Privacy & Club Policies

Introduction:

Harrogate Pythons RUFC respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) or otherwise interact with us and it tells you about your privacy rights and how the law protects you.

(NB: It should be noted that Harrogate Pythons RUFC is an amateur sporting and social club with NO direct marketing and sales operations designed to generate revenues through e-commerce activity etc. The Pythons website is designed to inform and advise our players, supporters and sponsors of current news, results and upcoming events and the only ‘commercial’ aspect to the site is to allow players and supporters to access branded and logo’d Pythons rugby and leisure kit via the ‘Store’ link to O’Neill’s website that is governed by their own policies and T&C’s that can be found at the foot of their site).

Please use the Glossary at the end to understand the meaning of some of the terms used in this privacy policy.

Privacy Notice:

At Harrogate Pythons RUFC (“Club”, “we”, “us” or “our”) we know that you take the privacy of your information and how it is used and shared very seriously and we will only use your personal information in accordance with the current data protection law in the UK and this privacy policy. This notice describes our privacy policy and how we aim to repay the trust you have shown by sharing your personal data with us.

This policy applies to our website (regardless of where you visit it from) or otherwise interact with us and It covers what we collect and why, what we do with the information, what we won’t do with the information, and what rights you have.

This privacy policy only applies to personal information we hold about individuals. It does not apply to information we hold about companies and other organisations.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other policies and is not intended to override them.

We may update this privacy policy from time to time by publishing the amended version on our website. Following any changes, the date at the top of this notice will be updated.

 Who We Are:

Harrogate Pythons RUFC are an amateur sporting and social club with no direct marketing and sales operations designed to generate revenues through e-commerce activity. The Pythons website is designed to inform and advise our players, supporters and sponsors of current news, results and upcoming events and the only ‘commercial’ aspect to the site is to allow players and supporters to access branded and logo’d Pythons rugby and leisure kit via the ‘Store’ link to O’Neill’s website which is governed by their own policies and T&C’s that can be found at the foot of their site

For the purposes of UK Data Protection Law, we are a data controller in respect of the personal information that we collect and process about you as described in this privacy policy.

The duties of the Privacy Manager are undertaken by the Club Chairman who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the Chairman using the details set out in the ’Your Rights’ section below.

Information We Collect:

We may collect use, store and transfer the following data about you:

1. Personal information, such as name, title, date of birth, gender, postal address, telephone numbers, email address, that you provide by filling in forms on our website, when you contact us via telephone or email and includes information provided when you:

• apply for our products or services;
• subscribe to our service or publications;
• request marketing to be sent to you;
• request information via telephone;
• request a call back;
• respond to a campaign;
• enter a competition or promotion;
• submit a question to us or provide us with feedback.

2. Financial and transaction data, including, bank account details, payment card details, details about payments to and from you and other details of products and services you have purchased from us.
3. Details about how you use our website, products and services including but not limited to, IP addresses, pages accessed, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, other technology on the devices you use to access this website and files downloaded.
4. Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. You are provided with an opportunity to opt out from receiving communications from us or our partners at the time that your details are submitted and, on each occasion, that you are contacted thereafter.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data that will be used in accordance with this privacy policy.

Cookies:

Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and allows us to improve our site.

You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

How We Use The Information We Collect:

We may process your personal data for our legitimate business interests. “Legitimate Interests” means the interests of the Club in conducting and managing our business and providing you with the best services and products in the most secure way. These interests include:

• To ensure that content from our site is updated, relevant and presented in the most effective manner for you and for your computer.
• To provide you with information about our products, services or offers that you request from us or that may be similar to products and services that you have previously purchased from us.
• To use data analytics to improve our website, products/services, marketing, customer relationships and experience.
• To contact you regarding your opinions on our products and services which may be used for research and analysis to help us to improve or modify those products and services.
• For general administration purposes.
• To study how members/customers use our products/services, to develop them, to grow our business and to inform our marketing strategy.

When we process your personal data for our legitimate business interests, we always ensure that we consider and balance any potential impact on you and your rights under data protection laws.

If you decide to join the Club as a member, we will need to process certain information in order to fulfil our membership contract with you. This processing will be necessary to perform the contract and will include:

• registering you as a new club member (or customer) with your identity and contact information.
• To process your membership payments including managing payments, fees, and charges and to collect and recover money owed to us.

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

If you have any concerns about the processing described above, you have the right to object to this processing. For more information on your rights please see “Your Rights” section below.

Choice / Opt-In and Opt-Out:

Whenever the processing of your personal data requires your consent then you will be given the opportunity to opt-in or opt-out, at the time your details are submitted.

For example, when you request product information, you can tell us when you provide your details if you do not want to receive any other information from us or our partners, or you can let us know how best to get in touch with you with information that may be of interest.

If you do not wish us to use your data as set out above, or to pass your details on to third parties for marketing purposes, please leave the relevant boxes, situated on the form which we used to collect your data, blank/unticked.

If you no longer wish to receive marketing emails or other promotional materials from Us, you may opt-out of receiving these communications by contacting us at any time.

Please be aware that if you opt out of marketing communications received from one of our partners, and your information is also held by other partners, you may continue to receive information from these other partners until you inform them that you wish to opt out of marketing communications.

Sharing Your Information:

Just like most other organisations, we work with third-party service providers which provide important functions to us that allow us to be easier, faster, and friendlier in the way we deliver our services. We need to disclose user data to them from time to time, for any of the purposes set out above, so that the services can be performed.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We have listed below, the third-party service providers and business partners to whom we may disclose your data, together with the purpose of disclosure:

• Service providers based in the UK who provide IT and system administration services.
  Professional advisers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities based in the UK who require reporting of processing activities in certain circumstances.
• Stockists, retailers and sub-contractors if we need to pass on your details for any reason.

We may also disclose your personal information to third parties, if We are under a duty to disclose or share your personal data for legal or regulatory purposes, in relation to existing or future legal proceedings, for the prevention of fraud/loss or to protect the rights, property, safety of the Club, our customers or others.

International Data Transfers:

We do not transfer your personal data outside the European Economic Area (EEA).

Data Security:

We have security protocols and policies in place to manage and record your data privacy and preferences correctly and that your data is stored securely to protect against its loss, misuse and alteration.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We take steps to ensure that any organisations that we share your data with will have security protocols and policies in place to manage and record your data privacy and preferences correctly and that your data is stored correctly.

Unfortunately, the transmission of data across the internet is not completely secure and whilst we do our best to try to protect the security of your information we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.

Data Retention:

We will keep your information only for as long as we need it to provide you with the goods, services or information you have required, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with people that have asked us not to. When we no longer need information, we will always dispose of it securely, using specialist companies if necessary, to do this work for us.

Data for customers is generally retained for up to one year after the last warranty period has expired in order to comply with legal and regulatory requirements.

By law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Job Applicants, Current and Former Employees:

When individuals apply to work for us, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference, we will not do so without informing them beforehand unless the disclosure is required by law.

Information relating to unsuccessful applicants will be kept for up to one year from the date which it was decided not to proceed with their application.

Your Rights:

Under the data protection legislation, you have the right to request copies of your data, request rectification of your data, request erasure of your data, object to us processing your data, the right to prevent your data being used for direct marketing, request us to restrict the processing of your data and where our systems allow, the right to access a copy of the information we hold about you (a subject access request).

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We try to respond to all requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

We may need to request specific information from you to help us confirm your identity to exercise any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

If you wish to exercise any of these rights, please contact

Julian Tatlow – Club Chairman Harrogate Pythons RUFC

Email address: chairman@pythonsrugby.co.uk

Postal address: Harrogate Pythons RUFC, Station View, Starbeck, Harrogate, HG2 7JA

For more information about your rights under UK data protection laws please contact the Information Commissioner’s Office here.