1. What ‘Personal Information’ do we Collect?

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1.1 User Information

We collect and process personal data from you and/or your parent/guardian when you join and when we carry out annual renewals of your membership.

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1. Information you provide us: When you register to our website or Junior App, mailing list, using RFU GMS, Membership and/or when you contact us directly by any communication channel, you may provide us personal information, such as:

   1. Your name

   2. Your gender

   3. Your date of birth

   4. Your RFU ID (as assigned in GMS)

   5. Your Home Address, email address and/or phone number

   6. Your Passport and NI details, where we have to check your eligibility or ability to work for us (DBS)

   7. Your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.

   8. Your marketing preferences, including any consents you have given us

   9. Your medical conditions or disability where you provide this to use with your consent (or your parent/guardian consent) to ensure we are aware of any support we may need to provide to you.

   10. Your consent for photographs/videos to be taken of you and/or your child in line with the stated policy signed on either GMS, membership forms and/or Bexley Rugby Junior App

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2. Information we collect when you use our services.

When you visit, download and/or use any of our services such as website, Junior Rugby App and/or Document Hub, we may collect aggregated usage personal information, such as Visitor’s and User’s browsing and click-stream activity.

 

 

3. Information we collect from other sources and Third Party Processors

We may receive personal information about you from third-party Processors, for example if you are a child, we may be given information about you by your parent/Guardian.

 

• We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through the GMS. Additionally, for certain role holders or those working with children, we may receive information from the DBS and RFU on the status of any DBS check you have been required to take.

• The parent Club; Bexley Park Sports & Social Club, uses CCTV cameras to maintain the security of their premises and may use this video to investigate incidents at the club or it’s premises.

 

 

All information held will be accurate and kept up to date by it’s users and Bexley Rugby administration team. Members, volunteers and parents may occasionally be asked to update details held. Such details that are relevant can be kept securely on personal computers and paperwork held by the committee members in the function of their administrative role.

 

 

 

2. Our Third-Party Processors

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We use selected third-party processors to help manage and operate our club, website and other services that we provide. Here is a list of our third-party service providers:

1. Parent/Guardian

2. RFU GMS

3. Disclosure and Barring Service (DBS)

4. WIX

5. Bexley Park Social Club

6. Silvester Design

7. Google Analytics

8. Spond

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For further information about our Third-Party Processors privacy notices on how they use and manage your data, please visit:

1. RFU GMS: https://www.englandrugby.com/about-rfu/rfu-policies/privacy-policy

2. DBS: https://www.gov.uk/government/publications/dbs-privacy-policies

3. WIX: https://www.wix.com/about/privacy

4. Silvester Design: https://www.silvesterdesign.com/privacy

5. Google Analytics: https://support.google.com/analytics/answer/7318509?hl=en

6. Spond: https://www.spond.com/privacy/  

 

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3. Why do we use such ‘Personal Information’

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3.1 How we use your Personal Information

We use your Personal Information for the following purposes:

1. To provide and operate our website and services

2. Conduct our business and pursue our legitimate interests in particular:

   1. To manage and administer your membership and your involvement with its teams and club

   2. To manage and take payment for your membership and any merchandise or enter a Club competition

   3. To maintain records of your performances and history including match reports, score lines and team sheets.

3. To connect and manage users with Third Party Processors

4. To be able to contact our users with general or personalised service-related notices and messages via post, phone or email.

5. To facilitate, sponsor and offer certain contest, events, and promotions determine participants’ eligibility, contact winners and grant prizes and benefits.

6. Send direct marketing or promotional material by email or social media channels. Opt-in and out at any time.

7. Medical or disability information you and/or your parent/guardian provides to us, to ensure we support you appropriately.

8. Health and Safety records and accounting records to meet specific legal requirements.

9. Undergo a Disclosure and Barring service check using RFU DBS System.

10. Attendance data to understand group sizes for Junior Section.

11. Monitor our service’s performance.

12. Share name data with Parent Bexley Park Social club for membership reasons.

13. On other occasions, where we ask you for consent, we will use the data for the purpose which we explain at the time.

14. To enhance our data security and fraud prevention capabilities; and

15. To comply with any applicable laws and regulations.

 

4. How we Share & Retain your ‘Personal Information’

We may share your Personal Information with service providers and others (or otherwise allow them access to it) in the following manners and instances:

 

4.1 Third Party Service Providers

Bexley Rugby Club has partnered with several selected service providers as mentioned in Section 1.1. We do not directly send any Personal Information ourselves, but your information is shared when you sign up to services such as RFU GMS.

Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor's Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.

 

4.2 Law Enforcement, Legal Requests and Duties

Bexley Rugby Club may disclose or otherwise allow access to any Personal Information described in this Privacy Policy via a legal request, such as a subpoena, legal proceedings, search warrant or court order, or in compliance with applicable laws, if we have a good faith belief that the law requires us to do so, with or without notice to you.

 

4.3 Other Clubs, Constituent Bodies, referee societies, league organisers.

Some limited information may be shared with other stakeholders in rugby, such as other clubs, constituent bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

 

4.4 Subsidiaries Services

Bexley Rugby has two services it operates, Bexley Rugby Website and Bexley Rugby Junior App. We may share Personal Information between the two services. For example, we may share your Personal Information between our two services, to ensure membership and accurate information.

 

4.5 Retain Personal Data

All personal information for all members of the club will be dealt with professionally and kept subject to appropriate security measures, this includes all personal data that is stored electronically being either encrypted, or if stored on a personal computer, will be password protected. Data held on paper records (team manager files containing telephone, numbers, medical conditions and allergies of players) will always be kept secure and only divulged to those persons that need to know. These should be kept within a secure area.

Some information will be generated as part of your involvement with us, data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

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Should you to choose to contact us by the contact form on our ‘contact us’ page, the data that you provided will be stored by our Customer Relation Management System and passed only to the recipients of the email.

 

If you choose to leave the club as a player, parent/guidance and/or website member. Your data is removed on our website upon request or closing your account. When removing yourself from Bexley Rugby Junior App, your data is removed from the app, but key details regarding your child such as and not limited to: Child’s Name, DOB, Parent Name, Primary Contact info (phone/email), school attending, GMS ID no. This information is kept in a secure location for a maximum of 1 year after the date of leaving the club, then after it will be deleted from all servers and secure locations.

Any / or all emails sent through the website uses the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted using SHA-2, 256-bit cryptography before being sent across the internet. The email content is then decrypted by our local computers and devices.

 

5. Opt-in and Out of Marketing Material

Bexley Rugby Club uses marketing and social media tools to communicate with our members and visitors on upcoming events and matches.

When you sign up to our website or Junior App you will be asked if you would like to join any of the following to receive marketing communications from us:

• Mailing List on main website

• Email and Club Marketing

• Email

• Social Media Communication via WhatsApp

• Social Media Pages and accounts

 

You can opt-in and out of any preference at any time via the following methods:

• Mailing list – click unsubscribe on the bottom of the email

• Email and Club Marketing – Letting us know via our contact form on the main website

• Email – Replying to the email informing that you do not want to receive this communication

• Social Media Communication (WhatsApp) Remove yourself from the group, by clicking Group information > Exit Group

• Social Media Pages and Accounts – Unlike, unfollow the page.

 

 

 

6. Use of cookies and other third-party technologies

Bexley Rugby Club and our Third Party Service Providers use cookies and other similar technologies (“Cookies”) in order for us to provide our Service and ensure that it performs properly, to analyse our performance and to personalize your experience.

 

6.1 What is a Cookie?

A cookie is a small file of letters and numbers downloaded on to your computer when you access certain websites. In general, cookies allow a website to recognise a user’s computer.

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The most important thing to know about cookies placed by our website and/or Junior App is that they make our website a bit more user-friendly, for example, by remembering site preferences and language settings.

 

6.2 Why does our services use Cookies?

We use these cookies and other similar technologies for several purposes, including:

• ​Keeping you signed in to our website or Junior App

• Keeping your preferences

• To provide you with the service you chose to receive from us

• Understanding how you use our website

• To monitor and analyse the performance, operation, and effectiveness to improve the services we provide

• For security needs and fraud-protection purposes and to identify and prevent cyber-attacks

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Duration:

• Depending on their function, Cookies may have different durations. There are session cookies and persistent cookies:

• Session cookies only last for your online session. It means that the browser deletes these cookies once you close your browser

• Persistent cookies stay on your device after the browser has been closed and last for the period specified in the cookies

 

Categories:

The cookies used on our website and/or Junior app fall into one of four categories: 

• Essential Cookies 

  • let you move around the website and use essential features like secure and private areas.

 

• Analytic Cookies 

  • let us understand how you use our website (e.g. which pages you visit), to provide statistics on how our website is used, improve the website by identifying any errors, and performance issues.

 

• Functional cookies 

  • are cookies used to remember choices users make to improve their experience (e.g. language).

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• Marketing cookies 

  • are used to collect information about the impact of our marketing campaigns performed in other websites on users and non-users. Bexley Rugby Club website and App does not really use these sorts of cookies.

 

 

7. Your rights in relation to your ‘Personal Information’

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine-readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement.

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.

To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.

 

8. How long will you retain my data?

We process most of your data for as long as you are an active member.

Where we process personal data for marketing purposes or with your consent, we process the data whilst you are a member of the club or unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.

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We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be found on www.englandrugby.com.

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU to maintain a record of the game.

Bexley Rugby, and all those members who process or use personal data must ensure that they always abide by these principles. This policy has been developed to ensure this always happens.

 

9. Get in Touch with Bexley Rugby or RFU

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We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, you can get in touch at bexleysecretary@hotmail.com or by writing to:

Hon Secretary, Bexley RFC,

c/o Bexley Park Sports & Social Club,

Calvert Drive,

Dartford,

Kent,

DA2 7GA

 

 

Under this act you are allowed to ask the club for information it holds about you, or your child/vulnerable adult, as an individual. If you wish to make an enquiry you can do so as above, and you will be required to provide proof of identity, and once this has been done the club will respond to the request within 30 days.

 

If you have any concerns about how the RFU processes your data, you can get in touch at legal@rfu.com or by writing to:

The Data Protection Officer,

Rugby Football Union,

Twickenham Stadium,

200 Whitton Road,

Twickenham

TW2 7BA.

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