Staines Hockey Club (“the Club”, “we”, “us”) is committed to protecting your personal information and complying with the UK General Data Protection Regulation (UK GDPR). This Privacy Policy explains what data we collect, why we collect it, how we use it, and your rights.
The Club is the data controller for all personal data we collect.

1. The Personal Data We Collect
We collect the following information when you register or interact with the Club:
Membership information

Name
Email address (player or parent/guardian for U18s)
Postal address
Telephone number
Date of birth (for juniors)
Parent/guardian name (for juniors)
Relevant medical information
Gender (if provided)
Profile photograph (if provided)

Additional information

Team or squad allocation
Attendance and selection information
Any information you choose to provide when contacting us

We do not collect data from social media accounts.

2. How We Collect Your Data
We collect data directly from you when you:

Complete a paper or online registration form
Register or update your details through Pitchero
Contact us by email or in person

Pitchero acts as a data processor on our behalf.

3. Why We Use Your Data (Lawful Bases)
Under UK GDPR, we must tell you the lawful basis for each way we use your data.
a. Running the Club (Legitimate Interests)
We use your data to:

Manage membership
Organise training, selection, fixtures, and teams
Communicate with players, parents, and volunteers
Maintain club records
Share essential operational information

We have carried out a Legitimate Interests Assessment (LIA) to ensure this use is balanced and fair.
b. Junior Membership (Consent + Legal Obligation)
For players under 18:

We require parental/guardian consent
We may need to process data to meet safeguarding obligations

c. Medical Information (Vital Interests)
We collect medical details only to:

Keep players safe
Support coaches and welfare officers in emergencies

Access is restricted to team administrators, coaches, and relevant committee members.
d. SALSAL Membership (Legitimate Interests)
Adult playing members automatically become members of SALSAL. We share names only so SALSAL can:

Provide membership benefits
Allow voting rights at meetings

e. Photos and Media (Consent)
We follow a separate Photo & Media Policy, which explains:

How we use photos
How consent is collected
How consent can be withdrawn at any time

This Privacy Policy should be read alongside that document.
f. Club Communications (Legitimate Interests)
We send:

Training and fixture information
Club updates
Important operational notices

We do not send marketing emails.

4. Who Can Access Your Data
Your data may be accessed by:

Committee members
Team administrators
Coaches
Welfare officers

We do not share your data with third parties unless:

You give consent, or
We are legally required to do so.

5. Pitchero and International Data Transfers
Pitchero stores its core data within the EEA.
Some of Pitchero’s third‑party providers may process data outside the UK or EEA. Where this happens, Pitchero ensures appropriate safeguards are in place, such as:

Standard Contractual Clauses (SCCs)
Adequacy regulations
Other approved protections

You can view Pitchero’s sub‑processor list and GDPR information on their website.

6. How Long We Keep Your Data
We keep data only for as long as it is lawful and necessary.
Retention periods

Membership up to 3 years after membership ends, or longer if required by Pitchero’s retention schedule
Junior until the player turns 18 + up to 3 years
Medical information: as for Membership data
Photos: kept indefinitely as part of the Club archive unless consent is withdrawn
Committee records: up to 6 years

If you leave the Club, you may ask us to delete your data sooner.

7. How We Protect Your Data
We use reasonable technical, administrative, and physical measures to keep your data secure, including:

Access controls
Secure systems
Restricted access to sensitive information

8. Your Rights
You have the right to:

Access the personal data we hold about you
Correct inaccurate information
Request deletion of your data
Change your communication preferences
Withdraw consent (e.g., photo use)
Object to processing based on legitimate interests
Raise a concern or complaint about how your data is used

To exercise any of these rights, contact:
Club Secretary secretary@staineshockeyclub.com

9. Complaints
If you are unhappy with how we handle your data, you can contact the Information Commissioner’s Office (ICO):
www.ico.org.uk

10. Updates to This Policy
We may update this Privacy Policy from time to time. Any significant changes will be communicated directly where reasonably possible.
The latest version will always be available on our website.