Privacy policy

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the laws on data protection, what your rights are and, for the purposes of data protection, we will be the controller of any of your personal information.

References to we, our or us in this privacy notice are to East Coast Hockey Club.

We have not appointed a Data Protection Officer to oversee our compliance with the data protection laws as we are not required to do so, but our Data Protection Compliance is the Responsibility of a nominated committee member, (who is appointed at the Clubs AGM, in addition to their existing Committee responsibilities) who has overall responsibility for data protection compliance in our Club. Contact details are set out in the "Contacting us" section at the end of this privacy notice.

Personal information we may collect from you
Depending on the type of membership for which you register, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
• personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
• date of birth;
• gender;
• membership start and end date;
• records of your attendance at any events hosted by us; including Training sessions, and Fixtures;
• images in video and/or photographic form and voice recordings;
• your marketing preferences so that we know whether and how we should contact you;
• details of next of kin, family members, coaches and emergency contacts;
• any disciplinary and grievance information;
• any relevant skills/ Qualifications to running a hockey club such as coaching, umpiring or data processing.

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
• information about your health, including any medical condition and medication.
In the table below, we refer to these as the “special category reasons for processing of your personal data”.

Where we collect your information
We typically collect personal information about our members when you apply to become a member of the club, you register on a club Membership Form, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way. In addition, when you provide data to a third-party site which supports our membership and player processes, such as Pitchero.
If you are providing us with details of, next of kin, family members and emergency contacts they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those with whom you feel need to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
The table below (Under Data Policy) describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

Direct marketing
Email, and SMS / WhatsApp marketing: from time to time, we may contact you by email (our primary method), but occasionally we will also use SMS / WhatsApp with information about promotions, events and services in which we believe you may be interested.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us at secretary.echc@gmail.com

How long do we keep personal information for?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. We retain all physical and electronic records for a period 13 months after your last contact with us or the end of your membership. Membership will need to be renewed annually, this is to ensure that we keep accurate and up to date personal information.

Your Rights in Relation to Personal Information
You have the following rights in relation to your personal information:
• the right to be informed about how your personal information is being used;
• the right to access the personal information we hold about you;
• the right to request the correction of inaccurate personal information we hold about you;
• the right to request the erasure of your personal information in certain limited circumstances;
• the right to restrict processing of your personal information where certain requirements are met;
• the right to object to the processing of your personal information;
• the right to request that we transfer elements of your data either to you or another service provider;
• the right to object to certain automated decision-making processes using your personal information.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/ .

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office. We are here to help and encourage you to contact us first to resolve your complaint.

Changes to this notice
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the revision date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

Contacting us
In the event of any query or complaint regarding the information we hold about you, please email us at secretary.echc@gmail.com .

Data policy
PurposePersonal information usedLawful basis
To administer any membership, you have with us and manage our relationship with you.All contact and membership details, records of your interactions with us, and marketing preferences.This is necessary to enable us to properly manage and administer your membership contract with us.
To send you information which is included within your membership benefits package, including Club Newsletters, details about advanced ticket information, competitions and events, partner offers and discounts and any updates on hockey. Contact and membership details.This is necessary to enable us to properly manage and administer your membership contract with us.
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partnersContact details and marketing preferences.Where you have given us your explicit consent to do so.
To answer your queries or complaintsContact details and records of your interactions with us We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of recordsAll the personal information we collect.We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To conduct data analytics studies to better understand event attendance and trends within the sport Records of your attendance at any events or competitions hosted by us. We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
To administer your attendance at any courses or programmes you sign up toAll contact and membership details, transaction and payment data.This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
For the purposes of equal opportunities monitoringName, title, date of birth, gender, information about your race or ethnicity and health and medical information. We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirementsInformation about your criminal convictions and offences.For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
To enable team selection and to check compliance with club and league selection policiesAttendance records, availability records, birthday. To deliver primary purpose of club
Terms and Conditions

i) Membership of The Club will be open to anyone regardless of gender, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership governed by available facilities is allowed on a non-discriminatory basis.
ii) Membership of The Club will be for a period of one year granted upon receipt by the Membership Secretary of a completed Membership Form for that year and any annual subscription due at that time. The membership year will be from September 1st to August 31st in the following year.
iii) The Club may refuse membership or expel from membership only for good and sufficient cause, or where the membership or continued membership of the person concerned would be likely to be contrary to the best interests of the sport of hockey or the good conduct and interests of The Club. An appeal against refusal or removal of membership may be made in writing to the Committee within fourteen days.
iv) Membership of The Club will be available in the following categories;
• Honorary Vice President
• Life Member
• Playing Member (Adult)
• Playing Member (Student)
• Playing Member (Youth)
• Playing Member (Junior)
• Playing Member (Occasional)
• Volunteer Member
• Associate Member
• Corporate Member
v) All Members will be entitled to vote at General Meetings and stand for election to The Committee with the exception of Corporate Members and those under 16 years of age.
vi) All Members will be deemed to have accepted all Club rules and policies and to have agreed to be bound by them.
vii) Data provided in the Club Membership Form will be held by the Membership Secretary and will be shared only in accordance with The Club Data Protection Policy.
viii) It shall be the duty of every Member to advise the Secretary promptly of each change of address as well as other contact information as detailed on the Membership Form. All notices and letters dispatched to a Member, according to their registered contact information, shall be deemed to have been properly delivered.
ix) A Member may voluntarily terminate his membership to The Club at any time. Under these rules, any person ceasing to be a Member will be liable to pay The Club any outstanding subscriptions or other dues at the date of their cessation of membership of The Club. A Member leaving The Club shall not be entitled to claim reimbursement of any monies paid to The Club.

i) Annual Subscriptions to The Club will be determined at each Annual General Meeting (AGM).
ii) Annual Subscriptions will be paid to The Club by September 30th in any membership year or a later date as may be determined by the Committee.
iii) When and not until a Club Member has paid any due subscription will that person be entitled to all the benefits and privileges of membership but will be bound by the rules of The Club.
iv) Any Member failing to pay a subscription by the due date will be considered a Playing Member (Occasional) and forfeit full rights and privileges until full payment has been made.

i) The Club will have in place a Disciplinary Committee which will have responsibility to investigate and deal with all breaches of Club rules or policies.
ii) The Disciplinary Committee will comprise of the Chair and two other Executive Officers appointed by the Committee and will implement The Club’s Disciplinary Policy, which may be updated by the Committee as appropriate.
iii) The Disciplinary Committee may recommend to the Committee suspending or terminating membership given that the Committee will have the power to suspend or terminate membership of The Club for a Member who in their opinion acts, materially, contrary to the Policies adopted by The Club. Termination of membership should only occur in extremis and in the event of a serious breach of discipline.
iv) Any Member whose membership has been suspended or terminated will forfeit all subscriptions and any rights and claims to The Club and will not be eligible to attend any Club activities as a guest.
v) Any Member whose membership has been terminated wishing to re-join The Club must apply in writing directly to the Chair for the application to be considered by the Committee.
vi) Any outstanding suspension must be ratified by the next AGM or otherwise be deemed to have lapsed as from the date of that AGM.
vii) The Committee shall have the power to rescind the membership of any Member of The Club at any time. Such notice of termination will be given verbally and confirmed in writing by the Secretary.
vii) A person whose membership is so terminated may appeal in writing to the Committee within fourteen days and will have the right of appeal to The Club Members via an Extraordinary General Meeting.