Privacy and Personal Data Notice

June 2018

Abingdon Atoms Korfball Club (Club) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Abingdon Atoms Korfball Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on you

You may give us information about you by filling in forms online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, gender, address, e-mail address, phone number, name of the EKA (England Korfball Association) affiliated Clubs with which you are registered. We may also ask for your ethnicity which is classed as special category personal data.

Why we need your personal data

The reason we need your data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that it is required in order to register you with the EKA and FixturesLive.

Reasons we need to process your data include:

For training and competition entry

  • Sharing personal data with club coaches or members to administer training sessions

  • Sharing personal data with club members in order to register for the league or one-off tournaments

  • Sharing personal data with leagues and other competition providers for entry in events.

For funding and reporting purposes

  • Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority

  • Analysing anonymised data to monitor club trends

  • Sending an annual club survey to improve your experience as a club member.

For membership and club management

  • Processing of membership forms and payments

  • Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;

  • Club emails and WhatsApp messages promoting club activity

  • Recording your squad number

  • To comply with our Safeguarding Children and Young People Policy Statement which complies with the OKA (Oxfordshire Korfball Association) policy in conjunction with the EKA.

On occasion we may collect personal data from non-members, such as parental details for under 18 players in line with our Safeguarding Children and Young People Policy Statement. This will be kept for as long as is defined within that policy.

On occasion we may collect personal data from non-members when they contact the club or attend a beginners’ session. We will hold that data until they either join the club, or for 3 months after their last contact with the club, after which time it will be destroyed securely. Our lawful basis for processing this data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

The club has the following social media pages/groups: Facebook, WhatsApp, Twitter and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platforms have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

The club uses Teamer for match administration and organisation. This has its own privacy policy and the club does not not accept any responsibility or liability for these policies.

The club has a Google group for holding email addresses. This has an unsubscribe link allowing the user to unsubscribe and have their details removed at any time.

Who we share your personal data with

When you become a member of the Club, you will also automatically be registered with the EKA. We will provide the EKA (via FixturesLive) your data, which they will use to enable access to the FixturesLive portal. FixturesLive will contact you to invite you to sign into and update your FixturesLive portal. You can set and amend your privacy settings from the FixturesLive portal. If you have any questions about the continuing privacy of your personal data when it is shared with FixturesLive, please contact them directly.

The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Member data will only be updated if you make the club aware of the inaccuracy/change of circumstances. Any personal data we hold on you will be securely destroyed within one year of the end of your membership, unless you provide explicit permission to hold it for longer (for example for the club to keep a record of your squad number should you choose to return in the future). Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

Safeguarding Children and Young People

September 2015

As a member of the Oxfordshire Korfball Association (OKA) and England Korfball Association (EKA), Abingdon Atoms Korfball Club (AAKC) has a duty of care to safeguard the wellbeing of all children and young people participating in korfball through affiliation with the club.

 

In association with the OKA, AAKC will ensure the safety and protection of all children involved in any korfball related activity through the implementation of and adherence to the EKA child Protection Policy and all other relevant EKA guidelines.

 

In accordance with these, AAKC states that the Club and its affiliated members (players, coaches, referees, volunteers and social) will undertake the following:

  • The appointed club Child Protection Officer (CPO) will be EKA DBS cleared. Another valid DBS clearance is valid as a stop gap whilst EKA DBS clearance is sought.

  • The Head Coach will be EKA DBS cleared, or in the process of going through clearance during times when young people are part of the club. Another valid DBS clearance is valid as a stop gap whilst EKA DBS clearance is sought.

  • Where possible, a third club member regularly attending training sessions will be DBS cleared.

  • Occasionally (e.g. due to absence or holiday), training sessions or matches may take place where no-one who is DBS cleared is present. Parents of young people will be made aware of this possibility when their child initially attends training with the club.

  • Accept the moral and legal responsibility to implement procedures to provide a duty of care and safeguard the wellbeing of children and young people.

  • Accept that the welfare of children and young people is the primary concern.

  • Respect and promote the rights, wishes and feelings of children and young people.

  • Aim to ensure that all children and young people, regardless of their age, culture, disability, gender, language, racial origin, religious belief or sexual identity are welcomed into a safe and caring environment, with a happy and friendly atmosphere.

  • Aim to develop a positive and proactive position in order to protect all children and young people who play korfball, enabling them to participate in an enjoyable and safe environment.

  • Aim to demonstrate best practice in the area of safeguarding children and young people and child protection.

  • Encourage all coaches, players, referees and volunteers to adopt best practice to safeguard and protect children and young people from abuse, as well as shielding themselves against false allegations.

  • Require all coaches and volunteers to sign up to a Code of Conduct to safeguard the welfare of children and young people.

  • Will ensure that DBS Enhanced Disclosure checks are carried out on all individuals in roles that the EKA decrees should be appropriately vetted.

  • Recognise that it is the responsibility of each individual affiliated with the club to prevent the physical, sexual or emotional abuse of children and young people, and to report any concerns including discovered or suspected abuse to the appropriate parties.

  • Respond to any allegations or suspicions of abuse appropriately and ensure that the infrastructure and procedures are in place to deal with these and other incidences of poor practice.

  • Recognise that it is the responsibility of professionals to investigate and determine whether or not anything constituting a child protection issue has take place.

  • Ensure that appropriate written consent, medical and player registration documents for all children and young people involved in korfball activities have been completed and disseminated to the appropriate parties.

  • Maintain clear and contemporaneous records of all information pertaining to safeguarding children and young people, ensuring this remains confidential and securely stored.

  • Acknowledge that confidentiality should be upheld in line with the Data Protection Act 1998, the Human Rights Act 2002 and the Freedom of Information Act 2000.

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