Our Privacy Policy

This notice describes why and how Sevenoaks RFC collects and processes personal data in relation to our members and players, including our use of the Game Management System (GMS) provided by the Rugby Football Union (RFU).

This notice also describes your data protection rights, including a right to object to some of the processing which we carry out.

Our Commitment to Data Security.

Sevenoaks RFC takes its responsibilities around safeguarding personal data very seriously and will take great care to ensure that your personal data is handled appropriately in order to secure and maintain your trust and confidence in the Club.

The Club President is registered with the Information Commissioner as a ‘Data Controller’ for the purposes of the Data Protection Act 2018 (Registration Number Z1464593). The President ensures that Sevenoaks RFC handles all personal data in accordance with the Act and is supported by the Club’s Assistant Secretary who undertakes the role of Data Protection Officer.

You can contact the President, or the Club’s Data Protection Officer at the following addresses: Sevenoaks Rugby Club, Knowle Paddock, Sevenoaks, Kent, TN13 3RP, Tel: 01732 452351.  

https://sevenoaksrugby.com/contact

Some data may be shared with the Rugby Football Union (RFU), and our Country Governing body, Kent Country Rugby Football Union (KCRFU) which may use such data to regulate, develop and manage the game of Rugby Union Football (the Game). Further details of the use of data by RFU and KCRFU can be found in their respective privacy statements.

RFU – https://www.englandrugby.com/about-rfu/rfu-policies/privacy-policy 

KCRFU – http://www.kent-rugby.org/wp-content/uploads/2018/04/Data-Protection-Policy-2.pdf 

What personal data do we collect?

When registering with us as a member or as an employee, the personal information we collect from you is kept to a minimum and contains nothing that is sensitive or special in nature.

We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This is to maintain our membership list and keep it up to date. Equally if employed by the Club, we will collect information relevant to pursue your contract and make subsequent payments. We also collect and process your personal information to enable us to manage both the playing and social functions of the Club and on occasion to promote the benefits available to you as a member.

This includes:
your name
your gender

your date of birth,
your RFU ID (as assigned in GMS)
your home address, email address and phone number;
your passport and NI details, where we have to check your eligibility or ability to work for us;
your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
your payment and/or bank account details, where you provide these to pay for membership;
your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

The Club utilise a commercial software solution called ‘LoveAdmin’ in order to manage membership records. ‘LoveAdmin’ helps automate many common admin tasks that when done manually could risk a data breach and is GDPR compliant in design. The ‘LoveAdmin’ Privacy Policy can be viewed here https://www.loveadmin.com/privacy-policy/.

We may also utilise specialist software applications to elevate performance through video and analytics. Access to such software is strictly limited to the Senior Coaching Team.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.

We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.

We may also receive information from Kent RFU for the purposes of administering rugby across the county and from local authorities and the Police for the purposes of safeguarding children and young people.

How do we process your personal information, and what is the legal basis for such use?

We are a local community Rugby club with a senior section which runs four teams most weekends and has one of the largest youth sections in the county with over 850 boys & girls. We want to provide a professional (with a small ‘p’) environment for our teams to both support the senior sides in their ambition to succeed but also provide the right development and care for our junior members as they transition through the Academy and into our senior sides.  We rely on and have been successful in fast-tracking our home-grown talent into our representative sides and want to continue to improve that record. 

We use your personal data to pursue our legitimate interests, specifically:

●        To manage and administer your membership and your involvement with our teams and wider club, and to keep in contact with you for these purposes.

●        We also use your personal data to administer a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership or any merchandise, pay for a tour or enter any Club lottery.

●        We will also use data to maintain records of our performances and history, including match reports, score lines and team sheets.

●        To further publicise both playing and social events through the occasional use of members images.

●        We use data collected via data activated cash tills for the purposes of administering membership and maintaining the financial records of the club. Such data may be used to investigate incidents at the club or its premises.

We will also process personal data to meet our legal obligations:

●        We will maintain records such as health and safety records and accounting records in order to meet specific legal requirements.

●        We will ensure that if as a member you work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.

●        Where you hold a role at the Club requiring us to check your right to work, we may process information to meet our employment obligations.

●        We may respond to requests by government or law enforcement authorities conducting an investigation.

Additionally, we will seek your explicit consent to use your personal data to:

●        Send you news, materials and offers by post or by phone, or by email.

●        We may use personal data to invite members to take part in market research.

●        To enable you to participate in our club lottery/prize draw.

Your consent can be easily withdrawn at any time by contacting the Assistant Club Secretary.

Our web site is used to promote the Club. The web site does not use cookies.

Direct Marketing

The Club will not use your personal data for any direct marketing purposes whatsoever.

Who do we share your information with?

Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may also be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the Club’s legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and providers of ‘LoveAdmin’ for the purposes of managing and administering our club website.

The Club may from time to time negotiate favourable offers with third parties, these include companies who provide leisure and sporting activities, as well as retailers. We do not share your personal information with any of them. We will communicate offers to members either by posting them on our web site, and by email. We do not carry out direct marketing, nor do we do so on behalf of any third party.

Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.

The period for which we will keep your information

We will retain your personal information for the period of your membership, if you leave your information will be removed from our membership list, and other files after eighteen months. The retention period has been set to allow for seamless re-joining the following season which is a frequent occurrence. If you would like your personal data removed immediately please contact the Membership Secretary.

Where we process personal data in connection with performing a contract or for a competition, we keep the data for 6 years from your last interaction with us.

Transferring your information internationally

We do not transfer personal data to individuals or organisations in other countries either within or outside of the European Economic Area.

Your Rights.

We acknowledge your right to be informed also to request confirmation regarding the personal data we hold about you, your right to be provided with copies, also a number of other rights such as a request for us to stop processing your personal data or to have it removed from our data base.

Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time. You can exercise these rights by contacting the Assistant Club Secretary at the address shown above ideally in writing or by email, we may require further proof of your identity before acting upon your request.

We also respect your right to withdraw your consent for us to process your personal data at any time. Should you wish to exercise this right we will remove your personal data from our data base as soon as possible.

You also have the right to complain to the regulatory body for the UK, the Information Commissioners Office, www.ico.org.uk if you believe we have breached the data protection act. 

Data security
To secure personal information on ‘Love Admin’, access to your data is password protected and accesses is restricted and controlled by the Club’s Membership Secretary.

Changes to our Privacy Policy
We review our data protection and privacy procedures and policy regularly and post any changes to our Privacy Policy on our web site. We will inform you via email of revisions to the privacy policy.