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

Terms and Conditions

Hounslow and Barnes Hockey Club, Social Media Policy

Hounslow & Barnes Hockey Club (“BHC”) recognises that social media provides an effective platform for discussion and information sharing amongst adult and junior club members.
Nevertheless, BHC also recognises that the use of social media can pose risks to its club members, reputation and compliance with legal obligations. One inappropriate comment can cause distress to one person and impact hundreds of club members. The purpose of this policy is to protect club members, minimise risk and ensure BHC’s social media is used appropriately.
This policy covers all members of Hounslow&Barnes Hockey Club.

The Key Message is:
Think before you post!
Posts on BHC’s social media or media linked to BHC’s social media, be it photos, comments or links should not be inappropriate. Users must not engage in activities or transmit content that is harassing, discriminatory, menacing, threatening, obscene, defamatory, or in any way objectionable or offensive. Users are personally responsible for what they communicate in social media and should remember that what they publish may be available to a wide audience over a lengthy period of time. Users should not post comments which could be construed as sensitive, objectionable or inflammatory. When using social media, users should respect their audience.
Don’t identify young people in images (i.e. captions to pictures, tagging on Facebook). Communication with young or vulnerable people is covered by England Hockey’s Safeguarding & Protection Policy and specific guidance for Clubs. The key do’s and don’ts are shown at the end of this document.
Remember, the term ‘young person’ means those under 18 years old.
Anyone who finds a post inappropriate should email details to the Club Chairperson and Club Secretary (or Club Welfare Officer is related to an U18).

Sanctions
Comments that are deemed to flout the above will be removed by the administrators and the person who posted will be informed. Anyone who persistently posts inappropriate content will be dealt with by BHC’s disciplinary committee, led by the Chairperson.
The Club Committee will be informed of any matters relating to young or vulnerable people and deal with the post as appropriate.
Issues relating to adults and the reputation of the Club will be referred to the Chairperson and Club Committee.
The hockey Leagues have made it very clear that any published inappropriate comments about opponents, umpires, officials or other clubs on social media, websites or match reports in the press will be dealt with by them through sanctions such as bans and point deductions.

Controls over Club Specific Social Media
Facebook
To manage the risk on Facebook, BHC has a ‘closed group’ presence on Facebook with strict controls over membership of that Group. The Group has Administrators in place to manage requests for access to the group. The administrators are designated members within the Club Committee and they will ensure that those wishing to become part of the group are, or have been, BHC Hockey Club Members or are affiliated to the club in another way (for example regular umpires) or are bona fide supporters of the club known to the Club.
Only over 13s will be allowed to join the group, to comply with the global age restrictions for Facebook.
If unsure, administrators will liaise with relevant club members to ascertain the identity of the person requesting to join.
Twitter and Website
BHC uses a Twitter account @Barnes_Hockey and the Website www.barneshockeyclub.co.uk to represent the Club to the outside world, catering for prospective and current members as well as providing information for other clubs and general browsers seeking knowledge about BHC. For this reason material published on these mediums is controlled by appointed administrators.

Communication with young people
As mentioned above, communication with young or vulnerable people is covered by England Hockey’s Safeguarding & Protection Policy and specific guidance for Clubs. The full guidance can be found at the link below and on our website:
http://englandhockey.co.uk/page.asp?section=650&sectionTitle=Guidance+for+Clubs+%26+Associations

The key do’s and Don’ts when communicating with young people are:
 contact players only when necessary
 if players need to be contacted urgently, e.g. for a change in training arrangement, set up a grapevine system
 copy parents into written communication (i.e. letters or emails) unless you have been given specific parental consent to communicate direct with the young player
 speak with a player and their parents if there is a need to communicate information in relation to playing, training or competition
 clearly state the club’s policy on communication with players and parents.
Contacting young people by phone, text, email or social networking site should never be undertaken without parental consent.
Avoid:
 contacting a young person unnecessarily
 e-mailing young people directly as individuals (but this can be done as part of a disclosed list, once permission has been gained to do so)
 using text or a social networking site as a medium of contact with a young person
 making or receiving calls on a mobile phone during training or at competition (coach). It is inappropriate to compromise the safety of a session
 e-mailing one young person without copying in parents, other players or club members.

Advertising
Any form of advertising of a commercial nature has to be approved by the BHC Committee prior to being distributed through any channel that is viewed by BHC Members, including but not exclusive to Facebook, Linkedin, BarnesHockeyClub.co.uk, twitter.