As you will be aware, new data protection legislation known as the General Data Protection Regulation (GDPR) came into effect on 25 May 2018. Hounslow & Barnes HC (Barnes HC) takes its responsibilities under this legislation seriously and will ensure that the personal information it obtains is held, used, transferred and processed in accordance with the GDPR. We are contacting you to let you know that we have issued a Privacy Policy to reflect the change in legislation. Please find the new policy below. The policy is also available on our website [include link].

Hounslow & Barnes Hockey Club
Privacy Policy

This Privacy Policy is intended to provide information about how Barnes HC will use personal data relating to its members and supporters. The data controller is Barnes HC.

Information we collect

The following information is added to our database when a player registers with the Club:
• Name
• Email address (of player or parent for U16s)
• Postal address
• Telephone number
• For juniors date of birth and parent(s)’/guardian(s)’ name
• relevant medical information

Depending on what individuals submit we may collect the following categories of information:

• Date of Birth
• Age
• Gender
• Profile Photograph

At any point members may request to edit or remove data from our database.

How we collect your data

We collect data from individuals directly and with their consent. We collect this data either via a paper application form, via an online application form, or by you accessing the online portal Pitchero that Barnes HC subscribes to.

We do not collect data via any third parties other than through Pitchero. We do not collect data via our private Facebook group.

Club photographs

We also hold photographs taken at training, during matches and at other Barnes HC events. Parental approval will be sought for junior members to be the subject of these photographs.

Why we collect your data

Barnes HC collects your information to effectively run the club and to maintain links with ex-members and supporters. Processing your data allows us to:
• keep in contact with players, parents and colts about training, selection and fixtures;
• share news via our newsletter;
• notify you about upcoming events organised by Barnes HC;
• send you information about Barnes HC;
send you information about offers we have obtained for you from our sponsors and other partners. Please note this information will always be sent by Barnes HC and not directly to you by our partners;

Barnes Sport Club

All playing members over 18 years of age are also members of Barnes Sports Club which operates the clubhouse and facilities at Lonsdale Road. We will provide these members’ names and e-mail addresses to the Sports Club for communication purposes. This allows Barnes Sports Club to:
• keep in contact with you about meetings and operational matters which you concerning the Sports Club;
• update you about classes and other activities held at the clubhouse by external organisations;
• notify you of upcoming events organised by it and the other constituent clubs: Barnes Cricket Club; Barnes Squash Club and Barnes Tennis Club, that you might be interested in.
Please note this information will always be sent by Barnes HC or Barnes Sports Club and not directly to you by external organisations or the other constituent clubs, unless of course you are also a member of one of those clubs.

Who has access to your data?

Your information is managed by our officials on the committee of Barnes HC and may be shared amongst committee members (including committee members of Barnes Sports Club) for the purposes set out in this Privacy Policy.

We will not share your information with any third parties without your consent.

Security of your Information

We maintain reasonable technical, administrative and physical security measures designed to protect your information.

How long Barnes HC keep your data?

Barnes HC is committed to holding your data securely and treating it with sensitivity. As Barnes HC would like to develop a long standing relationship with you beyond your playing days we will hold your data for as long as it is lawful and legitimate for us to do so. Some data and photographs will be used to form part of the Club’s archive. We may use photographs on the Barnes HC or Barnes Sports Club website, our social media sites to advertise the Club. If you have any concerns about the use of photographs, please contact our Club Secretary or Junior section Club Captain.

Your Choices

You have a choice about whether or not you wish to receive information from us and how we communicate with you. You are welcome to contact Barnes HC at any point if you wish to amend these choices.

If you wish to register as a player you will need to provide certain personal data to play for the Club. You can choose not to receive our Newsletter however.

Your Rights

As a data subject, you have a number of rights. You have the rights to:
• request a copy of the information we hold about you
• update or amend the information we hold about you if it is wrong
• change your communication methods at any time
• ask us to remove your personal information from our records
• raise a concern or complaint about the way in which your information is being used
• object to the processing of your data where Barnes HC is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights or ask for further information, please contact a member of the Barnes HC committee.
We may amend this privacy notice from time to time. It will be available on the Barnes HC website to view. Any substantial changes that affect your rights will be sent to you directly as far as is reasonably practicable.

Hounslow & Barnes Hockey Club
Lonsdale Road
London
SW13 9QL