OXFORD VOLLEYBALL CLUB
PRIVACY NOTICE FOR OUR JUNIOR MEMBERS
Sometime
organisations like ours need to appoint an individual called a “Data Protection Officer” to make sure
that we are being very careful with your information. We don’t need to have
Data Protection Officer, but we have decided to put together a team of people
instead to make sure your details are safe. They can be contacted at oxfordvolleyball@gmail.com
in case you have any questions.
1.
what type
of details do we collect from you?
We might collect
the following personal details about
you during before, during or after your time as a member, such as:
o details
of how we can contact you, such as your name, email address, where you live and
phone number;
o your
birthday;
o your
gender;
o membership
details including when you signed up to be a member and any date you decide to
leave us;
o all
records of when you contacted us or we contacted you on the phone or by email
or when you asked us to do something;
o any
bank details belonging to your parent or guardian so that we can receive
payments from you and details of any payments you make;
o how
you use our website and other things that may identify you to us online;
o any
images we capture on CCTV cameras and other information showing us your
movements through our buildings;
o records
that tell us when you were at our events or competitions;
o videos
and photos of you;
o records
of whether you play at a county/national level;
o details
of family members, coaches and other people we might need to contact in case of
an emergency;
o records
of your rankings, gradings or ratings, including any competition results, what events/matches/games
you have attended and how well you are performing on any development programme
you are registered to;
o any
disciplinary information or details of any issues you have us or we have with
you.
2.
SPECIAL
CATEGORIES OF PERSONAL INFORMATION
We may also hold and use what is called “special information” such as any
information about your health such as any injuries you have/have had or times
you may not have been very well. We will only use it if we have a really good
reason to do so such as:
o
if it is in the interests of the public and we
have a lawful reason to use it;
o
we need it to help us with a legal case we are
involved in;
o
certain laws allow us to use it; or
o
you have told us you are happy for us to use it.
In the table below we refer to these as the “special reasons”.
3.
WHERE DO WE GET
THIS INFORMATION FROM?
We will normally collect personal information about you when
you become a member of Oxford Volleyball Club, when you join our
training/coaching sessions, when you come to one of our tournaments or when you
want to talk to us on the phone, by e-mail or in some other way.
4. How do we use your
information?
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What type of information do we use?
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What reason do we have to use it
(this is the boring legal bit…)
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To make sure your membership with us
runs smoothly and we can provide the very best service for you.
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All contact and membership details,
any chats we have had and your likes and dislikes.
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We
need all this information to make sure we do a good job in managing your
membership with us.
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To send you information which we
think you might like based on the type of membership account you have with us
such as details about ticket sales, competitions and events we are running,
offers and discounts and any updates on volleyball (indoor, beach, grass,
sitting and any other forms of the sport)
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All contact and membership details.
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We
need all this information to make sure we do a good job in managing your
membership with us.
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To send you other information we
think you might like or which you have asked us to send to you.
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All contact and membership details
and your likes and dislikes.
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Only
where you have told us you want to receive this type of information, which we
believe we received when your parent/guardian signed up to the Oxford
Volleyball Club or Oxford Beach Volleyball Club email distribution lists or when
you joined the Club as a member. We will only send information about events
that we believe you will be interested because you are involved with Oxford
Volleyball Club.
If you
are under the age of 13 your parent or guardian must have given their consent
to allow us to send you these messages.
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To help you if you have a question or
you are not happy with something we have done.
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Contact details and any chats we have
had.
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It is
in our interests to make sure we deal with any issues you have quickly.
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We will keep all of your details on
our files.
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All of your personal details.
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It is
in our interests to hold your details on file so we can deal with any issues
with your membership and to make sure we do a good job in managing your
membership. Sometimes we may have to keep your details because the law tells
us we have to.
If we
use any ‘special information’, we
will only do so on the basis of one of the ‘special reasons' we talked about above.
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To protect our IT systems.
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Details about how you use our
website.
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It is
in our interests to make sure that our IT systems are safe and secure for all
of our staff and you to use.
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We occasionally carry out research on
what events you have attended to understand what is 'on trend'.
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Details of the events and
competitions you have attended.
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It is
in our interests to make sure that our membership is targeted and relevant
for you.
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To promote the sport, our events and
membership packages.
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Any photos or videos of you.
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Only
where you or your parent/guardian has told us you are happy to use our
photos.
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To make sure we are keeping
up with health and safety.
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Details of the events and
competitions you have attended.
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It is
in our interests to make sure we provide you and others like you with a safe
place to play your sport.
Sometimes
we may have to keep your details because the law tells us we have to.
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To register you on to and keep track
of any events and competitions you attend.
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Details about your performance (but
we won't use any 'special information')
and the events or competitions you have attended.
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We
need all this information to make sure we do a good job in managing your
development through the performance programme.
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We will use your details to assess
your performance and to find out what else we can do to help you improve your
development and training with us.
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Details about your performance and
the events or competitions you have attended.
We might also hold details about your
health and any club or county membership.
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We
need all this information to make sure we do a good job in managing your
development through the performance programme.
If we
use any information about your health, we will only do so on the basis of one
of the ‘special reasons' we talked
about above.
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To arrange for any trip or
transportation to and from an event.
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Any ID cards or passport information
you give us, details of family members and emergency contacts, your
parent/guardian’s payment information and details about your health.
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We
need all this information to make sure we can make arrangements for any trip
you go on.
If we
use any ‘special information’, we
will only do so on the basis of one of the ‘special reasons' we talked about above.
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We might use details about
your health (including any injuries or disability) to make sure you are
playing in a safe environment by making changes to the design of our sports
facilities and to ensure you are well enough to participate.
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Details about your health.
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We
will only use this ‘special
information’, on the basis of one of the ‘special reasons' we talked about above.
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To put together all the
information we need in case there are any disciplinary or other issues with
your membership.
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All of your personal details.
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It is
in our interests to make sure we provide you and others like you with a safe
and fair place to play your sport.
If we
use any ‘special information’, we
will only do so on the basis of one of the ‘special reasons' we talked about above.
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To make sure we are fairly
offering opportunities to everyone.
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Name, your birthday, gender, information
which part of the world you or your family are from, details about your
health and performance.
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It is
in our interests to make sure we provide you and others like you with the
same opportunity to get into sport no matter who you are and where you come
from
If we
use any ‘special information’, we
will only do so on the basis of one of the ‘special reasons' we talked about above.
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In some cases we might need the
information you have given us to make sure we can do what we say we are going
to do with your details. Other times, we may not need it, but if we don’t have
it, we may not be able to provide you with the best possible service.
If you have told us
we can use your information in a certain way, you can tell us to stop using it
at any time, by contacting us at oxfordvolleyball@gmail.com.
5.
HOW CAN YOU STOP
US FROM MARKETING TO YOU?
Sometimes we may
wish to contact you by email, post or text message to tell you about things we
think you might like. We will only do this if you have told us you are happy to
receive these messages and you can tell us to stop at any time by following the
unsubscribe instructions in the marketing messages we send to you. Also
look out for the link at the bottom of any messages we send you which will also
put a stop to any messages.
6.
Who else may use your
details?
We may send your details to others to help us run our
organisation. These are:
o
Anyone
you have said you are happy for us to send your details to.
o
To any
regional or governing body: to help us to improve and keep an eye on developments in the sport.
o
Organisations
that provide services to us: such as marketing specialists, the people who
carry out research for us, computer services and the guys that help to run and
maintain our security cameras;
o
Our
Commercial Partners: so that we provide you with details on any tickets,
special offers, opportunities, products and services and other benefits you get
from our commercial partners as part of your membership package;
o
The
Government or our regulators: where the law tells us to do so or to help
them with any investigations.
o
Police,
law enforcement and security services: to help them with any investigation,
prevention of crime or matter of national security.
7.
ARE YOUR DETAILS
SAFE?
We have put in place lots of security measures to make sure
your details don’t go missing or get used in a way they shouldn’t be. We have a
great team of people working with us who are trained to know how to use your
details securely and will only use your details when and how we tell them to.
Did you know that all ‘data
controllers’ based in the European Union and the UK like us are subject to laws
that make sure that your personal details are safe? Sometimes some of
your personal details may be transferred to and stored in countries outside of
the UK and the European, which are not subject to the laws that make sure your
details are safe. Where this happens, we
will do everything we can to make sure that your details are only used in the
way we say they will be and are kept secure.
If someone else is using your details because we have told them to, we
will also make sure that we put measures in place with them to protect it.
8.
HOW LONG DO WE
KEEP PERSONAL INFORMATION FOR?
We collect personal details from you for different reasons
and so we might keep it for different lengths of time. For example, we might
have to keep it for a long time for legal reasons, but most of the time, we
will keep your details for 6 years after you last get in touch with us.
It is important to make sure that the details we hold about
you is accurate and up-to-date, so make sure you let us know if anything like
your email address or phone number changes. You can normally do by contacting
us at oxfordvolleyball@gmail.com.
9.
WHAT ARE YOUR
RIGHTS?
Did you know you can ask us to do lots of things with your details?
You can ask us:
o
to tell you how your details are being used;
o
to provide you with a copy of all details we
hold on you;
o
to correct some of the details we hold if they
are not correct or out of date like your contact details for example;
o
to delete all of the details we hold on you (unless
we have a good reason not to!);
o
to stop using your details in a certain way;
o
to send your details to you or another
organisation like any club you play at for example; and
o
[to stop making decisions about you using
automated technologies which analyse your personal details e.g. performance
software]
Some of the rights may not always apply to the personal
details we hold for you as there are sometimes requirements and exemptions
attached which means we need to hold on to certain information and other times
the rights may not apply at all.
DON’T FORGET
though, if you have told us we can use your information in a certain way and
you would like us to stop, you can tell us to stop at any time and you can
always tell us to stop sending you marketing messages. More information about
these rights can be found online here https://ico.org.uk/for-the-public/.
If you have any questions or are unhappy about something, please contact us at
oxfordvolleyball@gmail.com.
10.
WHAT HAPPENS IF
WE NEED TO CHANGE THIS NOTICE?
Keep an eye out for changes to this notice online. If we
make big changes the version date at the bottom of the notice will be updated.
Of course where we are required to do so by law, we will ask for your
permission before we change the reason for using your details.
11.
HOW CAN YOU GET
IN TOUCH?
If you have a question or a complaint, you can always get in
touch with one of our team at oxfordvolleyball@gmail.com.
Version dated 24 May
2018
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