As you may know the General Data Protection Regulation came into force 25 May 2018 and we, as an organisation processing personal data, must comply with this legislation. We are, of course, already required to process data in accordance with the UK Data Protection Act, but GDPR does introduce a number of new or enhanced requirements.

Personal data is anything that enables an individual to be identified – including a name, an e-mail address, and so on. GDPR requires that we identify the legal basis on which we process your personal data.

We need to process personal data in order to efficiently run the Leek Hockey Club and the legal basis that applies to us is Legitimate interest and Consent, which requires us to gain your consent, in a verifiable way, to process your personal data. This is done through the membership application process on this website.

We are also required to identify what we will use your personal data for, which we explain in further detail below.

Why we need your personal data and what we will do with it

We need your personal data in order to run the Leek Hockey Club, which includes contacting you regarding hockey matters; contacting you about playing, training, events, news; notifying you of information relevant to Leek Hockey Club, promoting the Hockey Club to increase engagement and Hockey in general. when you become a member of Leek Hockey Club through this Pitchero website, your membership profile (name, image and team) will also be available to visitors to the website.

The legal basis for collecting this data is legitimate interest.

Where we hold personal data for a person under 18 years old, we will seek approval from a parent or guardian, to process such data, through the membership application process.

What do we hold

The information that we hold is some or all of the following:

Full name
Address
E-mail address(es)
Phone numbers
Date of birth
Medical information
Profile Photo (uploaded by yourself - over 18 only)

All the information that is added in your online profile, through our Pitch Hero website.

We recommend that you login to the Leek Hockey Club website and update/amend your details should you require. We also recommend that you regularly update your password.

The website is run through Pitch Hero Ltd and you can see their Privacy Policy here .

Imagery

Throughout the season, the Club may also require imagery (photographs and video footage) to promote the successes of the teams to the local and wider hockey community.

As part of the annual membership process, we will collect your consent to use photography and videography for these purposes and you can consent to the channels in which we use your image (website, social media, new generation, etc.). If you do not consent to the use of imagery, we will not use your image on the official Leek Hockey Club channels. The legal basis for collecting data is consent. We will make all of our members aware of this but cannot control and be held liable for photos that are used outside of the official Leek Hockey Club channels.

The club have purchased and will be using ‘Veo 2 Automated Sports Camera’. For adult league/friendly matches, this camera will be located on the dugout side of the pitch and will sit on a 3.8m high tripod, which will allow a full 180 degree view of the AstroTurf. For training this maybe move into different positions to allow a greater viewing platform.
The purpose of this Sports Camera is to record matches/training which will enable coaches, players and officials to develop their hockey knowledge further. Video footage is very beneficial in coaching, team analysis and individual development.

Footage is automatically uploaded from the camera to the Veo platform after a recording.

Full match highlights plus the analytics are then available to use and edit on the Veo platform for registered members (chosen by the management committee.)

Footage of these session maybe shared with the participants and/or on the clubs official channels. This will comply with the photo/video consent permissions from the annual membership process.

Consent is not required to record hockey matches however, A notice will be published at the Club’s hockey facility to inform players, coaches, officials and supporters that recording will take place and its purpose. The club will also comply with England Hockey’s Guidance for Taking and Using Photographic and Recorded Images of Young People Policy. If you believe these images are being used inappropriately or you have any questions feel free to contact the Club’s Welfare Officer.

How we store or process information

We will store or process information via the Leek Hockey Club website, currently operated on our behalf by Pitch Hero Ltd. Members have restricted access rights to the website to enable us to operate in compliance with GDPR and data protection.

When we communicate to the membership by bulk e-mail we will hide the e-mail addresses by using the Blind Carbon Copy (BCC) facility to ensure that we do not divulge members’ e-mail addresses to those who do not have a need to know.

Your rights

You have the right to ask us to ensure that the information that we keep relating to you is correct; is only used for the purposes that we have identified (above); is not kept for longer than is necessary; and will be deleted upon request. You also have the right to ask us what personal information we hold relating to you.

You also have the right to access, correct, sometimes delete and restrict the personal information we use via your online profile through the website.

In addition, you have a right to complain to us and to the Club's Data Controller via email leekhcwelfare@gmail.com