Data Protection Policy

Data Protection Policy

Summary of how we & the WRU use your data

• Gilfach Goch RFC uses your personal data to manage & administer your membership & your involvement with its teams & club, & to keep in contact with you for these purposes.

• Some data is shared with the WRU, who use your data to regulate, develop & manage the game.

• Where we or the WRU rely on your consent, any consent we seek for email marketing can be withdraw at any time.

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

• Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the WRU’s eDBS system.

What does this policy cover?

This policy describes how Gilfach Goch RFC (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members & players, including our use of the MyWRU system provided by the WRU. The policy also describes the WRUs use of data.

What information do we collect?

We collect & process personal data from you or your parent when you join & when we carry out annual renewals of your membership. This includes:

• your name

• your gender,

• your date of birth,

• your home address, email address & phone number;

• your type of membership & involvement in particular teams, coaching, or any key role you may have been allocated, such as Chair, Safeguarding Officer, Membership Secretary etc.

• your payment &/or bank account details, where you provide these to pay for membership or international tickets.

• your marketing preferences, including any consents you have given us;

• your medical conditions or disability, where you provide this to us with your 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 & details of any disciplinary issues or incidents you may be involved in on & off the pitch.

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 WRU through MyWRU. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure & Barring Service & WRU on the status of any DBS check you have been required to take.

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

We process this personal data for the following purposes:

• To fulfil a contract, this is relevant where you make a payment for your membership, merchandise, or enter a competition.

This includes:

• taking payments.

• communicating with you.

• providing & arranging the delivery or other provision of products, prizes or services;

• As required by the Club to conduct our business & pursue our legitimate interests in particular

• we will use your information to manage & administer your membership & your involvement with its teams & club, & to keep in contact with you for these purposes;

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

• we use CCTV cameras to maintain the security of our premises internally & externally as requested by the Licensing Officer, & may use this video to investigate incidents at the Club or its premises

• we may choose to send you promotional materials & offers by email  of products & services that you have already bought

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

• Where you give us consent:

• we will send you direct marketing or promotional material by email.

• we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;

• on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.

• For purposes which are required by law:

• we maintain records such as health & safety records & accounting records in order to meet specific legal requirements;

• we ensure, where you will work with children, that you have undergone an appropriate DBS check..

• where you hold a role at the Club, we may process information to meet our statutory duties;

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

How does the WRU use any of my information?

The WRU provides MyWru & the Coaching Locker, but make its own use of the following information:

• your name;

• your gender;

• your date of birth;

• your WRU ID (as assigned in MyWRU);

• your home address, email address & phone number.

• your type of membership & 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 WRU uses this information as follows:

• As required by the WRU to conduct its business & pursue its legitimate interests, in particular:

• communicating with you to administer Rugby in Wales, including responding to any questions you send to the WRU

• administering & ensuring the eligibility of players, match officials & others involved in Welsh rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players,

• maintaining records of the game as played in Wales, in particular maintaining details of discipline & misconduct;

• monitoring use of MyWRU/CoachingLocker, & using this to help it monitor, improve & protect its content & services & investigate any complaints received from you or from others about MyWRU/Coaching Locker;

• maintaining statistics & conducting analysis on the make-up of rugby’s participants;

• ensuring compliance with the current WRU Rules & Regulations.

• For purposes which are required by law:

• The WRU 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 at any time. You can do this by contacting us using the details set out below in the “How do I get in touch with you or the WRU?” section.

Who will we share this data with ?

Some limited information may be shared with other stakeholders in rugby, such as WRU, other clubs, Constituent Bodies, Referee Societies, League organisers, so that they can maintain appropriate records & assist us in organising matches & administering the game. Personal data may be shared with government authorities &/or law enforcement officials.

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

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, or would like to opt out of direct marketing, you can get in touch with d.hughes12@yahoo.co.uk or by writing to us.

If you have any concerns about how the WRU process your data, you can get in touch at info@wru.co.uk or by writing to The Data Protection Officer, Principality Stadium, Westgate Street, Cardiff CF10 1NS

How long will you retain my data?

We will keep your Information for the period of time set out below and use it for the reasons set out

1. where you have purchased membership from us we will hold your data for as long as your remain a member and for a period of 2 years after you cease being a member.

2, where you have purchased an international ticket from us we will use you’re data for 2 years from the date of purchase.

3. where we holding your Information and using it on the basis of consent then we will hold your data until you withdraw your consent.   

4. If required, we will be entitled to hold Information for longer periods in order to comply with our legal or regulatory obligations.