Privacy Notice

 
section

Privacy Notice - 24-May-2018

Edinburgh Sports Club - Privacy Notice

In it you can find all the information you need about how we use your personal data.

Who are we

Edinburgh Sports Club is located at 7 Belford Place Edinburgh EH4 3DH. The club is affiliated to Scottish Squash, LTA, Table Tennis Scotland and the Scottish Padel Federation.

Personal Information we collect

Edinburgh Sports Club will be a “controller”of the personal information that you provide to us in this form, unless otherwise stated. As a member or a visitor we may collect the following:

  • Your name, date of birth, gender, postal and email addresses, telephone number(s)
  • If you provide evidence in support of membership we will keep it on file.
  • We keep details of your membership package and fees for you and others linked to your membership and the payments you make to us.  If you pay your membership and other fees by direct debit we keep a record of your bank details.
  • If you pay for goods and services in our club by card we record your payment card details.
  • We keep a record of when members swipe in to the Club using their membership card. We keep a note of guest passes issued to members.
  • If you use our website we record information about the URL you came from, your device’s IP address, your browser type and information about where your device is located.
  • We use CCTV for the prevention and detection of crime and the health and safety of guests, members and staff. We use information about website usage to make our website easier to navigate.

Why we need Members personal information – contractual purposes

We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:

• provide you with core member services including, insurance, licensing and PVG checks;

• set up your online membership account and administer your account online; and

• send you membership communications by post or email in relation to essential membership services, including but not limited to, membership renewals and information on membership benefits.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Why we need Visitors personal information – contractual purposes

We need to collect our visitors’ personal information so that we can manage your visit to the club. We will use visitors’ personal information to:

  • provide core services, such as and not limited to coaching, insurance and licensing

Why we need your personal information – legitimate purposes

We also process our members’ personal information in pursuit of our legitimate interests to:

• promote and encourage participation in the sports we offer sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;

• provide competition in the sports we offer by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;

• develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements; and

• respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sports we offer. We will use your personal information to investigate your complaint, suspend membership and take disciplinary action where appropriate.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on info@edinburghsportsclub.co.uk. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Why we need Visitors personal information – legitimate purposes

We also process visitors’ information in pursuit of our legitimate interests to:

• promote and encourage participation in the sports we offer sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;

• provide competition in the sports we offer by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;

• respond to and communicate with visitors regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sports we offer. We will use your personal information to investigate your complaint, suspend access and take disciplinary action where appropriate.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on info@edinburghsportsclub.co.uk. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member or a visitor.

Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our members and visitors for the purposes of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with

We value your privacy and do not sell your information to any third parties under any circumstances.

We share your personal information with external online providers for the sole purpose of providing members with services such as a booking system, email distribution and leagues. See below for more information on how we protect your personal information.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with our professional and legal advisors for the purposes of taking advice.

We may share your personal information with Sports Governing Bodies pertinent to the club who will become a controller of your personal information when they receive it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How we protect your personal information

Your personal information is stored on site both electronically and in hard copy. All those who have access to and are associated with the processing of personal information are legally obliged to respect the confidentiality of any information they need to access in order to carry out their work for the purposes of running the club.

Where personal information is held off site by a third party, e.g. online provider we will always ensure we have the necessary contracts in place to ensure the security of your data.

How long we keep your personal information

We keep the information that you provide or that we collect only for as long as we need to in line with the reason it was collected. More detail is given below for each category of information.

Visitors

We keep your contact details for up to four years after your first enquiry. We keep enough information to record your communication preferences indefinitely in order to avoid sending you unwanted information in future.

We keep correspondence for seven years in case you contact us again about the same subject.

Members and ex-members

We keep your contact and identification details, usage and attendance details and information about your personal circumstances during your membership and for up to seven years after it ends so we can respond in the event of any query about your membership. We may keep certain information for longer than this if we have a compelling reason for keeping it.

We keep enough information to record your communication preferences indefinitely in order to avoid sending you unwanted information in future.

We keep correspondence for seven years after you leave in case you contact us again about the same subject. We keep details of incidents for three years after the date of the incident.

We keep payment details during your membership and for seven years after you leave in line with the BACS code of practice.

CCTV recordings are deleted automatically after 20 days unless they are retained in connection with an investigation, in which case we keep them until after the investigation is concluded.

We do not store any data received from your wearable device.

We store details about your child for a year. We will ask you for a new health and safety form for your child each year.

Your rights

You can exercise any of the following rights by writing to us at info@edinburghsportsclub.co.uk.

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a “subject access request”;

• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information; you have a right to request that we restrict the processing of your personal information for specific purposes; and

• if you wish us to delete your personal information, you may request that we do so.

• Any requests received by Edinburgh Sports Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk