Yardley & District Rugby Football Club Privacy Policy
FURTHER INFORMATION ON PRIVACY NOTICES CAN BE FOUND HERE:
https://ico.org.uk/for-organisations/guide-to-data-protection/privacy-notices-transparency-and-control/privacy-notices-under-the-eu-general-data-protection-regulation/

Yardley & District Rugby Football Club
Summary of how we and the RFU use your data
• Yardley & District Rugby Football Club uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.
• Some data is shared with the RFU, who use your data to regulate, develop and manage the game.
• Data is not shared with anyone else.
• Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.
• Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.
• Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s DBS system. The result of this check will be input into your Game Management Service (GMS) record.
What does this policy cover?
This policy describes how Yardley & District Rugby Football Club (also referred to as “YDRFC”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.
It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
• your name
• your gender,
• your date of birth,
• your RFU ID (as assigned in GMS)
• your home address, email address and phone number;
• your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
• Your payment and/or bank account details, where you provide these to pay for membership;
• Your marketing preferences, including any consents you have given us;
• Your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.
Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
o taking payments;
o communicating with you;
o providing and arranging the delivery or other provision of products, prizes or services;
• As required by the Club to conduct our business and pursue our legitimate interests, in particular:
o We will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
o We will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
o We use CCTV cameras to maintain the security of our premises, and may use this video to investigate incidents at the Club or its premises
• Where you give us consent:
o We will send you direct marketing or promotional material by email;
o We may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
o On other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
• For purposes which are required by law:
o We maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
o We ensure, where you will work with children that you have undergone an appropriate DBS check – this is also carried out with your consent.
o Where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
o We may respond to requests by government or law enforcement authorities conducting an investigation.

How does the RFU use any of my information?
The RFU provides GMS, but make its own use of the following information:
• Your name;
• Your gender;
• Your date of birth;
• Your RFU ID (as assigned in GMS);
• Your home address, email address and phone number; and
• Your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead and Membership Secretary Etc.
The RFU uses this information as follows:
• As required by the RFU to conduct its business and pursue its legitimate interests, in particular:
o Communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;
o Administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
o Maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
o Monitoring use of GMS, and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;
o Maintaining statistics and conducting analysis on the make-up of rugby’s participants;
o Ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
o Communicating with you to ask for your opinion on RFU initiatives.
• For purposes which are required by law:
o The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o The RFU may respond to requests by government or law enforcement authorities conducting an investigation.
Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.
Who will we share this data with, where and when?
In addition to sharing data with the RFU, we will not share your data with anyone else.
Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and providers of Facebook, Instagram, Twitter and YDRFC.com which is maintained by Pitchero.
Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor's Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.

What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
You have the same rights for data held by the RFU for its own purposes on GMS.
To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you or the RFU?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, you can get in touch at [email address] or by writing to Yardley & District RFC 1 Colehall Lane Birmingham B34
If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for [x] years after this.
Where we process personal data for marketing purposes or with your consent, we process the data for [x] unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract or for a competition, we keep the data for [6 years from your last interaction with us.]
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.
Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.

INFORMATION FROM THE USER
We may collect and process the following aspects of data about you:

Information that you provide us by filling in forms on our site.

If you contact us, we may keep a record of that correspondence

We may also ask you to complete questions or surveys for research purposes. This is not some thing you have to respond too.

Details of your visits to our site in the form of analytics, this could include places and resources you access on our site, time spent on our site and where you are directed to our site from.

COOKIES
What is a cookie?
Cookies are small files comprised of letters and numbers that are downloaded onto your desktop computer, mobile or other handheld device when you access certain websites. Cookies allow a website to recognise a user’s device and help your browser navigate through the website by allowing you to log in automatically by remembering settings you selected during earlier visits, amongst other functions. Cookies do not harm your computer. If you would like to learn more about cookies in general you can visit www.allaboutcookies.org

The use of cookies on this website:

Cookies help us to provide you with a good experience when you browse this website and allow you to make full use of the features available on this website. We do not use cookies to collect or record information such as your name, address or personal details.

We use cookies on this website for one purpose, and that is to collect statistical information about how visitors use this website, so we can improve the way this website works and measure our success. By recording such statistics as browser usage, visitor location, operating system etc. we can measure and improve on how we manage and maintain our site, in order to give you an ultimately better visitor
experience.

Most web browsers automatically accept cookies. Unless you have adjusted your browser settings so that it will refuse cookies, cookies will be set when you access this website. By using and browsing this website, you consent to cookies being used in accordance with this Cookie Policy. If you do not consent, please understand that certain features of this site may not function as intended. Please go to the How To Manage Cookies section for information on how to manage and disable cookies in your web browser.

IP ADDRESSES
We may collect information about your computer, including where available your IP address, operating system and browser type all of this is for system administration. This is only statistical data and does not identify any individual.

PERSONAL DATA
The transmission of information via the Internet is not completely secure, although we will do our best to protect your personal details but can not guarantee the security of your data. Any transmission is at the risk of the site user. Once we have received any information we will use strict procedures and security features to try and prevent unauthorised access.

USES OF YOUR INFORMATION
We use the information held about you in the following ways:

To ensure that content from our site is presented in the most effective way for you and your computer.
To carry out any requests or obligations arising from any contact you may have with us.
To provide you with information or services that you have requested from us or which we feel may interest you, if you have given us consent to get in contact with you.
To enable you to participate in any interactive features our service offers, as and when you choose to do so.
To notify you of any changes to our service.

DISCLOSURE OF YOUR INFORMATION
We may disclose your personal information to third parties if we are under a duty to disclose or share your data in order to comply with any legal obligation. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk solution.

YOUR RIGHTS
You have the right to ask us not to process your personal data for marketing purposes, although we will usually ask your permission before we collect any information if we intend to disclose any details to and third party for any such purposes.

You have the right to refuse such intentions by checking the correct boxes on any forms we use to collect data, or by contacting us at any time.

Our site may from time to time contain links to and from other websites. If you were to follow a link to any of these sites please note that these websites have their own privacy policies and we do accept any responsibility or liability for these policies. Please make sure to check these policies before you submit any personal data to any of these websites.

CHANGES TO PRIVACY POLICY
Any changes we make to our policy will be displayed on this page and where appropriate notified to you via email.

TERMS AND CONDITIONS

Introduction
These Website Standard Terms and Conditions written on this webpage shall manage your use of this website. These Terms will be applied fully and affect to your use of this Website. By using this Website, you agreed to accept all terms and conditions written in here. You must not use this Website if you disagree with any of these Website Standard Terms and Conditions.

Intellectual Property Rights
Other than the content you own, under these Terms, Yardley & District Rugby Football Club and/or its licensors own all the intellectual property rights and materials contained in this Website.

You are granted limited license only for purposes of viewing the material contained on this Website.

Restrictions
You are specifically restricted from all of the following

publishing any Website material in any other media;
selling, sub-licensing and/or otherwise commercialising any Website material;
publicly performing and/or showing any Website material;
using this Website in any way that is or may be damaging to this Website;
using this Website in any way that impacts user access to this Website;
using this Website contrary to applicable laws and regulations, or in any way may cause harm to the Website, or to any person or business entity;
engaging in any data mining, data harvesting, data extracting or any other similar activity in relation to this Website;
using this Website to engage in any advertising or marketing.
Certain areas of this Website are restricted from being access by you and Yardley & District Rugby Football Club may further restrict access by you to any areas of this Website, at any time, in absolute discretion. Any user ID and password you may have for this Website are confidential and you must maintain confidentiality as well.

Your Content
In these Website Standard Terms and Conditions, “Your Content” shall mean any audio, video text, images or other material you choose to display on this Website. By displaying Your Content, you grant Yardley & District Rugby Football Club a non-exclusive, worldwide irrevocable, sub licensee license to use, reproduce, adapt, publish, translate and distribute it in any and all media.

Your Content must be your own and must not be invading any third-party’s rights. Yardley & District Rugby Football Club reserves the right to remove any of Your Content from this Website at any time without notice.

No warranties
This Website is provided “as is,” with all faults, and Yardley & District Rugby Football Club express no representations or warranties, of any kind related to this Website or the materials contained on this Website. Also, nothing contained on this Website shall be interpreted as advising you.

Limitation of liability
In no event shall Yardley & District Rugby Football Club, nor any of its officers, directors and employees, shall be held liable for anything arising out of or in any way connected with your use of this Website whether such liability is under contract. Yardley & District Rugby Football Club, including its officers, directors and employees shall not be held liable for any indirect, consequential or special liability arising out of or in any way related to your use of this Website.

Indemnification
You hereby indemnify to the fullest extent Yardley & District Rugby Football Club from and against any and/or all liabilities, costs, demands, causes of action, damages and expenses arising in any way related to your breach of any of the provisions of these Terms.

Severability
If any provision of these Terms is found to be invalid under any applicable law, such provisions shall be deleted without affecting the remaining provisions herein.

Variation of Terms
Yardley & District Rugby Football Club is permitted to revise these Terms at any time as it sees fit, and by using this Website you are expected to review these Terms on a regular basis.

Assignment
The Yardley & District Rugby Football Club is allowed to assign, transfer, and subcontract its rights and/or obligations under these Terms without any notification. However, you are not allowed to assign, transfer, or subcontract any of your rights and/or obligations under these Terms.

Entire Agreement
These Terms constitute the entire agreement between Yardley & District Rugby Football Club and you in relation to your use of this Website, and supersede all prior agreements and understandings.

Governing Law & Jurisdiction
These Terms will be governed by and interpreted in accordance with the laws of the United Kingdom, and you submit to the non-exclusive jurisdiction of the courts located in United Kingdom for the resolution of any disputes.

These terms and conditions have been generated at Terms And Conditions Sample.com.