1. About this Policy

1.1 This policy explains when and why we collect personal information about our members, how we use it, how we keep it secure and your rights in relation to it.

1.2 We may collect, use, and store your personal data as described in this Data Privacy Policy and as described when we collect data from you.

1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website https://petanque-england.sport80.com/policies/privacy_policy regularly for any amendments (but amendments will not be made retrospectively).

1.4 We comply with the UK General Data Protection Regulation (UK GDPR) when dealing with your personal data. Further details on the UK GDPR can be found at the website for the Information Commissioner (https://ico.org.uk). For the purposes of the UK GDPR, we will be the “controller” of all personal data we hold about you.

2. Who are we?

2.1 We are Pétanque England, a Private Limited Company by guarantee.

2.2 Our company number is 11193160 and our registered address is 9 Hantone Hill, Bathampton, Bath, England, BA2 6XD

2.3 We can be contacted at [email protected]

3. What information we collect and why

3.1 Members

Contract

Name, address, telephone numbers, e-mail address(es); record of financial transactions.

For managing the Member’s membership of the Company.

Legitimate interest

Date of birth; gender.

For managing membership and managing activities that are age or gender related. 

Personal information in relation to disciplinary and grievance processes. 

Gathering evidence in disciplinary and grievance cases.

Marketing preferences 

So that we know whether and how we should contact you.

Consent

Marketing

To send publicity material if you have consented to receive this.

3.2 Competition participants

Legitimate interest

Members name, licence number, team name.

For managing competition entries and event results; sharing results, including web site publishing, with clubs and regions and providing results to local and national media.

Nationality

To confirm eligibility of members wishing to be considered for selection for International Competitions

Photos and videos of Members and their teams at events and competitions.

For putting on the Company’s website and social media pages and using in press releases when announcing competition results.

Photos and videos of Members

For use in promoting the sport of Pétanque.

A member may withdraw their consent at any time by contacting us by e-mail or letter.

Vital interests

Emergency contact details

For contacting next of kin in the event of emergency

Consent:

Medical and allergy information of members selected for representative teams.

To provide appropriate care of members competing in representative events worldwide.

Personal Performance and Statistical data

To assist in player development programmes and to inform selection decisions.

3.3 Coaches, umpires and officials

Legitimate interest

Qualifications and DBS status

To determine qualification as an official

4. How do we protect your personal data

4.1 We will not transfer your personal data without your consent.

4.2 We have implemented generally accepted standards of technology and operational security to protect personal data from loss, misuse, or unauthorised alteration or destruction. 

4.3 For any payments which we take from you online we will use a recognised online secure payment system.

4.4 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5. Who else has access to the information you provide us?

5.1 We share data with your region, club, and event organisers where appropriate.

5.2 Administrators of our membership database provider.

5.3 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 required to do so by law, or as in paragraph 5.4 below.

5.4 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). 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.

6. How long do we keep your information?

6.1 We will hold your personal data on our systems for as long as you are a member of the Company and for as long afterwards as it is in the Company's legitimate interest to do so. We will review the holding of your personal data every year to establish whether we are still entitled to process it. 

6.2 We will delete your personal information within 12 months of you ceasing to be a member unless we have a specific legitimate interest to retain it for longer (e.g. Disciplinary and grievances records). 

6.3 We securely destroy all financial information once we have used it and no longer need it. 

6.4 We retain indefinitely, the names of competitors and their rankings in competitions as historic records of their achievements in our sport.

7.Your rights

7.1 You have rights under the UK GDPR:

(a) to access your personal data

(b) to be provided with information about how your personal data is processed

(c) to have your personal data corrected

(d) to have your personal data erased in certain circumstances

(e) to object to or restrict how your personal data is processed

(f) to have your personal data transferred to yourself or to another business in certain circumstances.

7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/   0303 123 1113.

Information Commissioner's Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire SK9 5AF