Club Privacy Policy

Hursley Sports and Social Club Data Privacy Statement

What data do we collect and why?

By joining the Hursley Sports and Social Club, you agree that your personal information may be retained and used for the purposes of administering the Hursley Sports and Social Club. Such information will not be used for any other purpose. The personal information retained by the Hursley Sports and Social Club may include:

  • Your Hursley Club membership number - to uniquely identify you.

  • Your name and e-mail address - to facilitate contact with you on Hursley Sports and Social Club business should you have elected to receive information updates from the club by email.

  • Your address and telephone number, should you choose to provide them and would prefer to be contacted on Club business by post and/or phone as opposed to email.

  • Details of Hursley Sports and Social Club events and meetings that you attend, including details of payments made by you for such attendance. This is to enable the Hursley Sports and Social Club to complete event reconciliations to ensure that correct payments to relevant institutions such as HMRC, are completed.

  • Details of Hursley Sports and Social Club subsections to which you subscribe, including details of payments made by you for such subscriptions. This is to ensure your membership subscriptions are up to date and the Hursley Sports and Social Club has an accurate membership listing for that Subsection.

As described above, the collection of Personal Information is for the purposes of Hursley Sports and Social Club administration processes only and is therefore for the legitimate interests of the Hursley Sports and Social Club as the Data Controller. Furthermore, the gathering of the above personal information is necessary in order for the Hursley Sports and Social Club to effectively communicate Hursley Sports and Social Club events with Hursley Sports and Social Club members.

Please note that credit/debit card information for the payment of goods or services is only held long enough to complete the payment. Likewise, with bank details for when a bank payment to the member is required.

You have a right to object on grounds relating to your particular situation. Please contact the Hursley Sports and Social Club Secretary office@hursleyssc.org in the first instance.

How we collect your data?

Your data is collected from your completed application form for joining the Hursley Sports and Social Club. The data is then processed and kept as part of the Hursley Sports and Social Club membership database (containing details for Hursley Sports and Social Club members). In addition, data may also be collected by any subsection to which a member belongs, and when making or requesting payments at the Hursley Sports and Social Club.

When do we share your data and with whom?

Subsections may provide information to third parties, such as Sports Associations. For instance, when joining the Archery subsection, information is sent to Archery GB if you are not already registered with them.

Where we store your data?

Hursley Sports and Social Club membership database (containing details on all Hursley Sports and Social Club members) is located on a password protected computer, which is not connected to the internet. Access is carefully monitored, controlled and limited to the Hursley Sports and Social Club Office Staff, together with the Hursley Sports and Social Club Chairman, Vice-Chairman and Treasurer. The original membership application form is also stored for backup and reference purposes. Subsections may also store information for the purpose of running subsections. For instance, the Archery subsection secretary has the email address of all members and communicates emails from Archery GB and Hampshire Archery about upcoming Tournaments, AGMs etc.

How long do we keep your data for?

We will keep your data on the Hursley Sports and Social Club Membership database whilst your membership is current. If you decide to leave the Hursley Sports and Social Club, your details will be deleted from the membership database within one month of you informing the Club that you have cancelled your membership.

Know your rights

You have the right to ensure the data we hold is accurate, the right to see the data we hold on you and the right to delete your data as appropriate. Please contact the Hursley Sports and Social Club Secretary office@hursleyssc.org in the first instance.

Right to lodge a complaint

In the event you consider our processing of your personal information not to be compliant with the applicable data protection laws, you can lodge a complaint:

Who is the data controller?

For the purposes of the EU General Data Protection Regulation (GDPR), the controller of your personal information is the Hursley Sports and Social Club.

Recent changes

In readiness for GDPR, the Hursley Sports and Social Club has taken the following actions:

  1. Reviewed the Data Privacy Statement on:-

    • all application forms

    • all available websites, both internal and external

  2. Provided clear guidance to Hursley Sports and Social Club employees and committees on the following:-

  • Data handling

  • Data retention

  • Data transfer