Privacy Policy | Conwy Cricket Club

1. Introduction
Conwy Cricket Club ("the Club," "we," "our," "us") is committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and relevant data protection laws.

2. Information We Collect
We may collect and process the following personal data:

For Club Members and Players:
Full name

Date of birth

Address

Telephone number

Email address

Gender

Emergency contact details

Relevant medical information (e.g., allergies, medical conditions)

Photographs and video footage (with consent)

For Non-Members and the General Public:
Name

Contact details (email address, phone number) when interacting with us (e.g., via our website, social media, or at events)

3. How We Collect Your Information
We collect information through:

Membership application forms

Event registration forms

Direct communications (e.g., emails, phone calls)

Our website and social media platforms

Photographs and videos taken during matches, training sessions, and club events

4. Purpose and Legal Basis for Processing
We process personal data for the following purposes:

Membership Management: To administer club memberships, including registration and renewals.

Communication: To inform you about club news, events, fixtures, and other updates.

Match and Training Arrangements: To organise matches, training sessions, and related activities.

Safety and Welfare: To ensure the health and safety of members, particularly junior players, by being aware of relevant medical conditions.

Legal Compliance: To comply with legal and regulatory requirements, including safeguarding and child protection.

Promotion: To showcase club activities through photographs and videos on our website, social media, and promotional materials.

Legal Bases for Processing:
Performance of a Contract: Managing your membership and providing club services.

Legal Obligation: Compliance with safeguarding and other legal requirements.

Legitimate Interests: Promoting the club and its activities, provided this does not override your rights.

Consent: Explicit consent for processing special category data (e.g., medical details) and for using identifiable photographs or videos.

5. Data Sharing
We may share your personal data with:

Governing Bodies: Cricket Wales, England and Wales Cricket Board (ECB), and other relevant cricket organisations for registration and affiliation purposes.

Leagues and Competitions: To facilitate participation in matches and tournaments.

Coaches and Team Managers: To organise training sessions and matches.

Medical Professionals: In case of a medical emergency.

Third-Party Service Providers: Such as IT support and payment processors, who must comply with data protection laws.

We do not sell or rent your personal data to third parties for marketing purposes.

6. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including compliance with legal obligations:

Membership data: Kept for the duration of membership and up to two years after it ends.

Financial records: Retained for six years for tax and accounting purposes.

Photographs and videos: May be kept indefinitely for historical and promotional purposes unless a request is made for removal.

7. Your Rights
Under the UK GDPR, you have the following rights regarding your personal data:

Access: Request a copy of your personal data.

Correction: Ask for incorrect or incomplete data to be amended.

Erasure: Request deletion of your data, subject to legal obligations.

Restriction: Ask for limited processing of your data in certain circumstances.

Objection: Object to processing based on legitimate interests or for direct marketing.

Data Portability: Request your data be transferred to another organisation.

To exercise any of these rights, please contact us using the details provided below.

8. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or loss. Measures include:

Secure storage solutions

Access controls for personal data

Regular data protection training for staff and volunteers

9. Use of Photographs and Videos
We may use photographs and videos taken during club activities to promote the Club. We will not identify individuals by name without explicit consent. If you do not wish for your image or your child's image to be used, please inform us in writing.

10. Children’s Data
For members under the age of 18, we collect personal data with the consent of a parent or guardian. We follow safeguarding policies in line with guidance from Cricket Wales and the ECB.

11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website, and where appropriate, notified to you by email. Please review this policy periodically to stay informed about how we are protecting your data.

12. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact:
Conwy Cricket Club
Email: cricket@conwycc.com

13. Complaints
If you believe we have not handled your personal data in accordance with this Privacy Policy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://ico.org.uk/