Privacy policy

Staines Hockey Club

General Data Protection Regulation - Our Commitment to your Privacy

General Data Protection Regulation (GDPR) came into effect on 25 May 2018. Staines Hockey Club takes its responsibilities under this seriously and will ensure that the personal information it obtains is held, used, transferred and processed in accordance with the GDPR.

Staines Hockey Club
Privacy Policy

This Privacy Policy is intended to provide information about how Staines Hockey Club will use personal data relating to its members and supporters. The data controller is Staines Hockey Club.

Information we collect
The following information is added to our database when a player registers with the Club:
• Name
• Email address (of player or parent for U16s)
• Postal address
• Telephone number
• For junior’s date of birth and parent(s)’/guardian(s)’ name
• Relevant medical information

Depending on what individuals submit, we may collect the following categories of information:

• Date of Birth
• Age
• Gender
• Profile Photograph

At any point members may request to edit or remove data from our database.

How we collect your data
We collect data from individuals directly and with their consent. We collect this data either via a paper application form, via an online application form, or by you accessing the online portal Pitchero that Staines Hockey Club subscribes to.

We do not collect data via any third parties other than through Pitchero. We do not collect data via our private social media accounts.

Club photographs
In some environments, particularly adult competition it is impossible to control photography by external parties, however, there may be times that photographs and/ or footage may be taken during matches and training sessions by approved agents and/ or officers of Staines Hockey Club. Such images shall only be used for the publicity/ training purposes in accordance with the Staines Hockey Club Safeguarding and Protecting Policy as a member of Staines Hockey Club you consent to the use of these to feature in such photos/images.
You also have the right to request that any photos are removed from our media platforms.

Why we collect your data
Staines Hockey Club collects your information to effectively run the club and to maintain links with ex-members and supporters. Processing your data allows us to:
• keep in contact with players, parents and colts about training, selection and fixtures;
• share news via our newsletter;
• notify you about upcoming events organised by Staines Hockey Club;
• send you information about Staines Hockey Club;
• send you information about offers we have obtained for you from our sponsors and other partners. Please note this information will always be sent by Staines Hockey Club and not directly to you by our partners;

Staines And Laleham Sport Association Limited (SALSAL)
All playing members over 18 years of age are also members of SALSAL which operates the clubhouse and facilities at Worple Road. We will provide these members’ names to the Sports Club for communication purposes. This allows SALSAL to:
• Provide Membership discounts and incentives at the facility;
• Provide Staines Hockey Club members voting rights at SALSAL general meetings;
Please note this information will never be shared by Staines Hockey Club or SALSAL.

Who has access to your data?
Your information is managed by our officials on the committee of Staines Hockey Club and may be shared amongst committee members for the purposes set out in this Privacy Policy.
We will not share your information with any third parties without your consent.

Security of your Information
We maintain reasonable technical, administrative and physical security measures designed to protect your information.

How long Staines Hockey Club keep your data?
Staines Hockey Club is committed to holding your data securely and treating it with sensitivity. As Staines Hockey Club would like to develop a long-standing relationship with you beyond your playing days, we will hold your data for as long as it is lawful and legitimate for us to do so. Some data and photographs will be used to form part of the Club’s archive. We may use photographs on the Staines Hockey Club website or our social media sites to advertise the Club. If you have any concerns about the use of photographs, please contact our Club Secretary.

Your Choices
You have a choice about whether or not you wish to receive information from us and how we communicate with you. You are welcome to contact Staines Hockey Club at any point if you wish to amend these choices.
If you wish to register as a player, you will need to provide certain personal data to play for the Club. You can, however, choose not to receive our Newsletter.

Your Rights
As a data subject, you have a number of rights. You have the right to:
• request a copy of the information we hold about you
• update or amend the information we hold about you if it is wrong
• change your communication methods at any time
• ask us to remove your personal information from our records
• raise a concern or complaint about the way in which your information is being used
• object to the processing of your data where Staines Hockey Club is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights or ask for further information, please contact a member of the Staines Hockey Club committee.
We may amend this privacy notice from time to time. It will be available on the Staines Hockey Club website to view. Any substantial changes that affect your rights will be sent to you directly as far as is reasonably practicable.

Terms and Conditions

Staines Hockey Club Terms and Conditions

All members, players, coaches, spectators, parents, umpires, officials and any other person associated with Staines Hockey Club are required to comply with the Code of Ethics & Behaviour document published and available to view / download on the Club website.

Code of Conduct: Expected minimum standards of behaviour and conduct – All individuals involved in hockey will, at all times:-

  • Respect the spirit of fair play in hockey. This is more than playing within the rules. It also incorporates the concepts of friendship, respect for others and participating with the right spirit.
  • Respect the rights, dignity and worth of others.
  • Conduct themselves in a manner that takes all reasonable measures to protect their own safety and the safety of others.
  • Promote the reputation of the sport and take all possible steps to prevent it from being brought into disrepute.
  • Protect themselves and others involved in the game from verbal or physical abuse and threatening or intimidating behaviour.
  • Never use inappropriate language or gestures.
  • As a member of Staines Hockey Club, we ask you to contribute to the club's development and success.

In addition:-
Guidance Notes for Pitchside Conduct:

1. It is the responsibility of the club to ensure that good manners and courtesy prevail towards the opposition, umpires and any other officials before, during and after the game.
2. Captains, umpires and Match delegate (if appointed) should:
a) Agree the location of managers, coaches, substitutes and suspended players during their suspensions and from where substitutions will take place.
b) Satisfy themselves as to the quality and safety of the pitch and its facilities and ensure that other pitch side furniture is removed to the safest location.
c) Check the availability and location of an emergency telephone and first aid.
d) Agree with the home team officials the location and allowed proximity of spectators (all spectators must be behind the barrier) – no children allowed pitch side under any circumstances
e) Substitutes should warm up in clothing in a colour other than the participating teams in the agreed area of the pitch side.
f) Coaches and managers must remain in their designated area.
g) Vocal communication by team officials and players on the bench must not, in any way, be directed at the umpires or players of the opposing team.
h) Players not taking part in the game, or those in subsequent or previous matches, must not knock up or cool down on or near the pitch whilst the match is in progress.
i) Post match inquests should be held away from the pitch.
j) Spectators should be advised, if necessary, of matters relating to their conduct and particularly in so far as this affects the game in hand.

Use of ATP Pitch
Use of ATP Pitch
1. Food / Drink
No food, including chewing gum or drink other than water is to be taken onto the ATP surface. This must be consumed outside the perimeter fence of the ATP. Regular breach (more than twice) your bookings will be cancelled with immediate effect.
2. Litter
All litter and rubbish is to be disposed of in the bins provided or taken away.
3. Smoking
The SALSAL ATP and clubhouse facilities are all designated as No Smoking areas. Regular breach (more than twice) your bookings will be cancelled with immediate effect.
4. Footwear
NO FOOTBALL BOOTS are to be worn including blades, screw in studs, moulded studs or cleats. Only trainers or Astroturf boots with a maximum stud length of 5mm are to be worn.
5. Nuisance to Neighbours
The User Group / individual shall be responsible for ensuring that those persons attending the facility do not cause a nuisance to those persons living within the vicinity of the pitch. Participants / spectators should enter and leave the premises as quietly as possible. Hockey participants should refrain from shooting practice during training session in the end closes to the entrance wherever possible.
6. Goals
Where it is necessary to move goals, the attached wheels must be used. All goals MUST be stored away and secured in the designated areas at the end of each session
7. Pitch
SALSAL expect all users to respect the pitch (and other facilities) to help maximise the life of the carpet.
8. Security
User Groups / individuals wishing to contact the SALSAL regarding any security or lost property issues or suspected cases of vandalism may use any of the contact details under “Access“.
Gates to the astro MUST be locked after use unless another group is waiting to use the facility. The code should not be shared.

Disciplinary action will be taken by Staines HC for any player not conforming to the above which may result in warnings, suspensions etc.

Staines Hockey Club, Social Media Policy
Staines Hockey Club (SHC) recognises that social media provides an effective platform for discussion and information sharing amongst adult and junior club members.

Nevertheless, SHC also recognises that the use of social media can pose risks to its club members, reputation and compliance with legal obligations. One inappropriate comment can cause distress to one person and impact hundreds of club members. The purpose of this policy is to protect club members, minimise risk and ensure SHC’s social media is used appropriately.

This policy covers all members of Staines Hockey Club.

The Key Message is:
Think before you post!
Posts on SHC’s social media or media linked to SHC’s social media, be it photos, comments or links should not be inappropriate. Users must not engage in activities or transmit content that is harassing, discriminatory, menacing, threatening, obscene, defamatory, or in any way objectionable or offensive. Users are personally responsible for what they communicate in social media and should remember that what they publish may be available to a wide audience over a lengthy period of time. Users should not post comments which could be construed as sensitive, objectionable or inflammatory. When using social media, users should respect their audience.

Don’t identify young people in images (i.e. captions to pictures, tagging on Facebook). Communication with young or vulnerable people is covered by England Hockey’s Safeguarding & Protection Policy and specific guidance for Clubs. The key do’s and don’ts are shown at the end of this document.

Remember, the term ‘young person’ means those under 18 years old.

Anyone who finds a post inappropriate should email details to the Club Chairperson and Club Secretary (or Club Welfare Officer if related to an U18).

Comments that are deemed to flout the above will be removed by the administrators and the person who posted will be informed. Anyone who persistently posts inappropriate content will be dealt with by SHC’s disciplinary committee, led by the Chairperson.

The Club Committee will be informed of any matters relating to young or vulnerable people and deal with the post as appropriate.

Issues relating to adults and the reputation of the Club will be referred to the Chairperson and Club Committee.

The hockey leagues have made it very clear that any published inappropriate comments about opponents, umpires, officials or other clubs on social media, websites or match reports in the press will be dealt with by them through sanctions such as bans and point deductions.

Controls over Club Specific Social Media
SHC uses a Facebook page @staineshockeyclub and @staineshockeyclubjuniors; Twitter account @StainesHC & @StainesHCColts, Instagram @staineshcjuniors and the Website www.staineshockeyclub.com to represent the Club to the outside world, catering for prospective and current members as well as providing information for other clubs and general browsers seeking knowledge about SHC. For this reason, material published on these mediums is controlled by appointed administrators.

Communication with young people
As mentioned above, communication with young or vulnerable people is covered by England Hockey’s Safeguarding & Protection Policy and specific guidance for Clubs. The full guidance can be found at the link below and on our website:

The key Do’s and Don’ts when communicating with young people are:

• contact players only when necessary
• if players need to be contacted urgently, e.g. for a change in training arrangement, set up a grapevine system
• copy parents into written communication (i.e. letters or emails) unless you have been given specific parental consent to communicate direct with the young player
• speak with a player and their parents if there is a need to communicate information in relation to playing, training or competition
• clearly state the Club’s policy on communication with players and parents. Contacting young people by phone, text, email or social networking site should never be undertaken without parental consent.
• contacting a young person unnecessarily
• e-mailing young people directly as individuals (but this can be done as part of a disclosed list, once permission has been gained to do so)
• using text or a social networking site as a medium of contact with a young person
• making or receiving calls on a mobile phone during training or at competition (coach). It is inappropriate to compromise the safety of a session
• e-mailing one young person without copying in parents, other players or club members.

Any form of advertising of a commercial nature must be approved by the SHC Committee prior to being distributed through any channel that is viewed by SHC Members, including but not exclusive to Facebook, Instagram, staineshockeyclub.com, Twitter.