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GWFC - Privacy Policy

 

GUERNSEY WALKING FOOTBALL LBG (‘GWF’) PRIVACY NOTICE
October 2020

About this notice

GWF is committed to protecting your personal data when you are using our services. Personal data is any information relating to an identifiable living person who can be directly or indirectly identified, in particular reference to an identifier such as a name, postal address, email or ISP address and/or cookies.

This privacy notice relates to our use of any personal data that we collect from you.

We will comply with data protection law which requires that personal data we hold about you is:

  • Used lawfully, fairly and in a transparent way,
  • Collected only for valid purposes that we have clearly explained to you and not in any way incompatible with those purposes,
  • Relevant to the purposes we have told you about and limited only to those purposes,
  • Accurate and kept up to date,
  • Kept only as long as necessary for the purposes we have told you about,
  • Kept securely,

This privacy notice will, therefore, inform you as to who we are, what personal data we collect, the purposes for which we use it, for how long we retain it and how we keep it secure, your rights in relation to your personal data and how you can contact us to discuss, query or obtain details of the personal data we hold about you.

  1. Who we are

GWF is registered in Guernsey with a company number 67297 and as a Charity registered number CH629. Its registered office is The Coach House, St Peter Port Guernsey.

How to contact us :-  we can be contacted directly about your personal data by email at info@gwfc.gg.

  1. What personal data we process

We collect and process personal data from those playing walking football under the auspices of GWF that we deem necessary to keep you safe as we can in the event of an accident or emergency whilst you are participating in any event associated or relating to the activities of GWF. This data is collected with your consent, complies with legal obligations and to pursue our legitimate interests (and where your rights do not override our interests). We may from time to time also collect other data for other purposes in which case we will inform you accordingly.

  1. How we will inform you about our privacy notice

You can request a free hard copy of this privacy notice by contacting us using the details set out above.

We will not use your personal data for any purposes other than those set out below without first informing you of our intention to do so.

Changes made to this privacy notice will be updated on our website and clearly signposted on key documents.

  1. The purposes for which your personal data is collected and processed

This will principally be name, address and contact details, contact names, telephone numbers, email addresses and medical data.

This data will allow us to contact you or the personal you have designated as contact name if necessary and be in a position to provide relevant medical information to suitably qualified medical personnel in the event it becomes necessary to do so whilst you are participating in a club related activity.

Note: No telephone calls are recorded for any purpose whatsoever

We may collect and process electronic and hardcopy correspondence and other documentation where we have a legitimate interest. When you contact GWF for any reason, we may keep a record of our communication to help us deal with any queries that may arise.

IP addresses and cookies – when you access our website and web portal we may collect data relating to your computer including its IP address. Such data is anonymous in its form and allows us to carry out statistical analyses of browsing behaviours. Our website uses cookies such as Google Analytics to collect information about how you use our website. A cookie is a small text file that is placed on your hard disc by a web page server. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you. The cookies provide us with anonymous information showing us the number of visitors to our website, the device used to access it and which web browser they are viewing it on.

For further information on cookies visit www.aboutcookies.org or www.allaboutcookies.org

  1. Who we will share your personal data with

We will only share your data where there is a legitimate reason to do so. Principally this will be where it is in your benefit to do so, for example a suitably qualified medical practitioner in the event of accident or emergency in a club related activity. Limited data may be shared with other bodies such as Guernsey Sports Commission where there can be demonstrated a potential value to both you and the club. We will also share data where we are legally required to do so.

  1. How long we retain your personal data

Your personal data will be retained by us for as long as there remains a valid lawful basis for retaining it. We will keep data retention under regular review.

  1. Your rights as a data subject

To ensure fair and transparent processing it is important that we inform you of your rights with regards to how your personal data is processed. Where you wish to exercise a right, we have signposted the best contact details for you to get in touch with us (see 1 above). Naturally, we will need to confirm your identity before your request can be processed.

    1. Your right to be informed – this is our privacy notice which informs you of who we are, why we are processing your personal data, with whom we share your personal data and how we have collected it. These details are set out above. If you would like to discuss this privacy notice or suggest ways in which we could improve the content or its communication then please email us at the address shown in 1 above.
    2. Your right to access – as a data subject you have the right to access the personal data we hold about you and check that we are lawfully processing. In line with current legal requirements we do not have a data protection officer due to the nature and volume of our processing activities. Once we receive a request we will ask you to verify your identity and ask you to specify the data or processing activity that you require so that we can confirm your expectation and respond within one month. We do have the right to refuse a request should it be manifestly unfounded or excessive and we can apply a reasonable fee and/or extend the time to respond should the request prove to be complex. -
    3. Your right to rectification – where personal data is inaccurate or incomplete you have the right for it to be rectified on our systems. In such cases we will act promptly to put things right. So that we can quickly resolve your query we may ask you to provide some supporting evidence to show that the data needs to be altered.
    4. Your right to erasure – this right enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to withdraw consent (see below).
    5. Your right to restrict processing – this enables you to ask us to restrict the processing of your personal data. (for example, if you do not want us to erase your data you my ask us to restrict our processing activities instead).
    6. Your right to data portability – to help strengthen your control over your data, you have the right, in certain circumstances, to receive personal data from us in a format which allows you to easily access it. We may ask you to specify what data you wish us to provide to you, or we may direct you to an existing service that we already provide where you can freely obtain the information. Where we can we will try to provide you the data in a common format which is transferable to other data controllers.
    7. Your right to withdraw consent – in circumstances where you may have provided your consent to the processing of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing activity at any time. To withdraw your consent, you can contact us at info@gwfc.gg. Once we have received notification that you have withdrawn your consent, we will no longer process your data for then purpose or purposes you originally agreed to, unless we have another lawful basis for doing so.

  1. Reporting a concern to us or to the Data Commissioner’s Office

    If you have a concern regarding how we handle your personal data, then kindly request that you inform us about it first so that we can work with you to resolve it. You can report a concern or raise a complaint with us initially at the email addresses in 1 and 7.7 above. We aim to acknowledge your complaint within two business days and provide a resolution within 28 days. If we are unable to meet this time scale we will write to notify you in advance.