What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from Scottish Rugby. Additionally, for certain role holders or those working with children, we may receive information from Disclosure Scotland and Scottish Rugby on the status of any PVG check you have been required to take.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
Who will we share this data with, where and when?
Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, or other Rugby Unions so that they can maintain appropriate records and assist us in organising matches and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or Scottish Rugby’s legitimate interests in compliance with applicable laws.
We will not share your details, be they provided directly or through a 3rd party such as the Scottish Rugby or Pitchero, with any other organisation for any purpose.
What rights do I have?
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. 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.
To exercise any of these rights, you can get in touch with us 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 Scottish Rugby 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.
How do we manage your data?
All data is retained within the Pitchero Website for our membership with any restricted access to data depending on the role held within the club. For example, an U15 Coach only has access to the data from that age group and cannot see personal or sensitive data from other age groups or sections.
All representatives of the club have access to a club email account which takes the form email@example.com which is managed through our email provider IONOS, formally known as 1and1.co.uk.
In addition to the above, we collect data for our Youth Section through JotForm and store information for registration and attendance in Google Suite, a secure restricted access server. Some of this information is used to enter data into Pitchero for both the player and parent.
Where data is provided, with consent, in hard copy this is stored in a secure filing cabinet with restricted access. This is either handed to the individual at the end of their active involvement with the club or securely destroyed within the timeframes outlined later in this policy document.
How do I get in touch with you?
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 with The Secretary at Hamilton Rugby Football Club, 121 Bent Road, Hamilton ML3 6PY or via email at firstname.lastname@example.org
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for 3 years after this. We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
Email correspondence from club managed accounts will be deleted within 3 months through our email provider IONOS, formally 1and1.
We will maintain records of individuals who have registered on SCRUMS, records of PVG checks and the resulting outcomes and other disciplinary matters for such period as is set out in Scottish Rugby’s privacy notice.
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 Scottish Rugby in order to maintain a record of the game.
Our website is hosted by Pitchero and if you have registered as a member/player/official/parent on our website there will be personal details on record. You can protect, amend or delete any of these details by managing your account details directly. For parents it also allows access to control the data of their child(ren).
Terms & Conditions for Website Use
Your Personal Information
You agree that you will only use the HRC website in a manner that is consistent with these user terms and conditions and in such a way as to ensure compliance with all applicable laws and regulations, including child protection and data.
Your use of the HRC website carries with it no rights in relation to copyright, trade and service marks or any other intellectual property rights owned by or licensed to Hamilton Rugby Club. You agree not to display or use in any manner the Hamilton Rugby Club logo or otherwise infringe any intellectual property rights owned by or licensed to Hamilton Rugby Club.
However we also respect the intellectual property of others. If you believe that a copy of your work is available on the HRC website without your consent or that any copyright infringement has occurred, please inform us giving details of the copyright protected work in question, where it is referred to on the HRC website, and your contact details. Please deliver this information to email@example.com
Access to the HRC website
We agree to use our reasonable endeavours to maintain the HRC website in a fully operational condition. However we cannot guarantee that this will always be the case and access to the services may be suspended, restricted or terminated at any time. We reserve the right at any time and without any notice or explanation to suspend, restrict, reduce or terminate your access to the HRC website for any reason.
Changes in Content
The nature of a website is that content will change regularly. We will use reasonable endeavours to ensure data or information posted by us is accurate and to correct any errors or omissions as soon as practicable after being notified of them. Hamilton Rugby Club cannot guarantee that links to other websites will not be broken nor can we accept any responsibility nor do we endorse the content of any other website.
Exclusions of Liability
To the extent permitted by applicable law, we exclude liability for any defects or faults that may exist in or on the HRC website or for loss of data, arising from your use of, or inability to access the HRC website even where any such loss arises through our negligence.