What personal data does the Club collect?
The data the Club routinely collect includes members’ names, addresses, email addresses, phone numbers and other contact details. The Club collects this data directly from members when they join the club. Data for members under the age of eighteen includes the names of parents/carers, medical conditions or disability, and details of persons to contact in case of an emergency.
The Club collects performance data from playing members, which are displayed on the Club and League websites, and used in preparing statistical information.
What is this personal data used for?
The Club uses members’ data for the administration of club membership; the communication of information; and the organisation of events.
Who is your data shared with?
Data relating to playing members is made known to Cricket Leagues requiring such information for the registration of players and for the recording of match results. Contact details for players being considered for representative cricket will be forwarded to relevant authorities.
Members’ personal data is not passed on by the club to organisations other than those indicated above, whether or not connected with cricket.
Where does this data come from?
Data for members comes from a completed membership application form when they join the Club or when they update their information.
How is your data stored?
This information is mainly stored in digital form on a computer in the personal possession of the Membership Secretary.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR the Club does not have a statutory requirement to have a Data Protection Officer.
The Membership Secretary will inform and advise the Committee about their obligations to comply with the GDPR and other data protection laws. The Membership Secretary will be the first point of contact for supervisory authorities and for members whose data is processed.
The Membership Secretary will also monitor compliance with the GDPR and other data protection laws.
Who has access to your data?
Members of the committees of the Club have access to members’ data in order for them to carry out their legitimate tasks for the club. Subcontractors of the Club may be given access to data for specific tasks, such as sending mailings regarding forthcoming events. They are not free to use it for any other purpose.
What is the legal basis for collecting this data?
The Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated, competitive sport.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with legal obligations.
How you can check what data the Club have about you?
Members wishing to view their personal data held by the Club, will be furnished with a spreadsheet containing the data on request to the Membership Secretary. This will be provided within one month of the request.
Does the Club collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”.
The Club do not record any such special data.
How can you ask for data to be removed, limited or corrected?
There are various ways in which members can limit how their data is used.
• Club membership could be maintained with members’ correct name but with limited contact details. However, the Club needs to have at least one method of contact which could for example be an up-to-date email address, but of course this would limit what the club is able to provide members with in the way of written information, so they would not be able to get any benefits that require a mailing address.
• Members do not need to provide the Club with their date of birth unless they are a playing member. This is required to ensure age relevant coaching and the correct class of membership. Date of birth is also among the criteria for registration with cricket leagues.
• Members may choose not to receive information emails from the Club (the club occasionally sends out publicity information relating to Club sponsors).
• Any of these options can be implemented for club members by contacting the Membership Secretary.
How long does the Club keep your data for, and why?
The Club will keep members’ data for a maximum of seven years after they resign or their membership lapses in case they later wish to re-join. However, the Club will delete any former members’ contact details entirely on request.
Since underlying statistical playing data continues to be necessary in relation to the purpose for which it was originally collected and processed, match data including player’s names are not deleted by the Club or leagues to which the Club belongs or has belonged.
Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.
Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.
What happens if a member dies?
The Club will keep members’ information for seven years after notification of their death. If requested by their next-of-kin to delete it the Club will do so on the same basis as when requested to remove data by a former member.
Can you download your data to use it elsewhere?
Data cannot be downloaded by members.