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 membership with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
 

This notice applies to you if you are either: 
 

1. an individual player/participant of hockey who has registered his/her interest in participating in the sport competitively and/or whose details we have collected from one of our affiliated clubs, schools, universities, through competition registration or other third-party referral; 

2. a coach, teacher, technical official or umpire who has registered for membership to find out more about the training courses and accreditation services we offer; or 

3. a fan, participant or supporter of hockey who has contacted us to purchase any of our online merchandise and/or signed up to receive updates about upcoming events, offers and ways to get involved further with hockey. 
    

References to we, our or us in this privacy notice are to;
West Glamorgan Junior League, Tiroedd Ras, 213 Cwmamman Road, Glanamman, Ammanford, Carms.SA18 1HZ.
 

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws [as we are not required to do so], but the Chairperson has overall responsibility for data protection compliance in our organisation. 
 

Contact details are set out in the "Contact us" section at the end of this privacy notice. 
 

1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU 
 

When you connect with us, you may provide us with or we may obtain personal information about you, such as information regarding your: 

• personal contact details that allows us to contact you directly such as name, title, address, email addresses and telephone numbers; 

• gender; 

• records of interactions with us such as telephone conversations, emails and other correspondence and your instructions to us; 

• bank, credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you; 

• use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information; 

• records of your attendance at any events or competitions hosted by us; 

• images in video and/or photographic form and voice recordings; and 

• marketing preferences so that we know whether and how we should contact you. 
   

Players/Participants
 

If you are a player/participant who has registered his/her interest to participating in the league, you may also provide us with, or we may obtain the following additional personal information from you: ​

• details of any school and or club; 

• details of next of kin, coaches and emergency contacts;

• records or details regarding events/matches/games attended and performance (including that generated through the FAW Comet system); 

• any disciplinary and grievance information; 

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Coaches and Club officials (including non-officers)
 

If you have connected with us to receive more information about coaching/teaching, accreditation/qualifications, and/or any other reasons where you may also provide us with or we may obtain the following additional personal information from you: 
 

• any official registration number; 

• your current affiliated club or organisation (if applicable); 

• coaching qualification and/or officiating history and any playing (if any); 

• accreditation/qualification start and end date; 

• identification documents such as DBS certification, etc...

• any disciplinary and grievance information; 
   

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION 

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We may also collect, store and use the following “special categories” of more sensitive personal information regarding you: 

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• information about your race or ethnicity, religious beliefs and sexual orientation; 

• information about your health, including any medical condition, health and sickness records, medical records and health professional information; 
   

If we collect any of the above types of special category personal information about you.
We do process we do so on the basis that
 

• the processing is necessary for reasons of substantial public interest, on a lawful basis; 

• it is necessary for the establishment, exercise or defense of legal claims; 

• it is necessary for the purposes of carrying out the obligations and exercising our own or your rights in the field of employment and social security and social protection law; or 

• based on your explicit consent. 

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In the table below, we refer to these as the “special category reasons for processing of your personal data”. 

We may also collect criminal records information from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent. 

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3. WHERE WE COLLECT YOUR INFORMATION 
 

We typically collect personal information about visitors on our site at www.wgjfl.co.uk, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way. 

If you are a player/participant in our league, we also may collect personal information about you from any affiliated club, school or other organisation you are affiliated with (including where data has been stored on ‘Pitchero’, ‘Clubuzz’, ‘Teamer’, ‘Comet', etc) or from other referrals such as from coaches or talent scouts. 

If you are providing us with details of next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of what personal information we hold about them, how we collect it, and how we use and may share that information.
Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

 

4. DIRECT MARKETING 
 

Email, post and SMS marketing:
from time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in. 

We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us at info@wgjfl.co.uk.
You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you. 

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5. DISCLOSURE OF YOUR PERSONAL INFORMATION 

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We share personal information with the following parties: 
 

• Any party approved by you. 

• To our governing bodies or regional / international bodies for the sports covered by our league: to allow them to properly administer the sports on a local, regional, national and international level. 

• Other service providers: for example, approved qualification providers, email marketing specialists, payment processors, data analysis CCTV contractors, promotional advisors, contractors or suppliers and IT services (including CRM, website, video-and teleconference services); 

• Our Commercial Partners: for the purposes of providing you with information on special offers, opportunities, products and services and other commercial benefits provided by our commercial partners where you have given your express consent for us to do so; 

• The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.

• Police, law enforcement security services and other statutory agencies: to assist with the investigation and prevention of crime, the protection of national security and safeguarding. 
   

We do not disclose personal information to anyone else except as set out above. 
 

6. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY 
 

The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third part processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws.
For further details please contact us by using the details set out in the "Contacting us" section below. 
 

7. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR? 
 

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 10 years after your last contact with us.
Exceptions to this rule are: 
 

• Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. 
   

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. 
 

8. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION 
 

You have the following rights in relation to your personal information: 
 

• the right to be informed about how your personal information is being used; 

• the right to access the personal information we hold about you; 

• the right to request the correction of inaccurate personal information we hold about you; 

• the right to request the erasure of your personal information in certain limited circumstances; 

• the right to restrict processing of your personal information where certain requirements are met; 

• the right to object to the processing of your personal information; 

• the right to request that we transfer elements of your data either to you or another service provider; and 

• the right to object to certain automated decision-making processes using your personal information. 
   

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights. 

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law.
More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below. 
 

If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first. 

9. CHANGES TO THIS NOTICE 
 

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice, we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information. 
 

10. CONTACTING US 
 

In the event of any query or complaint in connection with the information we hold about you, please email info@wgjfl.co.uk or write to us at:-
West Glamorgan Junior League, Tiroedd Ras, 213 Cwmamman Road, Glanamman, Ammanford, Carms. SA18 1HZ.
 

Version dated 28 July 2023

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