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 .