DUNBLANE CURLING CLUB – DATA PROTECTION POLICY – June 2024

 

What we need

 

Dunblane Curling Club (DCC) will be a “controller” of the personal information that you provide to us, unless otherwise stated. When you apply to become a member of DCC or renew your membership (including if you are registering or renewing on behalf of a child under the age of 18), we will ask you for the following personal information:

• contact details – name, address, phone number(s), email address, and

• membership criteria / category – date of birth, membership of other curling clubs; and

• equality information – gender identity, any adjustment or support requirements

 

Why we need your personal information (members) – 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:

• register your membership with Scottish Curling (the Royal Caledonian Curling Club);

• set up your online DCC membership account and administer your account online; and

• send you membership communications by email in relation to essential membership services, including but not limited to, membership renewals and information on membership benefits.

 

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 (members) – legitimate purposes

 

We also process our members’ personal information in pursuit of our legitimate interests to:

• promote and encourage participation in curling offered by DCC by sending members communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;

• provide competition in curling offered by DCC by accepting and managing entries for our competitions and leagues, including competitions organised by Scottish Curling and the Stirling Curling Group;

• develop and maintain our members’ qualifications, including sending email communications to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements; and

• respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sports offered DCC. 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 contact us on dunblanecurling@outlook.com. 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 (volunteers/coaches) – legal obligations

 

We are under a legal obligation to process certain personal information relating to our volunteers and coaches for the purposes of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our volunteers and coaches are able to undertake regulated work with children and vulnerable adults.

 

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 personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with our professional and legal advisors for the purposes of taking advice.

 

As an affiliated club of our governing body, Scottish Curling (the Royal Caledonian Curling Club) we are required to ensure that our members are members of our governing body, as a condition of affiliation or playing in teams. We will share your name, contact details and membership category with Scottish Curling who will become a controller of your personal information when they receive it.

 

To facilitate and manage our DCC competitions and teams, your name and mobile phone details will be shared with Curlr(Curlr.app), which will hold a record of club team games (and playing positions within teams).

 

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

 

How we protect your personal information

 

Your personal information is stored on our electronic filing system (ClubBuzz Ltd) and their servers based in the European Economic Area (the EEA), and is accessed by our Committee members for the purposes set out above.

 

When you visit the ClubBuzz site, your Personal Information may be collected using 'cookies'. Such information is subject to data protection laws and is dealt with in accordance with this Policy. For more information please visit : http://www.aboutcookies.org. This site uses Google Analytics to collect usage data and Google also uses cookies for this purpose. Where the site links to other websites and services these may also involve cookies. You are advised to check the privacy policy of each of these sites before using them.

 

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 from both DCC records and Scottish Curling records, where you have not renewed your membership with DCC (by re-registering annually on the ClubBuzz system) within 6 months of the annual renewal, or date of resignation.

 

Your rights

 

You can exercise any of the following rights by writing to us at dunblanecurling@outlook.com by logging on to your account on ClubBuzz.

 

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 DCC 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 https://ico.org.uk

 

Dunblane Curling Club

June 2024