Data Use and Protection Policy for Dunshaughlin Rockets Basketball Club (the Club)
Personal data means data relating to a living individual who is or can be identified either from the data or from the data in conjunction with other information that is in, or is likely to come into, the possession of the data controller.
Data Controllers are those who, either alone or with others, control the collection, contents and use of personal data collected. In this case Rockets Basketball Club are the Data Controller. In some cases the club is joint controller with Basketball Ireland (BI) and the North East Basketball Board (NEBB). In the latter case separate registration for each tournament will be required independent of annual membership of the Club.
Data Protection is governed under the following;
- The Data Protection Acts of 2018
- General Data Protection Regulation GDPR
These convey several responsibilities on Data Controllers in relation to the personal data collected about individuals by the Club and stored electronically or in a structured manual file. These may be summarised as follows:
1.1. Obtain and process information fairly.
All members are required to complete a registration annually. No information from any other source is used by the Club and the member or their parent/guardian as appropriate can request access to the information if required.
1.2. The data must be kept for a specified, lawful purpose.
We use this information to administer the Club, to provide you with the services that you and your child/children receive at the Club, to meet the purposes of performing the Club’s obligations to you, for risk assessment, health and safety responsibilities of the Club, and to fulfil the registration requirements of Basketball Ireland and the North East Basketball Board (NEBB).
The data required to be collected by the Club is determined by the Club, BI and NEBB. For example, Member’s date of birth is collected as it is required by these governing bodies to determine eligibility for under-age play. This makes BI and NEBB co-controllers rather than processors of the data.
2.1. Basketball Ireland
The Club is affiliated to Basketball Ireland, which is the National Governing Body for the sport in Ireland. Basketball Ireland operates a database and allocates each individual member of every affiliated club a unique personal identifier.
In completing a registration to join The Club, you agree that the Club may provide your name, gender, date of birth, and contact details to Basketball Ireland for the purposes of registration during their day to day administration of basketball in Ireland.
Basketball Ireland publishes its data protection policy at http://www.basketballireland.ie/legal
The Club is a member of the NEBB and its teams play in league competitions organized by NEBB. For registration of players in these league competitions, NEBB requires the Club to send players’ personal data to NEBB.
In completing a registration to join the Club, you agree that the Club may provide your name, gender, date of birth, and contact details to NEBB for the purposes of registration during their day to day administration of basketball league competition.
3. The data must be used and disclosed only for the specified purpose.
We may disclose your data to coaches and/or managers operating at the Club on a need-to know-basis for inclusion on score sheets at games (Names and BI PINs only) and for health and safety reasons. Your personal data may also be disclosed to the Child Welfare Officers if requested for child welfare reasons.
In addition, adult members’ phone contact and/or email details will be shared with some members as required for the purposes of arranging transport to/from events and for coordinators to contact members to get assistance when organizing club events.
4. The data must be kept safe and secure.
The data collected from club members at registration is held by a club officer the Club Registrar. The information is stored securely in hard copy with some information stored on a database. This information is updated annually following registration and old records are destroyed as appropriate.
The data must be up to date, accurate and complete. You agree to keep the Club informed of any changes to the personal data that you provide to the Club.
5. The data must be relevant, adequate but not excessive.
The Club will only request data necessary to provide you with the services that you and your child/children receive at the Club, to meet the purposes of performing the Club’s obligations to you, and for administration, risk assessment, health and safety responsibilities of the Club and to fulfil the registration requirements of Basketball Ireland and North East Basketball Board.
6. The data must be retained for no longer than is necessary.
The data will be held until the end of September in the year following registration.
7. A copy of the data must be made available to the data subject, on request.
You are entitled to write to the Registrar at firstname.lastname@example.org to request a copy of your personal data which the Club holds. Should inaccuracies exist in your personal data held by the Club, you are entitled to request that the Club amend or erase it.
8. General Consent
Where you have provided information about another person (e.g. a minor), you confirm that they have appointed you to act for them or that you are legally entitled to act for them, to consent to the processing of their personal data, and to receive, on their behalf, any data protection notices from the Club or Basketball Ireland.