Collecting personal data from you will enable us to manage your membership(s) and allow us to keep you informed of our activities, opportunities and developments.

We are committed to protecting your information and being transparent about the information we hold.

Using Your Personal Information

South Gower RFC is the data controller and is committed to protecting the rights of members and partners in line with General Data Protection Regulation (GDPR). South Gower RFC has a Data Protection Officer who can be contacted by email.

What information do we collect about you?

South Gower RFC collects personal data in the course of registering and managing club memberships.

We collect the following information from individuals who become members of South Gower RFC:

Name of individual(s)
Date of birth
Home address
Email address
Telephone number

How will your information be used?

We will use your information to manage your memberships and keep you informed of any club news, events and developments that we think would be of interest to you.

Your information will not be shared with third-parties, but will be stored on third-party content management systems for the purpose of managing your membership and direct marketing communications from South Gower RFC.

What is our legal basis for processing?

Data protection law describes the legal basis for our processing your data as one based on consent or for the purposes of the legitimate interests* pursued by South Gower RFC or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

*(Recital 47 of the GDPR acknowledges that processing personal data for direct marketing purposes may be regarded as carried out for a legitimate interest. Such processing will only be carried out when a legitimate interests assessment has been carried out to ensure your personal data is used appropriately and in ways you would reasonably expect and which have a minimal privacy impact, or where there is a compelling justification for the processing).

Who receives your information?

Information which you supply to us will be held by South Gower RFC.

Your personal information will be stored on our secure electronic systems and databases and can only be accessed by members of South Gower RFC who have appropriate permissions. Personal information is protected by the club and will not be disclosed to third-party organisations without explicit consent.

Information is made available to personnel requiring access in limited circumstances for the reasons outlined above.

How your personal information is stored?

Data Protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure.

Only members of South Gower RFC who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, saved on secure networks while paper files will be stored in secure areas with controlled access.

South Gower RFC will use third-party content management systems that use cloud services to process personal data to send out direct electronic marketing in accordance with EU/EEA data processing agreements .

There may be times where your personal data may reside on servers outside the EU. Where there is processing outside of the EU, South Gower RFC will ensure that any transfers are lawful and justified in line with the GDPR.

How long will your information be held?

Your personal data will be held and used for direct communications until you decide that you no longer wish to be a member of South Gower RFC. If you choose to unsubscribe from the South Gower RFC newsletter you will be removed from the newsletter database. However, your information will still be held on the club membership database and used to communicate vital transactional information relating to your membership.

Your responsibilities

Please advise the club via emailor by calling 01792 234578 of any changes to your name, address, contact details as soon as practically possible so that we can amend our records accordingly.

Withdrawing consent to receive electronic marketing

In line with legislation we will always give you the opportunity to opt out of future marketing communications from South Gower RFC.

Should you receive any unwanted messages, you will be able to unsubscribe at any point from any of our emails or if you do not wish to receive such emails please contact South Gower RFC.

If you have provided consent to South Gower RFC to process any of your data, then you also have a right to withdraw that consent and ask for your data to be erased when you no longer wish to receive marketing information.

What are your rights?

You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information (please note however that this is likely to affect our ability to provide support to you in the most effective way, if at all).

Any requests or objections should be made in writing to the South Gower RFC Data Protection Officer:

Justine Francis
South Gower RFC
Pwlldu Lane,
Bishopston,
Swansea
SA3 3HA

If you are unhappy with the way in which your personal information has been processed, you may in the first instance contact the South Gower RFC Data Protection Officer using the contact details above.

If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
www.ico.org.uk

Changes to our Privacy Policy

Any changes we make to our privacy policy in the future will be posted on our website and where appropriate you will be notified by email.