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.

VEO PRIVACY POLICY
Ashford Hockey Club Privacy Policy

1.Introduction

Ashford Hockey Club ("we", "us", "our" or "the Club") is committed to protecting and respecting the privacy of our members and visitors.
This Privacy Policy outlines how we collect, use, and protect personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the England and Wales legal framework.
This policy applies to videos taken during games, training sessions, and other club events, which may include individuals under the age of 18.

2. Legal Basis for Processing

We process personal data [for coaching and development purposes] under the legal basis of legitimate interest. We believe that sharing videos of games and training sessions helps to develop players and teams and thereby promotes the Club, encourages participation, showcases members' achievements, and improves performance. The footage is only used by a restricted group of coaches and [add details] who fully understand their responsibilities regarding the use and security of the data. Access to footage is restricted to Club members who agree to terms of usage via player agreements. [Sometimes, requests are made to share the footage with others. We will always consider the rights and interests of individuals before sharing any videos. We also use footage for social media usage to promote the club. We do this on the basis of legitimate interests because it is difficult to collect consent from all participants. To mitigate this, we issue notices informing that footage will be used for these purposes and we will ensure that all videos are approved by the Club's committee before being published on social media or other platforms.

3. Types of Personal Data Collected

In the context of this Privacy Policy, personal data refers to videos or images featuring identifiable individuals, such as players, coaches, and referees, participating in Club activities. This may include both under 18s, including children and adults.

4. How Personal Data is Collected

We collect personal data through video recordings taken during games, training sessions, and other Club events. These recordings may be captured by Club representatives, members, or third parties (such as professional videographers) on our behalf.

5. How Personal Data is Used

We use the personal data collected for the following purposes: Sharing videos on the Club's official social media plaƞorms, website, and other communication channels Sharing videos with members and their families for personal use Analysing and providing feedback on performance for coaching and development purposes Allowing Club members to access footage via the system

6. Legitimate Interest and Parental Consideration

For individuals under the age of 18, we recognize the importance of balancing their interests and privacy rights. As such, we apply the principle of legitimate interest in the collection, use, and sharing of their personal data in the context of videos and images taken during Club activities. We always take into account the potential impact on the rights and freedoms of minors and act in their best interests. In line with this, we inform parents or guardians of individuals under the age of 18 about our Privacy Policy and the Club's intention to record and share videos and images featuring their child through our published online policies and by displaying notices at our home ground gate. This ensures that parents or guardians are aware of our data processing practices when their child joins the Club or participates in activities involving video recording. If a parent or guardian has any concerns or objections, they may express them to the Club at any time by contacting us using the contact details provided below. We will take these concerns into account and, where appropriate, limit or cease the processing of a minor's personal data in relation to videos and images. We encourage open communication between parents or guardians, their children, and the Club to ensure that everyone is aware of and comfortable with our data processing activities.

7. Data Retention

We will retain personal data for as long as it is necessary to fulfil the purposes for which it was collected or to comply with any legal, regulatory, or reporting requirements for a period of no longer than 3 years. After this period, personal data will be securely deleted or anonymized.

8. Data Security

We are committed to ensuring that your personal data is protected. We have implemented appropriate technical and organisational measures to safeguard personal data from unauthorised access, disclosure, alteration, or destruction.

9. Data Subject Rights

Under UK GDPR, individuals have the right to: Request access to their personal data Request rectification of their personal data Request erasure of their personal data Object to the processing of their personal data Request restriction of processing their personal data Request data portability To exercise any of these rights, please contact us using the contact details provided below.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to ensure it remains compliant with applicable laws and regulations. We encourage you to review this policy periodically to stay informed about how we process and protect your personal data.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact our Data Protection Officer at:

Ashford Hockey Club , Short Lane, Stanwell, Middlesex TW19 7BQ.
Email: Secretary@Ashfordhockey.co.uk,
Phone: 07969 129851

Last updated: 27.10.2023

Terms and Conditions

Ashford (Middlesex) Hockey Club
Social Media Policy

As part of our ongoing commitment to the welfare of our players, the Club has set out the following guidelines for members on their use of social media. England Hockey recommends that club officials should not have direct contact by text or email with any player under 16, and with those between 16 and 18 only with the permission of the parent/guardian, as long as they are also copied into the communication. The official also should not become a social media “friend”, “follower”, etc. of any player under 18.

It is the Club's view that it would be wise for all members to follow these guidelines, for the protection of everyone. If a member chooses to go ahead with a social media friendship with someone under 18, they must be mindful that everything posted will be available to that junior, and must therefore be age appropriate.

The Club can only make recommendations to its members – parents are reminded that they need to be aware of their child's online and text contacts, and remain vigilant.

Juniors should be made aware of these guidelines so that they understand why their adult team mates may not respond to their social media requests.

Club Accounts and Posts

Ashford HC’s social media accounts fall under the oversight of the elected Communications Officer.

It is the view of the committee that anything posted under the Club name, and therefore officially representing Ashford (Middlesex) Hockey Club, must meet certain standards. With the exception of the Facebook group, these are public platforms and content is available for other clubs and potential new members to see. It must reflect the image of the Club as a safe and friendly place to play hockey with a competitive but fair attitude to the game.

Posts must be:

Factual, and not biased by the author’s opinion;
Not intentionally offensive to anyone;
Not inflammatory, or intended to cause or add to dispute.

Responsibility for the maintenance of these standards sits with the Communications Officer.

Players are free to post opinions on personal social media sites, and the Club would expect the same standards of behaviour already set down in the Member's Code of Conduct.

Before the start of each season, the access passwords to the Club accounts will be changed. Any member wishing to post on the accounts must first sign up to these guidelines and be approved by the Communications Officer before the password is re-issued. The accounts will be reviewed throughout the season, and if the committee feels that they are being abused, the passwords will be changed and access restricted.

The Club accounts are:

Instagram - @ashfordhockeyclub
Facebook (public page) - https://www.facebook.com/Ashford.HC
Facebook (private group) - https://www.facebook.com/groups/AshfordHC
Twitter - @Ashfordhockey
TikTok -