Netball South GDPR Statement

SOUTH NETBALL - PRIVACY NOTICE FOR OUR MEMBERS

We (Netball South) takes the privacy and protection of your personal information seriously. So we’ve set out below information about our processing of your personal information, what rights you have, and how you can get in touch if you want to know more. When we say personal information, we mean information about you, such as your name, date of birth and contact details.

We collect personal information from you that is necessary for us to either provide you with products or services or to comply with legal requirements. Unfortunately if you don’t provide all of the information we require this may mean we are unable to provide our products and services to you.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Board 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.

How we use your personal information and why

We and our Business Partners e.g. England Netball, will use the personal information you provide to us, together with other information, for the following purposes:

· the administration of our products and services

· complying with any regulatory or other legal requirements

· carrying out checks using agencies such as the Home Office for CBS checks for working with children, or publicly available information

· the provision of customer services – like to reply to a question, or tell you that something’s changing

· keeping your information on record and carrying out other internal business administration

In addition, we and our Partners, may use the personal information you provide to us, together with other information, to send you direct marketing offers by electronic and non-electronic means including by post, as well as sending you introductions to products and services from carefully selected third parties also by post.

Some of the purposes above are necessary to allow us to perform our obligations to you and to enable us to comply with applicable laws and regulation.

We may also rely on legitimate interests in using and sharing your personal information for the purposes described above to improve our products and services. This allows us to explore ways to develop our business and to gain insights into how our products and services are used. To the extent that we rely on your consent as the basis on which we process your personal information for the purposes described above, we’ll only process such data as provided for by your consent.

Who we share your personal information with and why

We’ll share your personal information within Netball South and with our Business Partners, for any of the purposes set out above. If appropriate, we may also pass on your personal information to financial crime prevention agencies, any legal, regulatory or government bodies.

We will not send your personal information to countries outside the UK or the European Economic Area.

We keep your personal information for a set amount of time. Your personal information will be stored either for as long as you are our member of Netball South, or longer if required by law or as is otherwise necessary. It’ll always be in line with our data retention policy (see “How long do we keep personal information for?”).

Use of your sensitive personal information

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

· information about your race or ethnicity, religious beliefs and sexual orientation;

· information about your health, including any medical condition, health and sickness records, medical records and health professional information.

· Criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

In relation to the special category personal data that we do process we do so on the basis that

· the processing is necessary for reasons of substantial public interest, on a lawful basis;

· it is necessary for the establishment, exercise or defence of legal claims;

· based on your explicit consent.

You’re in control

When it comes to how we use your personal information, you’ve got the right to:

· request a copy of your personal information for free (we may charge you for this if the request is manifestly unfounded or excessive)

· in certain circumstances request that we move your personal information to another organisation if you want us to

· request that we correct anything that’s wrong, or complete any incomplete personal information

· ask us to delete your personal information if it is no longer needed for the purposes set out in above and there is no other legal basis for the processing

· limit how we use your personal information or withdraw your consents you have given for the processing of your personal information

· object to us using your personal information for direct marketing (including related profiling) or other processing based on legitimate interests

· complain to a data protection authority or another independent regulator about how we’re using it.

If you want to do any of these things, or would like an explanation as regards these rights, we’ve explained how you can get in touch in the Contact Us section

Acting on someone else’s behalf?

If you give us personal information about another person, we’ll take that to mean they have appointed and authorised you to act on their behalf or in the event of a child, you are the parent or legal guardian. This includes providing consent to:

· our processing of their personal information and sensitive personal information

· you getting any information protection notices on their behalf

If for any reason you are concerned as to whether you are permitted to provide us with the other person’s information, please contact us before sending us anything.

Direct marketing

Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products 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 contact us at any time to advise that you do not wish to receive marketing messages (See contact us section).

How long do we keep personal information for?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement to retain all physical and electronic records for a period of 2 years after your last contact with us or the end of your membership. Exceptions to this rule are:

· Information regarding successful passes in umpiring pathway or coaches.

· Information that may be relevant to personal injury, complaints or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.

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 will be able to update some of the personal information we hold about you by contacting us by using the details set out in the "Contacting us" section below.

Contact us

In the event of any query or complaint in connection with the information we hold about you, please email south@englandnetball.co.uk.

Last updated: November 2018

Appendix A Uses made of the information

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.

Purpose	Personal information used	Lawful basis
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you	All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.	This is necessary to enable us to properly manage and administer your membership with us.
To arrange and manage provision of any services or products	Contact details, transaction and payment information. Records of your interactions with us.	This is necessary to enable us to properly administer and perform the provision of any services and products you have purchased from us.
To answer your queries or complaints	Contact details and records of your interactions with us	We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records	All the personal and any sensitive information we collect.	We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our regional events and leagues and in some cases we may have legal or regulatory obligations to retain records. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
For the purposes of promoting the Region, our events and membership packages.	Images in video and/or photographic form.	Where you have given us your explicit consent to do so.
To comply with health and safety requirements	Records of attendance, medical information about your health	We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
To administer your attendance at any courses or programmes you sign up to	All contact and membership details, transaction and payment data. Details of any county membership and performance data.	This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
To gather evidence for possible grievance or disciplinary hearings	All the personal information we collect	We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications
For the purposes of equal opportunities monitoring	Name, title, date of birth gender, information about your race or ethnicity and health and medical information	We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements	Information about your criminal convictions and offences	For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

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