Privacy Notice | Coventry Emerald CSC

PRIVACY NOTICE

This notice applies to the processing of personal information in relation to membership and other activities associated with the Coventry Emerald Celtic Supporters Club.

References to we, our or us in this privacy notice are references to the Coventry Emerald Supporters Club.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, our Committee Members have overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your relationship with us. This notice explains how we comply with the law on data protection and what your rights are.

For the purposes of data protection we will be the Controller of any of your personal information that we collect.

1. PERSONAL INFORMATION WE COLLECT

We may collect the following types of personal information about you:

Contact details: information that allows us to identify and contact you directly such as your name, email address, telephone number, date of birth, and postal address.
Emergency Contact: name and address of a person nominated by you, whom we should contact only in the event of an emergency occurring that impacts you, while you are attending an Event with us.
Details of the correspondence (including e-mail correspondence) you send and receive from us: this includes letters and emails, SMS, MMS and other electronic communication.

Photographic or Video Images: We may collect still or video images of you in the course of Events we attend as a club or other activities organised by us.

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION

We do not collect, store or use the following “special categories” of more sensitive personal

information regarding you:

information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
information about your trade union memberships;
information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
biometric information about you, for example fingerprints, retina scans.

We will also not collect, store and use any criminal records information in relation to you.

3. SOURCES WE COLLECT YOUR PERSONAL INFORMATION FROM

We will only collect personal information in the following way:

Directly from you: when you register as a member of the Coventry Emerald Celtic Supporters Club, when you indicate that you may wish to attend an event, complete forms we provide to you, respond to a survey, use our website, make a complaint or communicate with us directly in some other way.
From a third party or other members: We may collect photographic or video images of you taken by other members or third parties.

4. WHAT WE USE YOUR PERSONAL INFORMATION FOR

The table below describes the main purposes for which we process your personal information, the

categories of your information involved and our lawful basis for being able to do this. Which will apply will depend upon the nature of your relationship and interactions with us. The definitions of these Lawful Basis can be found on the ICO website. https://ico.org.uk

For some of your personal information there may be a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to properly manage your membership or comply with our legal obligations and we may have to terminate our relationship.

For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly manage your membership.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

We may anonymise and aggregate any of the personal information we hold (so that it does not directly identify you). We may use this anonymised and aggregated information for purposes that include testing our IT systems, research, data analysis, improving our website and developing new products and services.

5. WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We may share personal information with the following:

Service providers and advisors to us: such as companies that support our IT (e.g. the online membership system), organise events for us, process payments, send communications to our members, provide us with legal, or financial advice and generally help us fulfil our obligations as a membership club.

We do not disclose personal information to anyone else except as set out above unless we have your consent or we are legally obliged to do so. We do not sell your data.

6. DIRECT MARKETING

We do not use your information for marketing purposes.

7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY

The personal information we collect about you is not transferred to or stored in countries outside of the UK or European Union, unless for a specific purpose such as obtaining a match ticket in your name, and only with your permission.

8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

We will keep your personal information for as long as is necessary for the purpose for which it has

been obtained and then for as long as there is any risk of a potential claim, which will be dependent

upon the limitation period for the particular type of claim. We have set out below the main retention

periods which will apply:

For individual members this will be for as long as we continue to have a relationship with that member and then for a period of 6 years afterwards.
For website users it will generally be a period of 6 years after you used our website.
For individuals seeking information, making complaints or otherwise corresponding with us it will generally be 6 years.
For individuals attending an event it will generally be a period of 6 years after the event.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can update this information yourself in our Membership platform or you may contact us by using the details set out in the “Contacting us” section below.

9. SECURITY

We take reasonable steps to ensure that the providers of our web based services have appropriate security measures in place to protect your information. However, due to the constantly changing nature of security threats and vulnerabilities we cannot guarantee that these measures will provide absolute certainty regarding the security of your information. We do, however, take data security very seriously and use all reasonable endeavours to protect the personal information we collect about you.

10. YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION

You have the following rights in relation to your personal information. We support these rights in the following ways:

1. The right to be informed about how your personal information is being used;

Contained within this privacy policy.

2. The right to access the personal information we hold about you;

By registering on our online membership system you will be able to view all information we hold about you with the exception of video or photographic images and other electronic communications.

3. The right to request the correction of inaccurate personal information we hold about you;

By registering on our online membership system you will be able to change or correct the information we hold about you.

4. The right to request the erasure of your personal information in certain circumstances AKA “The right to be forgotten”;