Under the provisions of the General Data and Privacy Regulations (GDPR) we are required to explain what information we hold about our members and how we use it.
SUMMARY OF HOW WE USE YOUR DATA
We use your personal data to manage and administer your involvement with the teams and the Club and to keep contact with you for these purposes.
Some data is shared with the RFU under the Game Management System (GMS) who use it to regulate, develop and manage the game.
Where we or the RFU with your consent, such as any consent you may have given us for email marketing, you can withdraw this consent at any time.
We may collect medical information from you, including injuries. We will hold this where you or your parent, if applicable, have given us consent. This enables us to ensure that we are aware of any injuries and can be supported appropriately.
If you work in a particular capacity within the game, you may be required to undergo a DBS check using the RFU eDBS system. The DBS record will be input into the GMS record. If you attend courses or obtain qualifications this will also be recorded on the GMS record.
WHAT WE COLLECT AND HOW DO WE USE IT
We collect and process personal data from you or from your parent, if applicable, when you join and when we carry out renewals of your membership. This will include:
Your name, gender and date of birth.
Your home address, email address and telephone number /numbers.
Your RFU ID where allocated by the GMS system.
A photograph of yourself.
Your School address and year group while in the Youth Section
Your type of membership and involvement in particular teams.
Any key role you have within the Club.
Financial data (your bank account and payment details relating to products and services you receive from us).
Usage data (information about how you use our website, products and services).
Marketing and communications data (your preferences in receiving marketing from us and our third parties and your communication preferences).
Your medical conditions or disability where it is provided with your consent or the consent of your parent, where applicable.
Where you are employed by us, we may ask for and store your passport and NI details to check your eligibility to work for us.
Some information will be generated as part of your involvement with us. This may include your team performances, match reports. It will also include details of any disciplinary issues or incidents you have been involved with on or off the pitch. We may also receive information from third parties such as a school, where appropriate.
We will also receive information in connection with any existing registrations at other clubs through the RFU GMS system including any disciplinary record. For those working with children we may receive information from the DBS and the RFU regarding the status of any check.
USE OF DATA AND LEGAL BASIS FOR SO DOING
We will use Legitimate Interest as our legal basis for processing data. We use your information to fulfil our obligations to you including taking payments, communicating with you and delivering any awards, prizes or products.
We will also use your information to conduct our business and pursue our legitimate business and in particular to:
Administer and manage your membership and involvement with our teams and club
To keep in contact with you by phone or email for these purposes
To maintain records of our performances and history including match reports, score lines and team sheets.
If you decide you want to opt-out of receiving marketing communications or want to change how you receive them, you can always change your preferences by contacting us at any time. This won’t affect any marketing information we sent to you before you let us know.
We use CCTV cameras to maintain the security of our premises. We may use this to investigate incidents at the club or its premises.
SHARING YOUR DATA
We will not share your data with anyone else except the RFU, except:
Some limited information may be shared with other clubs or Rugby organisations for the purpose of organising matches and administering the game.
With government authorities or law enforcement bodies if mandated by law.
We do not share your data with any of our sponsors or advertisers.
HOW LONG DO WE RETAIN YOUR DATA
We process and maintain most of your data for as long as you are an active member, and then for six years thereafter.
Certain information such as wages records are stored for five years.
We will store information required for statutory reasons for as long as required.