Welcome to Plymstock Club

Plymstock Club - Privacy Notice

The Plymstock Club (Club) (“we”, “our”, “us”) take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified.

We collect, use, store and transfer some personal data of our Club members.

You provide information about yourself when you register as a member with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. 

The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and occupation. We may also ask for relevant criminal conviction information, which is classed as special category personal data, for the purposes of assessing your membership eligibility and safeguarding. Where we hold this data it will be with the explicit consent of the applicant.

Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership. 

Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.

The reason we need participants’ and members’ personal data is to be able to run the club and arrange the Club AGM; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/ Processing Activity

Lawful Basis for processing under Article 6 of the GDPR.

processing membership forms and membership fees

Performance of a contract

organising events

Performance of a contract

sending out Club information and updates 

Performance of a contract

sharing data with Club Committee or officials to run events

Performance of a contract

sharing data with leagues we are in membership of, county associations and other competition providers for entry in events

Performance of a contract

sharing data with committee members to provide information about club activities, membership renewals or invitation to social events

The Club has a legitimate interest to maintain member and participant correspondence for club community purposes.

sharing data with third party service or facility providers

The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the Club, participants and its members.

sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority

The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members.

sending out marketing information such as newsletters and information about promotions and offers from sponsors

Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.

To ensure we understand criminal convictions in consideration of membership

Consent. We will only process details on any criminal convictions with your consent.

Who we share your personal data with

When you become a member of the Club, your basic information (name, year of birth) will be made available to other Club members in consideration of your membership. We also pass your information to other clubs or organisations to register participants and the team for matches, tournaments or other events, and for affiliation purposes.

We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

Protection of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data

We keep personal data on our members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data 12 months after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes.  

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

We may update this Privacy Notice from time to time, and will inform you of any changes in how we handle your personal data.

If you have any questions about this Privacy Notice then please contact the Club Secretary.