Privacy Policy

Stokesley Hockey Club – Privacy Policy

1. Introduction

1.1 Stokesley Hockey Club is committed to protecting and respecting the privacy of all members, players, coaches, volunteers, parents, officials and visitors.
1.2 This Privacy Policy explains how the club collects, uses, stores and protects personal information in accordance with:
•    UK General Data Protection Regulation (UK GDPR)
•    Data Protection Act 2018
•    Relevant safeguarding and legal requirements
1.3 The club is committed to ensuring that personal information is:
•    Processed lawfully, fairly and transparently
•    Collected for legitimate purposes only
•    Kept secure and confidential
•    Accurate and up to date
•    Retained only as long as necessary

 

2. Who We Are

2.1 Stokesley Hockey Club is a community hockey club affiliated with England Hockey.
2.2 For the purposes of data protection legislation, Stokesley Hockey Club acts as a Data Controller for the personal information it processes.

 

3. Scope of this Policy

3.1 This policy applies to all personal information processed by the club relating to:
•    Members
•    Players
•    Coaches
•    Volunteers
•    Officials
•    Parents and guardians
•    Committee members
•    Trialists and prospective members
•    Spectators and visitors where relevant

 

4. Information We Collect

4.1 The club may collect and process personal information including:
•    Name
•    Address
•    Date of birth
•    Contact details
•    Emergency contact details
•    Membership information
•    Team and participation details
•    Coaching or officiating qualifications
•    DBS information where applicable
•    Injury and medical information relevant to participation
•    Safeguarding information where necessary
•    Payment and subscription information
•    Photographs and video imagery
•    Attendance records
4.2 The club may also collect special category data where necessary, including:
•    Medical information
•    Disability information
•    Dietary requirements
•    Safeguarding information
4.3 Special category data will only be processed where necessary and lawful to do so.

 

5. How We Collect Information

5.1 Information may be collected through:
•    Membership forms
•    Online registration systems
•    Injury reporting forms
•    Safeguarding referral forms
•    Direct communication
•    Coaching and team management processes
•    Club events and activities
•    England Hockey systems where appropriate

 

6. Why We Use Personal Information

6.1 The club may use personal information to:
•    Administer membership
•    Organise teams, training and matches
•    Communicate with members and parents
•    Manage safeguarding responsibilities
•    Respond to emergencies and injuries
•    Support player welfare
•    Manage discipline and complaints
•    Process subscriptions and payments
•    Promote club activities
•    Meet legal and regulatory obligations
•    Comply with England Hockey affiliation requirements
6.2 The club will only process personal information where there is a lawful basis to do so.

 

7. Lawful Bases for Processing

7.1 The club may process personal information under one or more of the following lawful bases:
•    Consent
•    Contractual necessity
•    Legal obligation
•    Vital interests
•    Legitimate interests
7.2 Where consent is relied upon, individuals may withdraw consent at any time where appropriate.

 

8. Sharing Information

8.1 The club may share information where necessary with:
•    England Hockey
•    League and competition organisers
•    Coaches and team managers
•    Medical professionals or emergency services
•    Safeguarding authorities
•    Insurers
•    Statutory agencies
•    Regulatory authorities
8.2 Information will only be shared where necessary, proportionate and lawful.
8.3 The club will never sell personal data to third parties.

 

9. Safeguarding and Welfare Information

9.1 Safeguarding and welfare information will be handled sensitively and confidentially.
9.2 Information may be shared without consent where:
•    A child or adult is at risk of harm
•    There is a safeguarding concern
•    Disclosure is required by law
9.3 All safeguarding records will be stored securely and accessed only by authorised individuals.

 

10. Photography and Video

10.1 The club may use photographs and video for:
•    Club promotion
•    Social media
•    Website content
•    Match reports
•    Celebrating achievements
10.2 The club will take reasonable steps to ensure photography and video involving children and young people is used appropriately and safely.
10.3 Parents and guardians may raise concerns regarding photography or video with the Club Welfare Officer or Club Committee.

 

11. Data Security

11.1 The club takes reasonable steps to protect personal information from:
•    Loss
•    Misuse
•    Unauthorised access
•    Disclosure
•    Alteration or destruction
11.2 Personal information may be stored electronically or in paper form and will be secured appropriately.

 

12. Data Retention

12.1 Personal information will only be retained for as long as necessary for:
•    Club administration
•    Legal obligations
•    Safeguarding purposes
•    Insurance requirements
•    Regulatory compliance
12.2 The club may retain safeguarding or disciplinary records for longer periods where required or appropriate.

 

13. Your Rights

13.1 Under data protection legislation individuals may have rights including:
•    The right to access personal information
•    The right to correct inaccurate information
•    The right to request deletion of information
•    The right to restrict processing
•    The right to object to processing
•    The right to data portability where applicable
13.2 Requests relating to personal information should be made to the Club Committee or designated data protection contact.

 

14. Cookies and Online Services

14.1 Where the club operates a website or online systems, cookies or analytics tools may be used to improve functionality and user experience.
14.2 Users should refer to relevant website cookie notices where applicable.

 

15. Breaches and Concerns

15.1 Any concerns regarding data protection or privacy should be reported to the Club Committee.
15.2 The club will investigate data protection concerns appropriately and take action where necessary.

 

16. Policy Review

16.1 This policy will be reviewed every three years or sooner if:
•    Legislation changes
•    England Hockey guidance changes
•    Club procedures change
16.2 Policy Owner: Stokesley Hockey Club Committee
16.3 Next Review Date: 2028