Glasgow Croquet Club privacy notice for members
What this privacy notice covers
Glasgow Croquet Club is committed to protecting your personal information. In this notice, references to ‘we’ and ‘us’ means Glasgow Croquet Club. This notice explains how we collect and use the personal information about you.
What we need –
Glasgow Croquet Club will be a “controller” of the personal information that you provide us with, unless otherwise stated.
When you register as a member of Glasgow Croquet Club or renew your membership (including if you are registering on behalf of a child under the age of 18), we will ask you for the following personal information: contact details – name, address, telephone number and email address; and membership criteria / category.
Why we need your personal information – contractual purposes.
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
provide you with core member services; send you membership communication by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals and information on membership fees.
If you do not provide us with all of the personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.
Why we need your personal information – legitimate purposes.
We also process our members’ personal information in pursuit of our legitimate interests to: promote and encourage participation in the sport of Croquet by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed, and with your permission, personal information may also be used in images captured from our competitions and events, which we may use for promotional, education and development purposes; provide competition in the sport of Croquet by accepting and managing entries for our competitions and checking your personal information to ensure you are entered in to the correct competition; develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming coaching or referring courses, renewal requirements; invite our members to annual end of season events by email / telephone; and respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Croquet. We will use your personal information to investigate your complaint, suspend membership and take disciplinary action where appropriate.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please let us know using the Membership Details Record form or by writing to the Club Secretary. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
Why we need your personal information – legal obligations
We are under legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under:
the Protection of Vulnerable Groups (Scotland) Act 2007 to check that any members of Glasgow Croquet Club who are coaches or volunteers are able to undertake regulated work with children and vulnerable adults;
and – the Equality Act 2010 as it covers the protected characteristics which includes disability and any “reasonable adjustments”.
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your personal information with
We may be required to share your personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations may include the Health & Safety Executive, Child Welfare and Protection Scotland, and Police Scotland for the purposes of safeguarding children.
We may share your personal information with our professional and legal advisors for the purposes of taking advice.
As an affiliated club of the Scottish Croquet Association we encourage all of our members to join the Scottish Croquet Association. As a Club we will not share your name, address, telephone number, email address and any other Sports Governing Body.
We may share your personal information with other members of Glasgow Croquet Club for the purpose of coordinating teams and individuals for competitions.
How we protect your personal information
Your personal information is stored electronically on a server and is available to members through the Club Website members page which is password protected.
How long we keep your personal information
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with us for two years.
Your rights
You can exercise any of the following rights by contacting us at
glasgowcroquet.org.uk_secretary
Your rights in relation to your personal information are:
you have a right to request access to the personal information that we hold about you by making a “subject access request”;
if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
you have a right to request that we restrict the processing of your personal information for specific purposes; and
if you wish us to delete your personal information, you may request that we do so.
Any requests received by Glasgow Croquet Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at http://www.ico.org.uk