PRIVACY NOTICE – YOUR PERSONAL DATA
This privacy notice tells you what to expect us to do with your personal information. It is set out in the following sections:
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- Sharing information outside the UK
- How to complain
Contact details
Post
Swindon Rugby Football Club Limited, New Pavilion, Greenbridge Road, SWINDON, , SN3 3LA, GB
What information we collect, use, and why
We collect or use the following information to provide services and goods:
- Names and contact details
- Addresses
- Date of birth
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Health and safety information
- Account information
- Photographs or video recordings
- Information relating to compliments or complaints
- Information relating to sponsorship
We collect or use the following information for the operation of customer/member accounts:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Account information, including registration details
- Marketing preferences
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Health and safety information
- Safeguarding information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Account information
- Purchase or service history
- Information relating to health and safety
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
- Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure- You have the right to ask us to delete your personal information.
- Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information.
- Your right to object to processing- You have the right to object to the processing of your personal data.
- Your right to data portability- You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
- Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for the operation of customer accounts are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our legitimate interest is to communicate with our members, supporters, volunteers and others who have a relationship with the club about activities and opportunities that are relevant to them. This includes informing them about club events, fixtures, fundraising activities, membership offers, and occasional offers or discounts provided by carefully selected third-party organisations that we believe may be of interest to our rugby community. These communications help us promote participation in the club, increase attendance at events, support fundraising, and provide additional benefits to our members and supporters. We consider these benefits to outweigh the limited impact on individuals\’ privacy because we only use contact details provided to us, we send relevant communications, we do not sell personal data to third parties, and individuals can opt out of marketing communications at any time. We also ensure that personal information is handled securely and in accordance with data protection legislation.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
- Directly from you
- CCTV footage or other recordings
- The Rugby Football Union (the RFU)
- The Dorset and Wilts Rugby Football Union
How long we keep information
We will hold your personal data for a period of 6 years after your contract with us comes to an end (whether that is a contract for venue hire or contract of membership).
Who we share information with
Data processors
Clearwater. This data processor does the following activities for us: Website hosting
Microsoft. This data processor does the following activities for us: They store our records.
Others we share personal information with
- Organisations we need to share information with for safeguarding reasons
- Professional or legal advisors
- Relevant regulatory authorities
- Organisations we’re legally obliged to share personal information with
- Emergency services
- Other relevant third parties:
- The Rugby Football Union (the RFU).
- Dorset & Wilts RFU
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
Organisation name: Microsoft
Category of recipient: Cloud storage provider
Country the personal information is sent to: Worldwide
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: secretary@swindonrfc.co.uk
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint