Oulton Park Cricket Club (hereafter referred to as "the Club") is committed to protecting and respecting the privacy of its members, volunteers, and stakeholders in compliance with the General Data Protection Regulation (GDPR) and relevant UK data protection laws.

This policy outlines how the Club collects, uses, stores, and protects personal data.
 

1. Data Controller

The Club is the data controller, responsible for determining how personal data is processed and for what purposes.

For inquiries regarding data protection, please contact:
Oulton Park CC Chairman: Mike Cook
Email Address: oultonparkcc@gmail.com
 

2. Data We Collect

The Club may collect the following personal data:

1. Members and Participants:
   o    Name, date of birth, gender
   o    Contact details (address, email, phone number)
   o    Emergency contact information
   o    Medical information relevant to participation in activities
   o    Payment details (e.g., for membership fees)
   o    Photographs and video recordings taken during Club activities
2. Volunteers and Staff:
   o    Identification and contact details
   o    Relevant qualifications and certifications (e.g., coaching credentials, DBS checks)

3. How We Use Your Data

The Club uses personal data for the following purposes:

• To manage memberships and communicate with members about fixtures, training, and events
• To ensure the health and safety of participants during activities
• To process payments and maintain financial records
• To promote the Club through marketing materials, including images and videos
• To comply with legal obligations, such as safeguarding requirements

4. Legal Basis for Processing Data

The Club processes personal data under the following lawful bases:

• Consent: For marketing purposes and the use of photographs or videos
• Contract: To manage memberships and provide services to members
• Legal Obligation: To comply with safeguarding laws and financial regulations
• Legitimate Interest: For the efficient management and operation of the Club

5. Sharing Data

The Club does not sell personal data to third parties. Data may be shared with:

• Governing bodies such as Cheshire Cricket Board, or England Cricket Board for registration purposes
• Event organisers and insurance providers for participation in activities and competitions
• Coaches, team managers, or volunteers to fulfil their roles
• Regulatory authorities, where legally required

6. Data Retention

The Club retains personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. The Club keeps data in accordance with the guidance set out in the current UK GDPR legislation:

• Membership records: Retained for the duration of membership plus 2 years
• Financial records: Retained for 6 years to comply with audit regulations

7. Data Security

The Club implements appropriate technical and organisational measures to protect personal data, including:

• Secure storage of physical and electronic records
• Restricted access to personal data on a need-to-know basis
• Regular review and update of data protection procedures

8. Your Rights

Under GDPR, you have the following rights regarding your personal data:

• Access: To request a copy of your data
• Rectification: To correct inaccurate or incomplete data
• Erasure: To request the deletion of your data (where applicable)
• Restriction: To limit the processing of your data
• Portability: To obtain a copy of your data in a transferable format
• Objection: To object to the processing of your data for specific purposes

To exercise these rights, contact the Club Chairman using the details provided above.

9. Use of Photographs & Videos

The Club may take photographs and videos during activities for promotional purposes. Consent is obtained upon membership registration. Members can withdraw their consent at any time by contacting the Club.

10. Complaints

If you believe the Club has breached GDPR, you can discuss this with the Club’s Chairman by emailing oultonparkcc@gmail.com, or you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk
Phone: 0303 123 1113

11. Policy Review

This policy will be reviewed annually or as required to reflect changes in data protection laws or Club practices.

Last updated 12th January 2025