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Privacy Policy

Who we are

Oxford Hawks Hockey Club based at Banbury Road North Sports Ground, 546 Banbury Road, Oxford, OX2 8EQ.

Scope

This privacy notice covers personal data we hold about members, prospective members, website visitors and match officials.  Officials include umpires, coaches, managers and medical personnel.

Website visitors

The information we hold

Cookies

Purpose / How we use your data

We use temporary cookies only to track members’ logins. We do not use cookies to collect tracking information on visitors to our website. We also do not have third-party advertisers providing such cookies

How we obtain information

Your IP address is automatically captured, and cookies are added or updated when you visit the website. 

Sharing your information with other parties

We will not share personal data with a third party not associated with the provision of services without your explicit consent.

We will also not transfer Subject data to a third-party country outside of the UK or EEA that is not compliant with the applicable data protection laws via adequacy agreement, Binding Corporate Rules or other legally appropriate means, as defined by the Information Commissioners Office, without your explicit consent.

Legal Basis for processing your data

Legitimate Interests – We use a temporary cookie for authentication when members sign in. There are no cookies for unauthenticated visitors.

Members, Potential Members and Officials

The information we hold

We hold your name, date of birth, contact details, medical information and emergency contact details about you. We record your role in the club for security purposes.  We keep records of consents that parents have given for their children.

Purpose / How we use your data

We hold your data to contact you about your matches, umpiring, training and social events.

How we obtain information

  • Information provided by you, e.g. from membership forms, in emails, in phone calls
  • Data provided by a third party, e.g. from your parents or guardians
  • Information about prospective members from our existing members.

Legal Basis for processing your data

The legal basis for processing your data includes:

 Legitimate Interests – We may require your data to pursue our legitimate interests – for example, to contact you, as a potential member, to discuss your requirements and allocate you to a team.

Your rights

You have a number of legal rights to control what we do with your information. Please note that in some cases, asking us to do this may mean that we are no longer able to provide you with products or services.

  • Access – You have a right to get access to the personal information we hold about you.
  • Portability – You have a right to data portability when you request access. This means we will send you your data in electronic form.
  • Rectification – You have a right to have inaccurate data corrected and to update incomplete personal information.
  • Objection – You have a right to object to the processing of your personal information.
  • Withdraw consent – Where data is processed on the basis of consent, you have a right to withdraw your consent.
  • Restriction – You have a right to request us to restrict or stop the processing of your personal information without deleting it. For example, you could ask us to stop using your personal mobile phone because you now have a work one.
  • Erasure – You have a right to request that we delete your personal information.
  • Complaint – You have a right to lodge a complaint with the regulator, the Information Commissioner’s Office (ICO).

Please contact secretary@oxfordhawks.co.uk to submit a request or ask any questions about this policy.

Sharing your information with other parties

We will share personal data with league organisers, county hockey associations, umpiring associations and England Hockey.  However, this is limited to data needed for competitions and leagues and for disciplinary purposes.

We will also not transfer Subject data to a third-party country outside of the UK or EEA that is not compliant with the applicable data protection laws via adequacy agreement, Binding Corporate Rules or other legally appropriate means as defined by the Information Commissioners Office without your explicit consent.

How long we keep your information

Retention periods for records are determined based on the type of record, the nature of the activity and the applicable legal or regulatory requirements.

We will keep your details for 1 year from last contact or your ceasing to be a member. We will keep emails for 1 year. You can, at any stage, request these periods to be shorter. See Rights above.

We will keep your personal information for as long as you are a member or potential member.

We may keep your data for longer if required for the following reasons:

  • To respond to any questions or complaints, e.g. child protection
  • To comply with legal requirements.

Changes to this Policy

We regularly review and, where necessary, update this policy.

If we plan to use personal data for a new purpose, we will update our privacy policy and communicate the changes to individuals before starting any new processing.


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