Privacy notice

York Croquet Club: Privacy Notice

Introduction

This privacy notice describes how York Croquet Club processes personal information (“the data”) it holds about you, or that you are about to share with it. The Club will endeavour to meet its obligations under the General Data Protection Regulation (“GDPR”) to process your information fairly, but this notice outlines your rights if you wish to discuss how it treats your information.

Identity and Contact Details

The controller of the data is York Croquet Club (“the Club”), which is an unincorporated association of its members. Its address is Scarcroft Green, Scarcroft Road, York YO24 1DD. It can be contacted through its Secretary at yorkcroquet@gmail.com or 07981 049174. The Club has not appointed a Data Protection Officer under GDPR: its committee is collectively responsible for its obligations. The data is processed by Club members acting in a voluntary capacity on its behalf and by internet service providers hosting its website and email services.

Purpose and Lawful Basis for Processing

The Club processes (or will process) information about members in order to administer membership and/or support its activities, for example the tournaments it runs and the entertainment of visiting groups. The lawful basis for holding membership records is to fulfil the contract with an individual as a member (or potential member) of the Club. More generally, the basis for the processing described above is that it is in the legitimate interests of the Club in pursuit of the aims stated in its documentation, the member concerned  and/or the sport more widely. The Club may also process personal data relating to current or potential contracts with landlords, suppliers or service providers, under the lawful basis of fulfilling or entering into those contracts.

Categories of Personal Data

The Club may hold and process the following categories of personal data about its current or potential members, tournament players and visitors: name; contact details (e.g. postal and email addresses and telephone numbers); financial information relating to subscriptions and other transactions; handicaps, rankings and qualifications; information relating to committee membership or other service to the Club; competition and tournament entries, management and results, including selection for and participation in Club teams; disabilities, such as colour vision deficiency, where to do so would facilitate participation; data relating to contracts with third parties, as noted above.

Information Sharing

The Club will share your data with The Croquet Association if you elect to become a member of it or play in a tournament subject to its regulations, and may do so with other individuals, clubs and federations connected with the sport, in connection with your participation in it. The Club will publish your name, contact details, membership class and handicap(s) in membership lists made available on site and to fellow members, to facilitate contact between members and to help them arrange games.

The Club uses the online password-protected CroquetBooking lawn booking system hosted by Campbell Morrison of Edinburgh CC. It also uses the online password-protected MemberMojo membership database for clubs, associations and charities. It will as appropriate provide results of ranking games to ranking officers working on behalf of the World Croquet Federation and may publish tournament results and other information about Club activities on www.croquetscores.com or the CA’s, Federation or its own websites. The Club does not share your data with any other club or administrator, but manages its own membership lists. All aspects of Club membership lists are controlled by the Club Membership Secretary and administrators, and personal information can be seen only by fellow Club members. The Club will not share with existing Club members data about potential members (and vice versa) until potential members have paid a subscription to become Club members. The Club will not pass your data to other organisations without your consent, unless under a legal obligation to do so.

International Transfers

Data processed by the Club will be held on servers held in the UK, European Union or countries which have equivalent data protection safeguards.

Retention Periods

Except where required for archiving purposes (e.g. results of tournaments and Club competitions and records of Club activity, such as minute books and membership lists), data about you will be deleted not later than six years after you last had financial dealings with the Club.

Your Rights

You have the right to object to how the Club processes your personal information. In particular, you can request that your contact details are not shown in published membership lists, although anyone requesting this will be unable to take advantage of much of what the Club has to offer. You also have the right to access, correct, and, in some cases, delete and restrict the use to which your information is put. In addition, you have the right to complain to the Club (via the Club Secretary or another member of the Committee) and to the Information Commissioner at http://ico.org.uk/global/contact-us . Please contact the Club Secretary in the first instance if you have any queries or concerns.

Data Sources

The primary source for information about the Club’s members, tournament players and visitors is the people themselves. For those who take advantage of Croquet Association membership, information may also be taken from its website.

Automated Decision Making

Software may be used to produce draws and orders of play for tournaments, but otherwise no automated decision making software is used by the Club.

Consequences of Failing to Provide Data

If you do not provide the information required by the Club to become a member, enter a tournament or visit the Club then you will be unable to do so.

All Club members are alerted to this policy and any updates to it. A copy of this policy is available to Club members in the Clubhouse and on the Club website www.yorkcroquet.org

April 2022