PRIVACY NOTICE FOR MEMBERS
We at Oxford Hockey Club want to make sure all the personal details we hold about you are safe and secure, so we have put together this note to tell all of our members, whether you are a player/participant or simply a fan of the sport, how we make sure we just do that and what to do in case you have any questions for us or want to see what information we have. We are, what is known as, a data controller. This means we have control over how your details are used and who we pass them to.

We don’t need to have Data Protection Officer, but we have decided to put together a team of people instead to make sure your details are safe. They can be contacted at membership@Oxfordhockeyclub.org in case you have any questions.

1. WHAT TYPE OF DETAILS DO WE COLLECT FROM YOU?
We might collect the following personal details about you before, during or after your time as a member, such as:

details of how we can contact you, such as your name, email address, where you live and phone number;
your birthday;
your gender;
membership details including when you signed up to be a member and any date you decide to leave us;
all records of when you contacted us, or we contacted you on the phone or by email or when you asked us to do something;
any bank details belonging to you or your parent or guardian so that we can receive payments from you and details of any payments that are made;
how you use our website and things that may identify you to us online;
any images we capture on CCTV cameras and other information showing us your movements through our buildings;
records that tell us when you were at our events or competitions;
videos and photos of you;
your hobbies, occupation likes and dislikes so that we know what type of marketing we can send you;
your passport or other ID cards;
records of whether you play at a county/national level;
details of family members, coaches and other people we might need to contact in case of an emergency;
records of your rankings, gradings or ratings, including any competition results, what matches you have attended and how well you are performing on any development programme you are registered to; and
any disciplinary information or details of any issues you have us or we have with you.

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also hold and use what is called “special information” such as your ethnicity and any information about your health such as any injuries you have/have had or times you may not have been very well. It will only be used when we have a good reason to do so such as:

if it is in the interests of the public and we have a lawful reason to use it;
it is in the interests of the member to ensure the individual’s safety;
we need it to help us with a legal case we are involved in;
certain laws allow us to use it; or
you have told us you are happy for us to use it.

In the table below, we refer to these as the “special reasons”.

3. WHERE DO WE GET THIS INFORMATION FROM?
We will normally collect personal information about you when you create an account on our site at oxfordhc.org to become a member of Oxford Hockey Club, or to buy anything from us online, or when you want to talk to us on the phone, by e-mail or in some other way.

4. HOW CAN YOU STOP US FROM MARKETING TO YOU?
Sometimes we may wish to contact you by email, post or text message to tell you about things we think you might like. We will only do this if you have told us you are happy to receive these messages and you can tell us to stop at any time by visiting https://secure.pitchero.com/account/settings/details

5. WHO ELSE MAY USE YOUR DETAILS?
We may send your details to others to help us run our organisation. These are:

Anyone you have said you are happy for us to send your details to.
To any regional or governing body: to help us to improve and keep an eye on developments in the sport.
Organisations that provide services to us: such as marketing specialists, the people who carry out research for us, computer services and the teams that help to run and maintain our security cameras;
Organisations that help us; such as help us with our supplies such as couriers, or companies that help us to deliver things to and from other parts of the country or overseas;
Our Commercial Partners: so that we provide you with details on any tickets, special offers, opportunities, products and services and other benefits you get from our commercial partners;
The Government or our regulators: where the law tells us to do so or to help them with any investigations.
Police, law enforcement and security services: to help them with any investigation, prevention of crime or matter of national security.

6. ARE YOUR DETAILS SAFE?
We have put in place lots of security measures to make sure your details don’t go missing or get used in a way they shouldn’t be. We have a great team of people working with us who are trained to know how to use your details securely and will only use your details when and how we tell them to.
We do not share information outside of the UK and European Union.

7. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
We collect personal details from you for different reasons and so we might keep it for different lengths of time. For example, we might have to keep it for a long time for legal reasons, but most of the time, we will keep your details for 3 years after you last get in touch with us.
It is important to make sure that the details we hold about you are accurate and up-to-date, so make sure you let us know if anything like your email address or phone number changes. You can normally do this through our membership portal or by contacting us at admin@Oxfordhc.org. You can remove yourself from the club at https://secure.pitchero.com/account/settings/privacy.

8. WHAT ARE YOUR RIGHTS?
Did you know you can ask us to do lots of things with your details?
You can ask us:

to tell you how your details are being used;
to provide you with a copy of all details we hold on you;
to correct some of the details we hold if they are not correct or out of date like your contact details for example;
to delete all the details we hold on you (unless we have a good reason not to!);
to stop using your details in a certain way;
to send your details to you or another organisation like any club you play at for example; and
to stop making decisions about you using automated technologies which analyse your personal details e.g. performance software

Some of the rights may not always apply to the personal details we hold for you as there are sometimes requirements and exemptions attached which means we need to hold on to certain information and other times the rights may not apply at all.

DON’T FORGET though, if you have told us we can use your information in a certain way and you would like us to stop, you can tell us to stop at any time and you can always tell us to stop sending you marketing messages. More information about these rights can be found online here https://ico.org.uk/for-the-public/. If you have any questions or are unhappy about something, please contact us at admin@Oxfordhockeyclub.org.

9. WHAT HAPPENS IF WE NEED TO CHANGE THIS NOTICE?
Keep an eye out for changes to this notice online. If we make big changes the version date at the bottom of the notice will be updated. Where we are required to do so by law, we will ask for your permission before we change the reason for using your details.

10. HOW CAN YOU GET IN TOUCH?
If you have a question or a complaint, please email admin@Oxfordhockeyclub.org

Version dated 8th February 2022

Data policy

What do we use your information for?	What type of information do we use?	What reason do we have to use it (this is the legal bit)
To make sure your membership with us runs smoothly and we can provide the very best service for you.	All contact and membership details, any conversations we have had and your likes and dislikes.	We need all this information to make sure we do a good job in managing your membership with us.
To provide you with merchandise or other services/ products you have ordered from us.	All contact and membership details. Your or your parent/guardian’s payment information.	We need all this information to make sure you get the products/services you ordered.
To send you information which we think you might like based on the type of membership account you have with us such as details about ticket sales, competitions and events we are running, offers and discounts and any updates on hockey.	All contact and membership details.	We need all this information to make sure we do a good job in managing your membership with us.
To send you other information we think you might like or which you have asked us to send to you.	All contact and membership details and your likes and dislikes.	Only where you have told us you want to receive this type of information. If you are under the age of 13 your parent or guardian must have given their consent to allow us to send you marketing messages.
To help you if you have a question or you are not happy with something we have done.	Contact details and any conversations we have had.	It is in our interests to make sure we deal with any issues you have quickly.
"We will keep all your details on our files.	All your personal details.	It is in our interests to hold your details on file, so we can deal with any issues with your membership and to make sure we do a good job in managing your membership. Sometimes we may have to keep your details because the law tells us we must. If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we mentioned above. "
To protect our IT systems.	Details about how you use our website.	It is in our interests to make sure that our IT systems are safe and secure for all our staff and you to use.
We occasionally carry out research on what events you have attended to understand what is 'on trend'.	Details of the events and competitions you have attended.	It is in our interests to make sure that our membership is targeted and relevant for you.
To promote the club, hockey, our events and membership packages.	Any photos or videos of you.	Only where you have told us you are happy to use our photos.
To make sure we are keeping up with health and safety.	Details of the events and competitions you have attended.	It is in our interests to make sure we provide you and others like you with a safe place to play your sport. Sometimes we may have to keep your details because the law tells us we must.
To register you on to and keep track of any events and competitions you attend.	Details about your performance (but we won't use any 'special information') and the events or competitions you have attended.	We need all this information to make sure we do a good job in managing your development through the performance programme.
We will use your details to assess your performance and to find out what else we can do to help you improve your development and training with us.	Details about your performance and the events or competitions you have attended. We might also hold details about your health and any club or county membership.	We need all this information to make sure we do a good job in managing your development through the performance programme. If we use any information about your health, we will only do so based on one of the ‘special reasons' we talked about above.
To arrange for any trip or transportation to and from an event or match.	Any ID cards or passport information you give us, details of family members and emergency contacts, your parent/guardian’s payment information and details about your health.	We need all this information to make sure we can make arrangements for any trip you go on. If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.
We might use details about your health (including any injuries or disability) to make sure you are playing in a safe environment by making changes to the design of our sports facilities and to ensure you are well enough to participate.	Details about your health.	We will only use this ‘special information’, on the basis of one of the ‘special reasons' we talked about above.
To put together all the information we need in case there are any disciplinary or other issues with your membership.	All your personal details.	It is in our interests to make sure we provide you and others like you with a safe and fair place to play your sport. If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.
To make sure we are fairly offering opportunities to everyone.	Name, your birthday, gender, information which part of the world you or your family are from, details about your health and performance.	It is in our interests to make sure we provide you and others like you with the same opportunity to get into sport no matter who you are and where you come from. If we use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.

Terms and Conditions

OXFORD HOCKEY CLUB - TERMS AND CONDITIONS

MEMBERSHIP
Playing membership (whether seniors or juniors) of the Club shall be open to any person regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs completing an application form and paying the relevant subscription. Data (as stated in the data policy) will be kept secure on a membership database. Junior members are those who have not reached the age of 18 at the beginning of the relevant season.
By joining the club you are agreeing to our membership conditions. Please take the time to read them.

SUBSCRIPTION
Playing member subscription fees shall be set annually at a general meeting of the Hockey Club. Subscriptions shall be payable by all members within one calendar month of the commencement of the season or by instalment, with the first payment within one month of the commencement of the season.

SUSPENSION AND EXPULSION OF MEMBERS
The management committee shall have the power to refuse membership or suspend or expel any member of the club for good and sufficient cause, such as conduct or character likely to bring the club into disrepute. Appeal (logged within 7 days) against such a decision may be made to the Club’s Appeal Panel which shall consist of the Chair and 2 other committee members.