Hawcoat Park Sports Club is committed to ensuring that your privacy and security is protected.
In this document references to “we” is to Hawcoat Park Sports Club. This document explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information, and procedures that we have in place to safeguard your privacy.
We are committed to protecting the rights of individuals to privacy with regard to the processing of personal data. It is necessary for us to process personal data in the normal and proper conduct of our business operations. Such processing will be conducted fairly and lawfully in accordance with the Data Protection Act 1998. If you have a query regarding the accuracy of your personal data then your query will be dealt with fairly and impartially.
The principles of data protection
There are eight Data Protection principles set out under the Act. In summary they are that personal data should be:
- obtained and processed fairly and lawfully;
- held and used only for specified purposes;
- adequate, relevant and not excessive;
- accurate and kept up to date;
- kept only for as long as is necessary;
- processed according to the Act;
- held securely; and
- held within the European Economic Area.
The club adheres to these principles and the guidelines set out by the Information Commissioner.
The information we collect and how we use it
Hawcoat Park Sports Club seeks to use your personal data only for the purposes of legitimate interests. You have the right to know what personal data Hawcoat Park Sports Club holds about you and for this to be correct. Procedures for the management of personal data are in place and enquiries may be made as set out below.
When you apply for membership or register interest in using Hawcoat Park Sports Club we need to obtain some of your personal information, including your name, postal address, date of birth, contact telephone number(s) and email address. Employees of BAE Systems who can subscribe to membership through deductions from wages provide their employee number. The personal information is held in a variety of formats, electronic and manual.
We gather this information to allow us to:
- process your enquiry for use of the club facilities,
- process your membership application,
- carry out any transactions on your behalf.
We are provided with payroll information by BAE Systems which we use to reconcile fees being received against fees due in lieu of memberships. In the event of a change in membership fees Hawcoat Park Sports Club will arrange for payroll deductions to be automatically changed in line with the fee changes.
Any personal information relating to you and gathered by us in the registration process, through an enquiry or any other medium will be recorded and only be used in accordance with our Data Protection Statement.
We may also use aggregate information and statistics:
- for the purposes of monitoring website usage in order to help us develop the website,
- for the purposes of monitoring membership trends,
- for the purpose of monitoring trends on sales through the club systems.
This aggregate information may be provided to third parties but will not include information that can be used to identify any individual. We will not sell your personal information to third parties. Your personal information will only be passed to third parties where this is for proper purposes relating to your transaction, for example passing information to BAE Systems payroll for the purposes of setting up deductions from wages.
Sensitive personal information
Sensitive personal information is defined under the Act to include such matters as personal beliefs and health, criminal records. Hawcoat Park Sports Club does not request or hold Sensitive Personal Information.
How we protect your information
We have put in place various security procedures.
In the event that we become aware that site security has been compromised as a result of external activity (including but not limited to external security attacks) we shall take reasonable measures which we deem appropriate. This includes but is not limited to internal investigation and reporting, and notification to and cooperation with law enforcement authorities.
The internal procedures of Hawcoat Park Sports Club cover the storage, access and disclosure of your personal information. The Board of Directors will investigate any suspected breaches of the Data Protection Act, and will take appropriate disciplinary action, including reporting the matter to the police if it is considered that a criminal act may have occurred.
Sharing your personal information with club sections
Each of the club sections is a separate legal entity from Hawcoat Park Ltd, as defined in the Hawcoat Park Sports Club Rules and Byelaws. Each section is wholly responsible for its own governance, including compliance with the Data Protection Act.
Hawcoat Park Ltd will share aspects of your personal information with the nominated data controller for each section, only where absolutely necessary to support the operation of the club and the sections.
Accessing your personal information
You have the right to see the personal information that we hold about you, and for that information to be corrected if it is incorrect. Minor requests about your personal information may be dealt with informally at no cost in the course of normal administration, at the sole discretion of Hawcoat Park Sports Club.
If you wish to make a formal request for access to your personal information then this should be made in writing to Hawcoat Park Sports Club. Your personal information will be provided to you free of charge, except in very exceptional circumstances.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Our website contains links to other websites, including club sections. Hawcoat Park Sports Club has no influence on the content and design of other websites. Therefore, the guarantees in this data protection statement do not apply to those websites.
Updating your personal information
You can view and update most of your own personal information via the “My Profile” and “My Account” pages on this website. Alternatively, you can ask us to update or remove your personal information by using the “Membership Help” form on this website, or by emailing firstname.lastname@example.org , or by writing to us at “Data Protection Request”, Hawcoat Park Sports Club, Hawcoat Lane, Barrow in Furness, Cumbria, LA14 4HF. However, please note that we need to keep some personal data in order to comply with legal requirements for accounting, etc.
Your browser and operating system
Hawcoat Park Sports Club cannot be held responsible for loss or corruption of your personal data caused by your use of obsolete or unmaintained operating systems and browsers. If you are using an unmaintained operating system or browser, please DO NOT log in to the Hawcoat Park website, as you could compromise the security of your own personal information, as well as information belonging to the club and other members. Additionally, you may find the website behaves unpredictably. Examples of obsolete operating systems are Windows XP and Vista. Windows 7 and 8 are end of life, and will shortly be obsolete. Internet Explorer 8, 9 and 10 are all obsolete. If you are using a PC, we recommend that you upgrade to Windows 10 and Internet Explorer 11 or above, or another modern browser such as Chrome 49, Firefox 43, or Opera 34. If you are using an Apple device, then we recommend iOS 11.4 or above, but older versions of iOS should be fine, as long as you are still receiving and installing iOS security updates.
In order for us to manage your membership effectively, we need your consent for us to contact you using the information that you have provided. We will explicitly seek your consent when you register on this website as a member, to allow us to store and process your personal information, and contact you if necessary in relation to your membership. For new members aged under 16, we require a parent or guardian to provide written consent for us to store and process personal information for the child, and to contact the child if necessary.
In addition, you may choose whether or not you wish to receive the club newsletter, which contains additional (non-essential) information about club sections, events, etc.
ICO Register of data controllers
The Data Protection Act 1998 requires every organisation that processes personal information to register with the Information Commissioner’s Office (ICO), unless they are exempt. Failure to do so is a criminal offence. The ICO registration number for Hawcoat Park Ltd is ZA263596. The registered data controller is Neil Fleming. Further details can be found on the ICO website.