1. The Club is committed to respecting your privacy. This notice is to explain how we may use personal information we collect about you before, during and after your membership of the Club. This notice applies to you if you have registered to become or are a member of the Club.
2. References to ‘Club’, ‘we’, ‘our’ or ‘us’ in this notice are to the Darley Dale Croquet Club.
3. The personal information about you we routinely collect includes names, addresses, telephone numbers, age, gender and email addresses. We also hold records of relevant financial transactions and of your interaction with the committee or committee members. We regularly collect this information directly from our members when they join and re-join the Club and during their membership. We also hold the same type of information for others whose services we use, have used or may use in support of the aims of the Club.
4. It is important to ensure that personal information we hold about you is accurate and up-to-date. You should always update us if the information we hold changes, for example change of email address.
5. Members may sign up on the website and so share their contact information with others who have signed up. Subscription requests are manually checked before approval.
6. Contact information for members of the committee and others allocated specific responsibilities by the committee will be available from the website and in circulated information issued to members or individual members.
7. For some of our members we may have additional information such as roles that they carry out within the Club.
8. We use members’ information for the administration of membership; the communication of information; the organisation of events; for analytical studies and to answer your queries or complaints.
9. We also maintain images in video and/or photographic form for the promotion of the Club in the mutual interest of the Club and yourself.
10. We also record your involvement with any event or match or interface with other Croquet clubs, your performance and/or handicap level and information relating to your disciplinary or grievance processes.
11. With the permission of a member their personal information may be shared with the Federation or with the Croquet Association.
12. We do not pass your information to any other individual or organisation.
13. This information is mainly stored in digital form on computers under the control of the secretary and/or the treasurer.
14. The chairman of the Club is responsible for ensuring that the club discharges its obligations under the General Data Protection Regulation (GDPR).
15. Committee members and others allocated specific responsibilities by the committee have access to members’ information in order for them to carry out their legitimate tasks for the Club.
16. We collect personal information that is necessary for the purposes of its legitimate interests as a membership organisation. We maintain records to comply with our legal obligations.
17. You can contact the Club secretary with a “Subject Access Request” if you want to ask us to provide you with any information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
18. If you withdraw consent for us to hold information about you we will no longer be able to provide certain member benefits to you.
19. We may also keep records of the medical requirements of children and vulnerable adults.
20. If you would like us to delete information relating to you, please contact the Secretary. It will be deleted if we are legally permitted to do so.
21. We normally keep members’ information after they resign or their membership lapses in case they later wish to re-join.
22. We normally keep members’ information after they die. If requested by their next-of-kin to delete such information it will be deleted if we are legally permitted to do so.
23. We may not be able to delete some information we hold about you if it is legitimately required to maintain the integrity of Club’s historical records.
Version approved by Committee on 21st February 2019