Last updated July 2018
ClubSport Aberdeen is the “Data Controller” of the personal information that you provide to us, unless otherwise stated.
ClubSport Aberdeen is committed to complying with the Data Protection Act 1998, the General Data Protection Regulation (GDPR) from 25th May 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Our Privacy Promise
· We promise to collect, use and store your personal information in a safe and secure way;
· We promise to only use your personal data for the specific purposes stated;
· We promise to keep you informed about how we use your information and who we give it to.
What we need
When you Become a ClubSport Aberdeen customer we may ask you for the following information to give you the best possible service:
· Contact details – name, address, email address and telephone / mobile numbers;
· Club constitution
· Bank / building society statement;
· Coach information – level of qualification, PVG number;
· Safeguarding policy;
· Safeguarding Officer’s name and email address
· Strategic Plan
ClubSport Aberdeen is required to identify a ‘lawful basis for processing’ your data. ClubSport Aberdeen has identified consent, legal obligation and legitimate interest as the lawful basis, as set out below.
Why we need personal information – Consent – we will expressly ask your consent to collect and use this information
When you buy a service from us you will be asked if you want to receive relevant information from us about the work of ClubSport Aberdeen in helping to keep the city active and the latest information on services and offers relevant to you.
We may use your personal information to provide you with general marketing information which links with our aims by sending members’ communications for future promotions, events and new initiatives.
Our Marketing Promise
You are always in control – you can choose how to receive information;
We will never bombard you with information;
We will never sell your data or share with others.
When we process your personal information using consent, you have the right to withdraw consent at any time. Please email firstname.lastname@example.org at any time or telephone 01224 507691 during normal office hours. Alternatively, you can click on the ‘unsubscribe’ link at the bottom of emails.
Why we need personal information – Legitimate Interest - we have identified a business reason to use your personal data. We have conducted assessments to make sure that the benefits to you are equal to the benefits to us.
We also process our members personal information in pursuit of our legitimate interests to:
· Respond to and communicate with members’ / customers’ regarding your enquiries, comments, support needs or complaints and concerns in relation to our services. We will use your personal information to investigate your complaint and provide a response to you;
· Monitoring members’ engagement and participation through membership usage and inviting our members to participate in surveys for research and development purposes;
· We may take photographs or film our events and your personal information may be captured in this way, which we will use subsequently to publicise our business activities for promotional, educational and business development purposes;
· Use your anonymised data for the purposes of reporting participation figures and programme outcomes to our partners, including Aberdeen City Council, sportscotland, national governing bodies of sport (NGB’S),
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 email@example.com 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 personal information – Legal Obligation -we have a legal requirement to record certain information
We may be required to share your personal information with statutory and regulatory authorities and organisations to comply with statutory obligations and for the purposes of safeguarding children and vulnerable adults. This includes Police Scotland.
When you use our website
ClubSport Aberdeen collects information about how you use clubsportaberdeen.org via our website and the devices(s) that you use to access this service. This includes collecting unique online identifiers such as IP addresses, which are numbers that uniquely identify a specific computer or other network device on the internet.
Strictly necessary: these cookies are essential for certain features of our website to work eg when you wish to make a payment for membership. These cookies do not record identifiable personal information and we do not need your consent to place these cookies on your device. Without these cookies some services you have asked for cannot be provided.
Managing cookies: if you’d prefer to restrict, block or delete cookies from ClubSport Aberdeen you can use your browser to do this. Each browser is different, so check the ‘Help’ menu of your particular browser to learn how to change your cookie preference. If you choose to disable all cookies, we cannot guarantee the performance of our website and some features may not work as expected.
Links to other websites: This privacy notice does not cover the links within this site linking to other websites. We’d encourage you to read the privacy statements on the other websites you visit.
Other uses of your personal information
We may ask if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy note with information on how we will use your information for these additional purposes.
Who we share your personal information with
We may be required to share your personal information with statutory or regulatory authorities and organisations to comply with statutory obligations, for example Disclosure Scotland, Police Scotland and Aberdeen Health and Social Care Partnership for the purpose of safeguarding children and vulnerable adults.
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.
We do not sell your personal information
How we protect your personal information
Your personal information is stored electronically and our servers are based in Manchester, UK, and is only accessed by authorised staff for the purposes set out above.
Where your personal information is transferred out with the EEA, we will provide you with information regarding the safeguards that we have in place with the recipient country to protect your personal information.
How long we keep your personal information
We will only keep your personal information for as long as necessary to provide you with our services. Unless you ask us not to, we will review and possibly delete your personal data where you have not used our services for 1 year.
We will keep financial files relating to processing your personal information for 6 years. Where you have had a debt with us, personal information will be retained for 6 years after the debt has been paid off.
Changes to this privacy notice
We will keep this privacy notice under regular review and we will place any updates here. At the start of this privacy notice, we will tell you when it was last updated.