Belsay Hall Croquet Club

 

Belsay Hall Croquet Club

Privacy Notice

Introduction
This privacy notice describes how the Croquet Club processes personal information (“the
data”) it holds about you, or that you are about to share with it. The club will endeavour to
meet its obligations under the General Data Protection Regulation (“GDPR”) to process
your information fairly, but this notice outlines your rights if you object to how it treats your information.
Identity and Contact Details
The controller of the data is the Belsay Hall Croquet Club (“the club”), which is an
unincorporated association of its members. It can be contacted through its Treasurer at
‘belsaycroquet@gmail.com'.The club has not appointed a Data Protection Officer under
GDPR as its committee is collectively responsible for its obligations.
The data is processed by club members acting in a voluntary capacity on its behalf and by
Internet Service Providers (ISPs) hosting its website and e-mail services.
Purpose and Lawful Basis for Processing
The club processes (or will process) information about you in order to administer your
membership and/or support its activities, for example the tournaments it runs.
The lawful basis for holding membership records is to fulfil the contract with you as a
member (or potential member) of the club. More generally, the basis for the processing
described above is that it is in the legitimate interests of the club in pursuit of the aims
stated in its rules, yourself and/or the sport more widely.
The club may also process personal data relating to current or potential contracts with
landlords, suppliers or service providers, under the lawful basis of fulfilling or entering into
those contracts.
Categories of Personal Data
The club may hold and process the following categories of personal data about its current
or potential members, tournament players and visitors:
• Name
• Contact Details (e.g. postal, e-mail and social media addresses and telephone
   numbers)
• Financial information relating to subscriptions and other transactions
• Handicaps, rankings and qualifications
• Information relating to committee membership or other service to the club
• Competition and tournament entries, management and results, including selection
  for and participation in club teams
• Disabilities, such as Colour Vision Deficiency, where to do so would facilitate their
  participation
In addition, it may hold data relating to contracts with third parties, as noted above.
Information Sharing
The club will share your data with The Croquet Association if you elect to become a
member of it or play in a tournament subject to its regulations, and may do so with other
individuals, clubs and federations, principally Croquet North (CN) to facilitate the
distribution of the CN Newsletter, connected with the sport, in connection with your
participation in it.
It will publish your name, contact details, membership class and handicap(s) in
membership lists made available on the club website and in the club membership card
issued to fellow members, to facilitate contact between members and to help them arrange
games.
It will provide results of ranking games to ranking officers working on behalf of the World
Croquet Federation and may publish tournament results and other information about club
activities on www.croquetscores.com, the CA's, Federation or its own websites.
It will not pass your data to other organisations without your consent, unless under a legal
obligation to do so.
International Transfers
Data processed by the club will be held on servers held in the UK, European Union or
countries which have equivalent data protection safeguards.
Retention Periods
Except where required for archiving purposes (e.g. results of tournaments and club
competitions and records of club activity, such as minute books and membership lists),
data about you will be deleted one year after you last had financial dealings with the club,
or in the case of an honorary member, one year after resignation or death.
Your Rights
You have the right to object to how the club processes your personal information. In
particular, you can request that your contact details are not shown in published
membership lists. You also have the right to access, correct, and, in some cases, delete
and restrict the use to which your information is put. In addition, you have the right to
complain to the club and to the Information Commissioner at http://ico.org.uk/global/
contact-us.
Please contact the club Treasurer in the first instance if you have any queries or concerns.
Data Sources
The primary source for information about the club's members, tournament players and
visitors is the people themselves. For those who are members of the Croquet Association,
information may also be taken from its website.
Consequences of Failing to Provide Data
If you do not provide the information required by the club to become a member, enter a
tournament or visit the club then you may not be able to do so.
Automated Decision Making
Software may be used to produce draws and orders of play for tournaments, but otherwise
no automated decision making software is used by the club.