As of the 25th May, the new EU General Data Protection Regulation comes into force, replacing current EU Data Protection, and will be adopted into UK law so that it continues after BREXIT.

Action to take now

Youth Section players should complete the Player Consent Form which has been briefed through Team Managers and a Youth Committee communication to all parents/guardians. The form is available through this link.
If you are registered online - please log into your account and ensure your contact details are correct by updating your Personal Details Page. All players and parents of players should allow their contact details to be visible for admin to allow ease of contact in an emergency. If you are a controller of data then when you login Pitchero will ask you to confirm your acceptance of their Privacy and GDPR policies and procedures.
If you are not registered on our website and are a current member, senior player or guardian of U18 Player - please go to our website and sign up. You can do complete this on your Hamilton Bulls Sign up page

GDPR
In short, the regulation requires

all those that hold data to do so responsibly and maintain its security in collection, retention, and deletion.
We must ensure there is a clear requirement to hold data and that we are taking the process seriously.
Further, that through a request (SAR) we are able to provide an individual with a copy of the data that we hold.
It categorises data into personal (factual, opinion etc) and sensitive personal data (beliefs, health, convictions etc)

What we do at Hamilton Rugby Club?

Any one with personal data access remains responsible for the safe management and integrity of information they hold as a data controller, whether that be through a third party system or direct management.
Currently, we are working on an updated Privacy Policy that will be published in due course to all Volunteers and available through the website.
We have an app for coaches to contact parents and players for availability and team messages
Once transferred to Pitchero, they are responsible for the management of data and have produced their own Privacy Policy and GDPR Policy.
When purchasing information through the website (i.e Memberships, Rugby Camps etc) the data is managed by GoCardless and we are not privy to further data (which is outside the GDPR policy) such as bank details. They have produced their own GoCardless GDPR Policy Guidelines.
We store member details in Pitchero where each member is able to view and amend accordingly. For U18 Players we store extended personal data (such as School Attended) on a separate secure server with access limited to members of the Youth Committee.
Any data submitted in hard form is stored securely in our Club Office and disposed of in a confidential manner (ie Reviews, Membership Forms, Function Bookings etc).
All Youth Section players have been asked to resubmit their personal data through JotForm which allows them to review and update this data on an ongoing basis.
On May 24th all unregistered data (outside players and current members) will be deleted from our website.

This data is held legitimately for our members, volunteers, customers, and guardians of our U18 players to promote the enjoyment of the club/facilities and participation in sporting activities.

We currently hold information on the following
Personal Data

Name
Address
Contact details (phone and email)
Date of Birth
School Attended
Player Reviews (opinion)
Next of Kin (Emergency contact details)

Sensitive Personal Data

Medical Conditions or Allergies
Disciplinary Action by the Club or SRU
Physiotherapy records

If you are concerned about the method we control and manage data please raise these initially with your relevant Team Manager or the Club Secretary.

Thank you for your support