The Sutton Coldfield CSPAN (Network) is committed to protecting and respecting an individual’s privacy.
This notice explains when and why we collect personal information and explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information. It applies to you if you’re a club official, committee member, supporter, volunteer, business contact or if you visit our website, email, call or write to us.
References to we, our or us in this privacy notice are to the Sutton Coldfield CSPAN.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Information Governance Officer has overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.
PERSONAL INFORMATION WE MAY COLLECT FROM YOU
We collect the personal data that you give when you interact with us. Depending on the type of relationship you have with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
We do not collect, store and use sensitive personal information (“special categories data”).
WHEN WE COLLECT YOUR INFORMATION
We typically collect personal information when you are part of a club that is a member of the Network, if you are a stakeholder, if you become a member of the committee, when you volunteer with us, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.
WHAT WE DO WITH YOUR INFORMATION
We will only use personal data for any purpose for which it has been specifically provided.
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
To administer the membership your club has with us and managing our relationship with you and your club, including dealing with payments and any support and service enquiries made by you
To arrange and manage any contracts for the provision of any services or attendance to any events Contact details, transaction and payment information
To inform you and your club of relevant information that we consider would be beneficial to sports and physical activity clubs in Sutton Coldfield and the local vicinity
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners
To answer your queries or complaints
Retention of records
Governance of the Network
All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences
Contact details, transaction, payment information and records of your interactions with us
All contact and club details
Contact details and marketing preferences
Contact details and records of your interactions with us
All the personal information we collect
Names and contact details of Committee members
Necessary for our legitimate interests (This is necessary to enable us to properly manage and administer your club’s membership with us)
Necessary for the performance of a contract with you
Necessary for our legitimate interests (This is necessary to perform our constituted objectives)
Where you have given us your consent to do so
Necessary for our legitimate interests (We have a legitimate interest to answer queries or complaints)
Necessary for the performance of a contract with you and necessary to comply with a legal obligation.
Necessary for our legitimate interests (We need to retain records in order to properly administer, manage and run the Network and in some cases we may have legal or regulatory obligations to retain records)
Necessary for our legitimate interests (This is necessary to perform our constituted objectives)
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to deliver our services to you or your club as a part of the Network or we may not be able to properly perform our contract with you or comply with legal obligations.
For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.
Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain services to you and/or your club.
Email and SMS marketing: from time to time, we may contact you by email or SMS with information about information, events and services we believe you may be interested in. We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing email@example.com.
DISCLOSURE OF YOUR PERSONAL INFORMATION
We may share personal information with the following parties:
TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
In the main personal information we collect is not transferred to and stored in countries outside of the UK and the European Union. However there may be rare occasions that we utilise a service which is hosted in a country outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third part processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws. For further details please contact us by using the details set out in the "Contacting us" section below.
HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for research or statistical purposes.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the "Contacting us" section below.
YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access Request. To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence alongside before your request can be processed.
Please try to be as clear as possible about the information you are seeking including where the data is likely to be held and the date range of the information you wish to access.
Once we have received your Subject Access Request, and proof of identity, you will receive a response from us within 30 calendar days and you will be able to get copies of any information we hold on you. However, exemptions to disclosure may apply in some circumstances.
At any time you may request that we correct or delete your personal information - which we will do as long as there are no legitimate, legal reasons (as outlined in the general data protection regulation) for us to retain and process that data, for example if it’s necessary for us to carry out the purpose for which you have provided it to us.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below. If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office. We are here to help and encourage you to contact us to resolve your complaint first.
We employ a variety of technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use, or disclosure of it. Unfortunately, no information transmission over the Internet is guaranteed 100% secure nor is any storage of information always 100% secure, but we do take all appropriate steps to protect the security of your personal information.
LINKS TO THIRD PARTY WEBSITES
USE OF ‘COOKIES’
Like most websites, we receive and store certain details whenever you use our website. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in.
CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
In the event of any query or complaint in connection with the information we hold about you, please email firstname.lastname@example.org
Version dated 25 May 2018