to do so may result in suspension or exclusion of a member.