GDPR

This includes information of other services that the club feels will be of interest, such as availability of tickets for international games, forthcoming club social events and news items.

Some data is shared with the RFU, who use your data to regulate, develop and manage the game.

Data is also shared with Pitchero.com for the publishing and upkeep of the club's website: pitchero.com/clubs/newmiltondistrict for the distribution of informational email communications.

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. New Milton & District RFC does not provide personal information to marketing companies.

Amongst the data we collect from you, may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can ensure that you are supported appropriately.

Where you partake in a particular role within the game, you may be required to undergo a Disclosure and Barring Service check, using the RFU's eDBS system. The result of this check will be put into your Game Management Service (GMS) record. GMS is administered and protected by the RFU.

What Does This Policy Cover?

This policy describes how New Milton & District RFC (also referred to as 'the club', 'we' or ‘us’) will make use of the data we handle in relation to our members and players, including our use of the Game Management System 

(GMS) provided by the Rugby Football Union (RFU). The policy also describes the RFU's use of data on GMS.

It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights and how to exercise them, is set out in the 'What rights do I have' section.

What information do we collect?

We collect and process personal data from you or your parent when you join the club and when we carry out annual renewals of your membership.  

This includes:

• your name
• your gender
• your date of birth
• your RFU I.D.  (as assigned in GMS)
• your home address, email address and telephone numbers
• your passport details for non UK passport holders, wishing to be registered to play for the club
• your type of membership,  your involvement in particular teams,  or any key role you may have been allocated, such as Chair, Safeguarding Lead,  Membership Secretary etc.
• your medical conditions or disability, where you provide this to us with your consent (or that of your parents), 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 with on and off the pitch, also within health and safety records.

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 from your parents.

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

How do we use this information and what is the legal basis for this use?

We process this personal data for the following purposes:

To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition,  

This includes:

• taking payments
• communicating with you
• providing and arranging the delivery or other provision of products,  prizes or services

As required by the club to conduct our business and pursue our legitimate interests.  

In particular:

we will use your information to manage and administer your membership and your involvement with our teams and club and to keep in contact with you for these purposes

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

we use data of some individuals to invite them to take part in market research

Where you give us consent:

we may handle medical or disability information you, or your parents, have provided to us in order to ensure we can support you appropriately

on other occasions where we ask your consent, we will use the data for the purpose which we will explain at the time

For purposes required by law:

we maintain records such as health and safety and accounting records in order to meet specific legal requirements

we ensure, where you work with children,  that you have undergone an appropriate DBS check. This also is only with your consent

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

How does the RFU use my information?

The RFU provides GMS, but makes its own use of the following information:

• your name
• your gender
• your date of birth
• your RFU  I.D.  (as assigned in GMS)
• your home address,  email address and telephone numbers
• your type of membership and involvement in particular teams at the club, or any key role you may have been allocated, such as Chair,  Safeguarding Lead, membership secretary etc.

The RFU uses this information as follows:

As required by the RFU to conduct its business and pursue its legitimate interests, in particular:

communicating with you or about you where necessary to administer rugby in England,  including responding to any questions to the RFU about GMS

administering and ensuring the eligibility of players,  match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players where they are registered for a disabled league or team,  or in relation to anti-doping matters

maintaining records of the game as played in England,  in particular maintaining details of discipline and misconduct

monitoring use of GMS and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS

maintaining statistics and conducting analysis on the make-up of rugby's participants

ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies and registration of players

communicating with you to ask for your opinion on RFU initiatives

For purposes required by law:

The RFU will ensure, where you work with children and where this is required, that you have undergone an appropriate DBS check. This is also carried out with your consent.

The RFU may respond to requests by government or law enforcement authorities conducting an investigation.

Withdrawing consent, or otherwise objecting to direct marketing.

Wherever we rely on your consent, you will always be able to withdraw that consent; although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests.   

You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or contact us using the details set out below in the ‘How do I get in touch with you or the RFU? ‘section.

With whom will we share this data, where and when?

In addition to sharing data with the RFU, we will share your data with:

Some limited information may be shared with other stakeholders in rugby, such as other clubs, constituent bodies, referee societies, league organisers in order for them to maintain appropriate records and assist us in organising matches and administering the game.

Personal data may 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 RFU'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 web based services including Pitchero for NMRFC for email broadcasts.

Personal information is never knowingly sent outside the EEA. Emails and information distributed may be received outside the EEA, but this will be in relation to the recipient's location upon receipt (e.g. whilst on holiday).

What rights do I have?

You have the right to ask us for a copy of your personal data, to correct, delete or restrict processing of your personal data and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format

Additionally, you can object to the processing of your personal data in some circumstances, in particular where we do not have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing.

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.

To exercise any of these rights, you can get in touch with us – or, as appropriate, the RFU or its data protection officer using the details below. If you have unresolved concerns, you have the right to complain to the Information Commissioner's Office.

Much of the information listed above must be provided on a mandatory basis, so that we can make the appropriate legal checks and register you as required by the RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as any medical conditions. If this is not provided, we may not be able to provide you with appropriate assistance, service or support.

How do I get in touch with you or the RFU?

We hope that we can satisfy queries you may have about the way we process your data.  If you have any concerns about how we process your data,  then please contact the club Honorary Secretary at  nickehanmer@gmail.com or by writing to his home address:  

Walsingham, Andrew Lane, Ashley, New Milton, BH25 5QD

Should you have any concerns about how the RFU process your data, you can reach them at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Rd, Twickenham TW2 7BA

How long will you retain my data?

We process the majority of your data for as long as you are an active member and for three years after that

Where we process personal data for marketing purposes or with your consent, we process the data for three years unless you ask us to stop. We will only process the data for a short period after this to allow us time to implement your request. We will also keep a record of your request to stop receiving direct marketing, in order to respect your wishes.

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

We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU's privacy notice on   www.englandrugby.com

Records of your involvement in a particular match, on team sheets, on result pages, or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.