We at the Oxford Volleyball Club, which includes Oxford Beach
Volleyball Club, (“we” or “our” or “us”) want to make sure all the personal information we have collected
about you, , is safe and secure whether we collect it through our website at
www.oxfordvolleyball.co.uk (“Site”)
or from other sources. This Policy set
outs our commitments to you, in compliance with and beyond the General Data
Protection Regulation (commonly known as the GDPR) and explains how we collect, store and use your personal
information.
We have not appointed a Data Protection Officer to oversee
our compliance with data protection laws [as we not required to do so, but our
Welfare Officer and Chairman have overall responsibility for data protection compliance
in our organisation. If you have any
questions about this Policy or what we do with your personal information, the
Club contact details are set out in the "Contact" section below.
Privacy NOTICES
Collecting specific, relevant personal information is a
necessary part of us being able to provide you with any services you may
request from us or in providing services to our customers and members or just
managing our relationship with you.
When we hold or use your personal information as a data controller (see below for a description of what this is) we will provide you with
a privacy notice which sets out in detail what information we hold about you
(such as your contact details, address, etc.), how your personal information
may be used and the reasons for these uses, together with details of your
rights.
Where we collect personal information from you directly, we
will provide this privacy notice at the time we collect the personal information
from you. Where we receive your personal
information indirectly, we will provide this privacy notice when we first
contact you, first pass the data to someone else or within a month, whichever
is the earlier.
We will only provide this privacy notice to you once,
generally at the start of our relationship with you. However if the applicable privacy notice is
updated substantially, then we may provide you with details of the updated
version. You are encouraged to check
back regularly for updates.
Copies of our current privacy notices can be found on our website:
http://www.oxfordvolleyball.co.uk/p/contact-us_09.html
Please note that it is possible for you to be covered by more
than one privacy notice.
THE DIFFERENCE BETWEEN DATA CONTROLLERS/PROCESSORS
A data controller is a person who controls how personal
information is processed and used. A
data processor is a person who processes and uses personal information in
accordance with the instructions of a third party, i.e. the data controller.
This distinction is important. You have certain rights in relation to your
personal information, for example the right to be provided with the personal information
held about you and details of its use and the right to have certain of your
personal information either erased or anonymised, commonly referred to as the
right to be forgotten (see below to see
what rights you have). These rights
can generally only be exercised against a data controller of your information.
In most cases we will be a data controller of your personal
information. In any case where we are
not a data controller this means that you cannot exercise these rights against
us directly (i.e. where we only act as a data processor), but you can do so
against the data controller (i.e. the person who controls how we process the
personal information). In these cases we
will endeavour to inform you who is the data controller of your personal information
so that you can direct any such requests to them.
Also it is only a data controller that will provide you with
a privacy notice about your personal information, so where we process your
personal information as a data controller we will provide you with a privacy
notice. Where we process your personal
information as a data processor for a third party, that third party should
provide you with a privacy notice which will set out details regarding the
processing of your personal information, which should also include the
processing to be carried out by us on their behalf.
HOW DO WE USE YOUR PERSONAL information?
We will use your personal information
as described in the privacy notice provided to you, but, for example, we may
use your personal information to administer any account(s) you have with us or to
send you information we think you might find useful, provided you have
indicated that you are happy to be contacted for these purposes. To see how we use your personal information,
please see our current privacy notices, which can be accessed on our website: http://www.oxfordvolleyball.co.uk/p/contact-us_09.html
WHO DO WE SHARE
YOUR PERSONAL INFORMATION WITH?
Details of how we disclose your personal information are set
out in the relevant privacy notice provided to you, but generally it is where
we need to do so in order to run our organisation (e.g. where other people
process information for us). In such circumstances, we will put in place
arrangements to protect your personal information. Outside of that we do not disclose your
personal information unless we are required to do so by law.
If we transfer personal information about you outside the
European Economic Area (EEA), we will let you know and ensure that all
reasonable security measures are taken and that any third party processers will
be required to process the information in accordance with information
protection laws and we will notify you in your privacy notice if we are the information
controller.
We do not sell, trade or rent your personal information to
others.
HOW LONG DO WE HOLD ON TO
YOUR PERSONAL INFORMATION?
Further details of how long we hold onto your personal
information for are set out in the relevant privacy notice provided to you, but
we will only hold your information for as long as is necessary or where you ask
us to delete records we may delete it earlier.
The duration for which we retain your personal information
will differ depending on the type of information and the reason why it was collected.
However, in some cases personal information may be retained on a long term
basis: for example, personal information that we need to retain for legal
purposes will normally be retained for at least six years in accordance with
usual commercial practice and regulatory requirements.
what are Your
rights?
Full details of your rights set out in the relevant privacy
notice provided to you, but you are entitled by law to ask for a copy of your
personal information at any time. You are also entitled to ask us to correct,
delete or update your personal information, to send your personal information to
you or another organisation and to object to automated decision making. Where
you have given us your consent to use your personal information in a particular
manner, you also have the right to withdraw this consent at any time.
To exercise any of your rights, or if you have any questions
relating to your rights, please contact us by using the details set out in the
"Contact" section below. You
can also unsubscribe from any direct marketing
by clicking on the unsubscribe link in the marketing messages we send to you.
You should note that some of your rights may not apply as
they have specific requirements and exemptions which apply to them and they may
not also apply to personal information recorded and stored by us. However your right to withdraw consent or
object to processing for direct marketing are absolute rights.
If you are unhappy with the way we are using your personal
information you can complain to the UK Information Commissioner’s Office or
your local data protection regulator. More information about your legal rights
can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/. However, we are here to help and would encourage
you to contact us to resolve your complaint first.
linking with
third party sites
Our Site may, from time to time, contain links to and from
the websites of our other relevant organizations and clubs. If you follow a link to any of these
websites, please note that these websites have their own privacy policies and
they will be a data controller of your personal information. We do not accept
any responsibility or liability for these policies and you should check these
policies before you submit any personal information to these websites.
In addition, if you linked to this Site from a third-party
site, we cannot be responsible for the privacy policies and practices of the
owners or operators of that third-party site and recommend that you check the
policy of that third party site and contact its owner or operator if you have
any concerns or questions.
SECURITY
We employ a variety of technical and organisational measures
to keep your personal information safe and to prevent unauthorised access to,
or use, or disclosure of it. Unfortunately, no information transmission over
the Internet is guaranteed 100% secure nor is any storage of information always
100% secure, but we do take all appropriate steps to protect the security of
your personal information.
Cookies
Certain parts of our Site use "cookies" to keep
track of your visit and to help you navigate between sections. A cookie is a
small data file that certain websites store on your computer's hard-drive when
you visit such websites. Cookies can contain information such as your user ID
and the pages you have visited. The only personal information a cookie contains
is information that you have personally supplied.
We may use cookies on our Site to enable us to deliver
content that is specific to your interests and gives us an idea of which parts
of the Site you are visiting and to recognise you when you return to the Site. Reading
cookies does not give us access to other information on your computer's
hard-drive and our Site will not read cookies created by other websites that
you have visited.
You may refuse to accept cookies by activating the setting on
your browser which allows you to refuse the setting of cookies. If, however,
you select this setting you may be unable to access certain parts of the Site.
Unless you have adjusted your browser settings so that it will refuse cookies,
our system will issue cookies when you access the Site.
Please note providers of third party content may also use
cookies over which we have no control.
LOG
FILES
In common with most websites, our Site may log various
information about visitors, including internet protocol (IP) addresses, browser
type, internet service provider (ISP) information, referring / exit pages and
date / time stamp.
We may use this information to analyse trends, administer the
Site, track your movement around the Site and gather broad demographic
information.
Changes to this
policy
Any changes we may make to this Policy in the future will be
posted on our Site and, where appropriate, notified to you by e-mail. When we
change this Policy in a material way, we will update the version date at the
bottom of this page. Please check back frequently to see any updates or changes
to this Policy and should you object to any alteration, please contact us as set out in the
"Contact" section below.
Contact
In the event of any query or complaint in connection with the
information we hold about you, please email oxfordvolleyball@gmail.com.
Our Welfare Officer and Chairman may be reached via this same
email address.
Whilst this privacy policy 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/.
Version Date: 24 May
2018
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