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.
1.4 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
Name, address, telephone numbers, e-mail address(es); record of financial transactions.
For managing the Member’s membership of the Company.
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.
So that we know whether and how we should contact you.
To send publicity material if you have consented to receive this.
3.2 Competition participants
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.
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.
Emergency contact details
For contacting next of kin in the event of emergency
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
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.
7.1 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
Sport:80 Services Limited (“We” / “Us”) is committed to safeguarding and preserving the privacy of our visitors.
The data controller is Sport:80 Services Limited of Unit 3, Neepsend Triangle Business Centre, 1 Burton Road, Sheffield, England, S3 8BW.
In respect of our Client Sub Domains, the data controller is the relevant Client and the data processor is Sport:80 Services Limited of Unit 3, Neepsend Triangle Business Centre, 1 Burton Road, Sheffield, England, S3 8BW. For the avoidance of doubt, we are acting as data processor only in relation to those technological services we have agreed to provide to the relevant Client via the Client Sub Domain pursuant to the Supply of Services Agreement entered into between us and the relevant Client. It should be noted that other organisations may also be acting as data processor on behalf of the relevant Client.
In running and maintaining our website and providing services to you that will allow you to utilise the facilities on our website we may collect and process the following data about you:
2.1 Information about your use of our website with regards to each of your visits to our website. This may include: (i) details of your visits such as pages viewed and the resources that you access; and (ii) technical information, such as traffic data, location data and other communication data.
2.2 Information provided voluntarily by you. You may give us information by filling in forms on our website www.sport80.com or by corresponding with us by telephone, e-mail or otherwise. This includes information you provide when you use our website or if you report a problem with our website.
2.3 Information that you provide when you communicate with us by any means.
2.4 Information we receive from other sources. We may receive information about you if you use any of the other websites or any of the Client Sub Domains which we operate or the other services we provide.
We may gather information about your general internet use by using cookies. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally. It is statistical data. This statistical data does not identify any personal details whatsoever.
You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the “reject cookies” setting on your computer. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
We use the following cookies:
3.1 Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
3.2 Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
3.3 Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
3.4 Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
Except for essential cookies, all cookies will expire after 12 hours.
We use the information that we collect from you or you give to us to allow you to utilise the facilities on our website and access Client Sub Domains. In addition to this we may use the information for one or more of the following purposes:
4.1 To provide information to you that you request from us relating to our products or services.
4.2 To provide information (or permit selected third parties to provide information) to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.
4.3 To inform you of any changes to our website, services or goods and products.
4.4 To ensure that the content from our website is presented in the most effective manner for you and for your computer.
4.5 To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
4.6 As part of our efforts to keep our website safe and secure.
4.7 To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.
4.8 To make suggestions and recommendations to you and other users of our website about goods or services that may interest you.
We will only ever use your personal data with your consent, or where it is necessary in order to:
enter into, or perform, a contract with you;
comply with a legal duty;
protect your vital interests;
remember your preferences e.g. if you ask not to receive marketing material, we will keep a record of this; or
for our own (or a third party’s) lawful interests, provided your rights do not override these.
In any event, we will only use your personal data for the purposes for which it is collected, or purposes which are very similar.
You can withdraw your consent at any time to our processing of your personal data for any purpose at any time, by contacting us at the email or postal address set out in paragraph 10.
We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the Companies Act 2006.
5.1 In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
5.2 If Sport:80 Services Limited (or substantially all of its assets) are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
5.3 If our ultimate holding company, Sport:80 Limited and all of its subsidiary companies, is acquired by a third party, in which case personal data held by us about you will be one of the transferred assets.
5.5 To further fraud protection and reduce the risk of fraud.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data transmitted to us electronically; sending such information is entirely at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Our website may, from time to time, contain links to and from the websites of our partner networks, affiliates and advertisers. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows
The right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of it (this is known as a subject access request) within one month of our receiving your request;
The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
The right to have inaccurate data rectified;
The right to object to your data being used for marketing or profiling; and
Where technically feasible, you have the right to see any personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Last Updated by Freeths LLP: 13th April 2018