KILCOCK CELTIC FC CLUB MEMBERS PRIVACY NOTICE

WHAT IS THIS DOCUMENT ABOUT?

The General Data Protection Regulation (“GDPR”) requires that “data controllers” provide certain information to individuals in relation to the collection and use of their personal data by the data controller.

Personal data means any information about an individual from which that individual can be identified. It does not include data where the identity of the individual has been removed (anonymous data).

KILCOCK CELTIC FC is a “data controller” in respect of the personal data of its members.

This notice applies to current and former members of KILCOCK CELTIC FC (hereinafter referred to as “you”).

This privacy notice describes how we collect and use personal data about you during and after your membership of our club.

If you require any further information or clarification in respect of this privacy notice, please contact the club Chairman.

WHAT INFORMATION DOES KILCOCK CELTIC FC HOLD ABOUT YOU AND WHY?

Statutory/Contractual Requirement

Personal contact details such as:-

name,
title,
addresses,
telephone numbers, and personal email addresses

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

Date of birth

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

Gender

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

Bank account details

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

Payments made

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

CCTV footage

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

Video footage

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

Photographs

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

ID Documents

Necessary for the purpose of the legitimate interests of KILCOCK CELTIC FC

Vetting Disclosure

Necessary for compliance with a legal obligation

KILCOCK CELTIC FC may also use the following “special categories” of information about you.

The name of any known medical condition your child suffers from

Necessary for KILCOCK CELTIC FC legitimate interests

HOW WILL KILCOCK CELTIC FC USE MY DATA?

KILCOCK CELTIC FC will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

We may process your personal information without your knowledge or consent where this is required or permitted by law.

The typical situations in which we will process your personal information are listed below:

Monitor registration of players and parent/guardians (in the case of Junior memberships)
Monitor payment of club subscription fees
Contact members by email regarding club news or fundraising activities Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

DATA SHARING

We may have to share your data with third parties, including third-party service providers for the following reasons:-

Where it is necessary to administer the working relationship with you; Where required by law;

The following third party service providers process personal information about you for the following purposes:-

Third Party Service Provider

Purpose

• ClubZap football club management software
• Member Registrations
• Marine & General Insurances & Arachas Insurance
• Renewal of Personal Injury insurance or processing of any claims
• Football Association of Ireland
• Requirement to register all club members with the national football association
• Microsoft Office 365
• To aid club administration
• VEO
• The software used for putting together training, match analysis/statistics and social media video content

We require third parties to respect the security of your data and to treat it in accordance with the law. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies.

We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may need to share your personal information with a regulator or to otherwise comply with the law.

DATA SECURITY

ClubZap have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

DATA RETENTION

We will retain your personal information for the period necessary to fulfil the purposes set out in this policy, including for the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for personal data, we consider
the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use of disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Once you are no longer a member of our club we will securely delete your personal information within a year of you ceasing to be a member.

RIGHTS OF ACCESS, CORRECTION, ERASURE, RESTRICTION, WITHDRAWING CONSENT, COMPLAINT

Under certain circumstances, by law you have the right to:-

Access
Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you.

Correction
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Erasure
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object
Object to the processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

Restriction
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Portability
Request the transfer of your personal information to another party.

Withdrawing Consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose. You have the right to withdraw your consent at any time, for that specific processing.

To withdraw your consent, please contact the club chairman. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Complaint

You have the right to make a complaint at any time to the Data Protection Commissioner.

Who to Contact

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the club chairman in writing.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.
We may also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact the club chairman by email at Kilcockcelticfootballclub@gmail.com

Updated May 2023