AHC follows England Hockey guidance.
England Hockey guidance advises that members have the following rights in relation to your personal information:
the right to be informed about how your personal information is being used;
the right to access the personal information we hold about you;
the right to request the correction of inaccurate personal information we hold about you;
the right to request the erasure of your personal information in certain limited circumstances;
the right to restrict processing of your personal information where certain requirements are met;
the right to object to the processing of your personal information;
the right to request that we transfer elements of your data either to you or another service provider; and
the right to object to certain automated decision-making processes using your personal information.

Ashford (Middx.) Hockey Club.

Ashford Hockey Club will keep your name, postal address, telephone number(s), and e-mail address on the secure Club database. This information will be used to contact you and in order for the Hockey Club and Sports Club to operate effectively as organisations.

We will presume that you are willing for the Club to keep your information on our database unless the Club hears from you to the contrary. You may ask to see the data that is held or ask for it to be changed or removed at any time, by contacting the Club Secretary.

Your personal details will not be made available to anyone else unless requested by you. In order for the Club to operate effectively as a sports club, the personal information of Officers, Committee members, key post holders, captains, coaches and managers is made available to the membership and third parties via the Club website and via Pichero.

Any subscribed member who is not willing for his or her personal information (name, postal address, telephone number(s), and e-mail address) to be shared in the manner described above is at liberty to ‘opt out’ and to request in writing to the Club Secretary that their personal information is not published in these media.

Data policy

ASHFORD (MIDDLESEX) HOCKEY CLUB

Ashford Hockey Club Data Security and Privacy Policy
General Data Protection Regulation - Our Commitment to your Privacy
General Data Protection Regulation (GDPR) came into effect on 25 May 2018. Ashford 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.
England Hockey guidance states:
Data must be:
used fairly and lawfully
used for limited, specifically stated purposes
used in a way that is adequate, relevant and not excessive
accurate and kept for no longer than is absolutely necessary
handled according to people’s data protection rights
kept safe and secure
not transferred outside the European Economic Area without adequate protection.

Ashford Hockey Club
Privacy Policy
This Privacy Policy is intended to provide information about how Ashford Hockey Club will use personal data relating to its members and supporters. The data controller is Ashford 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 and /or ethnicity.
• 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 accessing the online portal Pitchero that Ashford 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 members and/ or officers of Ashford Hockey Club. Such images shall only be used for the publicity/ training purposes in accordance with the Ashford Hockey Club Safeguarding and Protecting Policy as a member of Ashford Hockey Club you consent to the use of these to feature in such photos/images. AHC follow England Hockey ‘Positive Imagery’ guidelines.
You also have the right to request that any photos are removed from our media platforms.
Why we collect your data
Ashford 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 Ashford Hockey Club;
• send you information about Ashford Hockey Club;
Who has access to your data?
Your information is managed by our officials on the committee of Ashford 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 does the Ashford Hockey Club keep your data?
Ashford Hockey Club is committed to holding your data securely and treating it with sensitivity. As Ashford 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 Ashford 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 Ashford 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 Ashford 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 Ashford Hockey Club committee.

Description of database - How it is secure and procedures for update

Pitchero is used as our club database of membership. Players and parents sign up from the Ashford Hockey Club website https://www.ashfordhockeyclub.co.uk/

In signing up to the website members consent to their data being stored and processed by Ashford (Middlesex) Hockey Club for use in their management system which helps to organise the playing and enjoyment of sport for its members. They also understand that in accordance with the General Data Protection Regulation (2016), their electronic signature on the sign up form is their consent to the storage of their information in Ashford (Middx) Hockey Club’s electronic database.

Access to the membership data is restricted to the following members of the Ashford Hockey club committee : Club Secretary, Membership secretaries, Junior coordinator and Treasurer.
Only these individuals are able to view all data relating to the membership through a password protected portal into the administration database in Pitchero.

The Club Secretary is responsible for updating security access for committee members. Committee members are regularly updated and access granted or taken away after each Annual General meeting.