About this Policy
This policy explains when and why we collect personal information about our members, volunteers and coaches, how we use it and how we keep it secure and your rights in relation to it.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
Who are we?
We are Edinburgh Badminton Academy. We can be contacted at 1f2 114 Lothian Road, firstname.lastname@example.org, 07599216783.
What information do we collect and why?
We collect name, gender, email, phone numbers in addition to emergency contacts from all of our members. These are used to manage the club, provided to lead coaches and also given to Badminton Scotland for affiliation. We also keep a track of attendance at sessions. We keep them for one year after non-affiliation before they are electronically deleted.
We also collect photos which are used for promotion, eg. website, social media. These are kept indefinitely or deleted electronically upon request.
How we protect your personal data
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. For any payments that we take from you online, we will use a recognised online secure payment system.
We will notify you promptly in the event of any breach of your personal data that might expose you to serious risk.
Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3 below.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Club. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub- processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
We may also pass your personal data to Badminton Scotland for the purposes of carrying out surveys when it is in the legitimate interest of the club and Badminton Scotland to do so. Badminton Scotland may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
We securely destroy all financial information once we have used it and no longer need it.
You have rights under the GDPR:
- to access your personal data
- to be provided with information about how your personal data is processed
- to have your personal data corrected
- to have your personal data erased in certain circumstances
- to object to or restrict how your personal data is processed
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
0303 123 1115
Information Commissioner’s Office – Scotland
45 Melville Street
For more details, please address any questions, comments and requests regarding our data processing practices to Greg Broadbent, email@example.com.