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Privacy Policy

About Our Policy

This policy explains how we collect and manage your personal data as a member or user of Hammerwich Cricket Club, under the:

  • UK General Data Protection Regulation (UK GDPR)

  • Data Protection Act (DPA) 2018

Data Protection Statement

By ‘personal information’ or ‘personal data’, we mean any information that can identify you as a person. It does not include data where you cannot be identified (anonymous data).

We are committed to protecting the privacy and security of your personal information. As a data controller, we are responsible for deciding why and how we hold and use personal information about you.

This policy, along with our privacy notices, describes how we collect and use personal information, such as:

  • For managing club membership

  • For marketing our facilities, services, and events

  • Information collected via CCTV

  • Data collected from social media interactions or saved as cookies from our online services

Data protection legislation requires us to let you know about the information contained in our privacy notices. You can read any notices that apply to you to understand how and why we are using your information.

Data Protection Principles

We comply with data protection law, ensuring that personal information we hold about you is:

  • Used lawfully, fairly, and transparently

  • Collected only for valid purposes that we’ve clearly explained to you and not used in any way that is incompatible with those purposes

  • Adequate, relevant, and limited to what is necessary for processing

  • Accurate and kept up to date

  • Retained only for as long as necessary

  • Kept securely

We need all the categories of information mentioned in this policy to provide membership and our services. However, we will only collect and use your personal data when necessary and will never share your data with a third party unless legally required, for crime prevention, or for the safety of a club user. We will never sell your data.

Information We Hold

We process data about:

  • Club members for managing the membership system

  • Contact details for marketing our facilities, services, and events

  • Complainants and enquirers who contact the club

  • Interactions with our social media and website

  • Job applicants and staff

Depending on the reason for processing, we may collect, store, and use specific categories of information about you, including:

  • Contact details (name, age, email address, phone number)

  • Membership details, including family membership records

  • Tracking and monitoring data (cookies, social media interactions)

  • Financial details for payments (e.g., for suppliers or staff)

Collecting Personal Information

We collect personal information directly from you when:

  • You or a family member applies for club membership or books club services

  • You contact or correspond with us

  • You use our facilities and are recorded by CCTV

Using Personal Information

We will only use your personal information when the law allows us to. Most commonly, we use it for:

  • Recording membership details

  • Contacting you about club facilities, services, or events

  • Verifying membership status for purchases or discounts

  • Monitoring facility use via CCTV

  • Producing statistical reports and analysis to improve services (without sharing individual details)

  • Complying with legal obligations

We may request your consent to use your personal information in some cases, such as for marketing events. Where consent is required, you will have the right to opt out.

Sharing Data

We will never share your data with any third party unless:

  • Required by law

  • Necessary for crime prevention

  • Required for the safety of a club user

If data is shared, only necessary information will be shared through secure means. We will never sell your data.

Storage and Disposal of Data

We store all personal information securely within Hammerwich Cricket Club’s data systems. Any online form submissions are securely transferred, and paper forms are digitised and destroyed.

Our staff and club officials are trained on data security obligations. We have strict access controls to limit who can view or process your data.

We retain personal data only as long as necessary:

  • Membership data is removed two years after membership lapses, with a record of name and deletion date retained as proof of removal.

  • Booking data for past events is periodically cleared.

  • CCTV footage is retained for a maximum of 30 days before being overwritten.

We also have a separate CCTV policy (available upon request).

Contacts and Complaints

Our Data Protection Officer oversees compliance with data protection obligations. For questions about this policy or related privacy notices, please contact our Data Protection Officer via the club secretary at secretary@hammerwichcc.com.

If you have a complaint about how we handle your data, you may also contact the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Rights of Access to Information

Under the Data Protection Act 2018, you have the right to request access to the personal data we hold about you. To make a request, please contact secretary@hammerwichcc.com in writing (email or letter).

We will require proof of identity, which may include:

  • Passport

  • Driving licence

  • Utility bill with current address

  • Birth or marriage certificate

We will respond to all requests within 40 calendar days. In certain cases, we may need to remove or redact third-party data before disclosure.

Other Rights

You also have the right to:

  • Request corrections to inaccurate data

  • Request data erasure (subject to legal and membership record requirements)

  • Withdraw consent for marketing communications

If erasure of data impacts your membership management, this may result in termination of membership. No refunds will be given for unused membership periods.

For further information, contact the club secretary at secretary@hammerwichcc.com.

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