For requests, concerns or complaints concerning your personal data please contact the club’s web master.

What personal information we hold and why

We collect and process personal information from our members (or their guardians) during member registration for the purposes of organising hockey matches, coaching, club social events, safeguarding our members and administering a hockey club that is affiliated to England Hockey:

names, contact details, gender, date of birth (or age group for over 18s), emergency contact details, details of any medical conditions to support first aid, details of any relevant disabilities, details of any relevant qualifications (first aid, umpiring, coaching)
permission to take & use still & moving images for match reports, marketing, press releases, website, fixture booklet and promotional material
bank account details of our players to collect and reimburse membership subscriptions and match fees.

During the playing season, we keep records of player availability and attendance for the purpose of selecting teams and calculating match fees and membership rebates.

How we store your personal information

Your information is securely stored. We use Pitchero to manage our membership database, and GoCardless (via Pitchero) to manage most payments from members. Pitchero helps us restrict access to information to those that need access based on their roles and responsibilities. See the Pitchero website for more information.

Registered members (or their guardians) can manage their own membership information via Pitchero including withdrawal of consent and communication preferences. If you are not registered on Pitchero then please let us know of any changes you would like us to make on your behalf.

Extracts of personal information may be shared securely with club officials including team captains and their delegates on a need to know basis for the purpose of managing the club’s activities.

Personal information will be held while an individual remains a member, occasional player, potential future player or debtor of the club, and for up to six years after. Please contact us if you have left the club and would like us to remove your details sooner.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to the club’s web master.

You can also complain to the Information Commissioner's Office (ICO) if you are unhappy with how we have used your data - please see the ICO website.

Aylesbury Hockey Club

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