Privacy Policy

Introduction

This Privacy Notice describes how the Abbey Croquet Club (“the Club”) processes personal information (“the data”) it holds about you, or that you are about to share with it. 

The Club will endeavour to meet its obligations under the General Data Protection Regulation (“GDPR”) to process your information fairly. This Statement outlines what data we handle and outlines your rights if you object to how we treat your information.   

The controller of the data is the Club which is an unincorporated association of its members.

The Club has not appointed a Data Protection Officer under GDPR: its committee is collectively responsible for its obligations.

The Data is processed by Club members acting in a voluntary capacity on its behalf and by internet service providers hosting its website and e-mail services.

Who we are

The Abbey Croquet Club (hereafter known as the “Club”) is a membership organisation for people wishing to play croquet within the local area.

We are affiliated to the Victoria Field Social Club (where our croquet lawn is located), the South West Federation of Croquet Clubs (which promote croquet in Gloucestershire, Avon, Wiltshire, Somerset, Dorset, Devon, Cornwall, Worcestershire and South Wales) and to the Croquet Association (the national governing body for the sport of Croquet in England).  Collectively these three organisations are hereafter known as our “Affiliates”. 

Purpose and Lawful Basis for Processing

The Club processes (or will process) information about you in order to administer your membership and / or support our activities. These include:

  • Dissemination of information e.g.
    • Publication of SWAN
    • Publication of Cygnet
    • Club website
    • Competitions
    • Training Sessions
  • Publicising achievements and news e.g.
    • Results
    • Awards

The lawful basis for holding membership records is to fulfil the contract with you as a member (or potential member) of the Club. More generally, the basis for the processing described above is that it is in the legitimate interests of the Club in pursuit of the aims stated in our Constitution, yourself and/or the sport more widely.

The club may also process personal data relating to current or potential contracts with landlords, suppliers or service providers, under the lawful basis of fulfilling or entering into those contracts.

Categories of Personal Data

The Club may hold and process the following categories of personal data about our current or potential members, visiting teams, Coaches, Referees, tournament players and visitors:

  • Name
  • Contact Details e.g.
    • Email
    • Postal address
    • Social media address
    • Telephone number
  • Financial information relating to subscriptions and other transactions
  • Handicaps, rankings and qualifications
  • Information relating to committee membership or other service to the Club
  • Competition and tournament entries, management and results, including selection for and participation in club teams
  • Photographs
  • Disabilities, such as colour vision deficiency, where to do so would facilitate their participation – this is the only type of ‘special categories of personal data’, as defined by the GDPR, that we may hold.

We do not undertake any personal profiling activities.

In addition, we may hold data relating to contracts with third parties, as noted above.

We may also hold data relating to contracts with our Affiliates.

Information Sharing

Information relating to you may be passed to our Affiliates.

We may publish your name, contact details, membership class and handicap(s) in membership lists made available in the clubhouse and/or by email and to fellow members, to facilitate contact between members and to help them arrange practice sessions, training, matches and competitions and games.

Personal information, excluding contact details, may be passed to other croquet clubs with whom we compete.

We may provide results of ranking games to ranking officers working on behalf of the World Croquet Federation and may publish tournament results and other information about club activities on www.croquetscores.com, the CA’s, Federation or our own websites.

Contact details will be passed to any statutory body that has a legal right to demand it.

We do not give your details to croquet related organisations but simply pass on to you details via email of any events they are offering which we deem to be of genuine interest

Unless we have a legal obligation to do so, the Club will not share your personal information with any other party, without your express and verifiable permission.

International Transfers

Data processed by the Club may be held in paper form, electronically on personal computers (and associated backups) and on our website’s servers (and associated backups) held in the UK, European Union or countries which have equivalent data protection safeguards.

Retention Periods

Data about you will be deleted six years after you last had financial dealings with the Club except where required for archiving purposes e.g.

  • Results of tournaments and club competitions
  • Records of club activity, such as minute books and membership lists

What we do with your information

Please note that records held on our website are NOT accessible to the general public.  The members’ area of the website is only accessible to members via a username and password (which is only stored in a non-reversible encrypted format.

We use your contact details to send you news about the Club’s events, rules and membership renewals.

We will occasionally send you details about events that other croquet organisations are arranging.

If you notify us that you wish to cancel or your Club membership, or you do not renew it, we will delete all personal information once no longer required by any statutory bodies.

Your Rights

If you want to see the data held about you, you should contact the Secretary in the first instance.

You have the right to object to how the Club processes your personal information.  In particular, you can request that your contact details are not shown in published membership lists.

You also have the right to access, correct, and, in some cases, delete and restrict the use to which your information is put.  In addition, you have the right to complain to the Club and to the Information Commissioner at http://ico.org.uk/global/contact-us

If you have any queries about the above information please contact us at secretary@AbbeyCroquetClub.co.uk or via one of the contact forms on our website www.AbbeyCroquetClub.co.uk.

Data Sources

The primary source for information about the Clubs members, tournament players and visitors is the people themselves. For those who are members of one of our Affiliates, information may also be taken from an affiliate’s records.

Consequences of Failing to Provide Data

If you do not provide the information required by the Club to become a member, enter a tournament or visit the club then you will be unable to do so.

Automated Decision Making

Software may be used to produce draws and orders of play for tournaments, but otherwise no automated decision-making software is used by the Club.