Privacy policy

Triton Hockey Club is committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection, we will be the controller of any of your personal information.
This notice applies to you if you are either:
1. an individual player/participant of hockey who has registered his/her interest in participating in the sport,
2. a coach, umpire, team manager or other volunteer, who has registered for membership, or
3. a parent/guardian completing a membership form on behalf of a junior member (aged under
Contact details are set out in the “Contacting Us” section at the end of this privacy notice.

When you sign up for membership with us, you may provide us with or we may obtain personal
information about you, such as information regarding your:
• Personal contact details that allows us to contact you directly, such as name, title, address, email address and telephone numbers;
• Date of birth
• Gender
• Membership type
• Whether you are interested in coaching, umpiring, being a team manager or club official,
or have any other skills to help the club
• Details of next of kin, and emergency contacts
• Details of any school or employment
• Images in video and/or photographic form and voice recordings
• For coaches and umpires, details such as official number

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
• Information about your race or ethnicity
• Information about your health, including any medical condition, health and sickness
records, medical records and health professional information
• Details of any disability
We may not collect all of the above types of special category persona information about you. In relation to the special category personal data that we do process, we do so on the basis that:
• The processing is necessary for reasons of substantial public interest, on a lawful basis
• It is necessary for the establishment, exercise of defence of legal claims
• It is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law,
• Or based on your explicit consent
In the table below, we refer to these as the “special category reasons for processing of your
personal data”.
We may also collect criminal records information from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

We typically collect information about our members when you complete the membership form to become a member of Triton Hockey Club.
If you are providing us with details of next of kin, family members and emergency contacts, they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may shar that information. Please share this privacy notice with them. They also have the same rights as set out in “Your rights to persona information” section below.

The information below describes the main purposes for which we process your personal information.
• To administer the membership you have with us, including insurance, playing, coaching and umpiring
• To send you any information relating to the club such as notice of the AGM, changes to policy, any disciplinary issues, training nights and notice of social events such as the End of Season Do
• To advise you of team selection and match arrangements
• To answer your queries or complaints
• Retention of records which may be required in relation to complaints or claims. We need
to retain records in order to properly administer and manager your membership and ins
some cases, we may have legal or regulatory obligation to retain records.
• To use information about your physical or mental health (including any injuries) or
disability status, to ensure your health and safety and to assess your fitness to participate, to provide appropriate adjustments to our sports facilities and to monitor and manage sickness absence
• For the purposes of equal opportunities monitoring
• Where appropriate to register you with England Hockey and/or league and cup
For some of your personal information, you will have a legal, contractual or other requirement or obligation for your to provide us with your personal information. If you do not provide us with the requested personal information, we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with

legal obligations and we may need to terminate your position as a member. For other personal information, you may not be under any obligation to provide it to us but if you do not provide it then we may not be able to properly perform our contract to you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting Us” section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do on basis other than your consent. Withdrawing your consent may also have the same effects as not providing the information in the first place, for example, we may no longer be able to provide certain member benefits to you.

We do not use your information to contact you regarding any marketing messages.

We share personal information with the following parties:
• Any party approved by you
• To any governing bodies or regional / international bodies for the sports covered by
our club: to allow them to properly administer the sports on a local, regional and
national and international level
• Police, law enforcement, security services and other statutory agencies to assist with
the investigation and prevention of crime, the protection of national security and safeguarding.

The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain circumstances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third party processes your data on our behalf, we will put in place appropriate safeguards as required under data protection laws. For further details, please contact us by using the details set out in the “Contacting Us” section below.

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis, for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where

there is no legal requirement we retain all physical and electronic records for a period of 10 years after your last contact with us. Exceptions to this rule are:
• Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period may not start to run until a long time after you have cancelled your membership with us
It is important that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example, if you change your phone number or email address.
You can contact us to update your information by using the details in the “Contacting Us” section below.

You have the following rights in relation to your persona information:
• The right to be informed about how your personal information is being used
• The right to access the personal information we hold about you
• The right to request the correction of inaccurate personal information we hold
about you
• The right to request the erasure of your personal information in certain limited
• The right to restrict processing of your personal information where certain
requirements are met
• The right to object to the processing of your personal information
• The right to request that we transfer elements of your data to either you or another
service provider, and
• The right to object to certain automated decision-making processes using your
personal information
You should note that some of these rights, for example, the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of persona information, this is a very complex area of law. More information can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/ .
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting Us” section below.
If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

In the event of any query or complaint in connection with this information we hold about you, please write to:
• For senior members – Faye Kerry Club secretary
• For junior members – Chris Calam, 9 St Gabriels Court, Alsager, Stoke on Trent. ST7 2FT
Version dated August 2018 amended October 2020

Data policy