Privacy Notice for Middlesex Badminton Dome (‘the Dome’
Middlesex Badminton Dome (‘the Dome’ and ‘the Club’) is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the General Data Protection Regulation (GDPR).
For any personal data you provide for the purposes of your membership, the Dome is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure, and transparent way.
What personal data we hold on you
The Dome is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice does not form part of any contract of employment or other contract to provide services and we may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Data Protection Principles
We will comply with the data protection principles when gathering and using personal information.
The Categories of Information That We Collect, Process, Hold and Share
You may give us information about you by filling in forms online, or by corresponding with us by phone, e-mail or otherwise. This includes the information you provide when you register with the Club, which is your name, postal address, e-mail address, phone number, gender, and age group. We also require the Badminton England number for junior members. Players under the age of 19 on the date of joining are ‘junior members’.
Why we need your personal data
We need this data to be able to administer your membership of our Club and provide the membership services you are signing up to when you register with the Club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:
For membership and club management
For funding and reporting purposes
For legal reasons when required by the government
If you fail to provide certain information when requested, the Dome may not be able to perform the arrangements entered into with you or may be prevented from complying with our legal obligations.
The Dome will only use your personal information for the purposes for which it is collected, unless reasonably consider that the Dome need to use it for another reason and that reason is compatible with the original purpose. If the Dome needs to use your personal information for an unrelated purpose, the Dome will notify you and will explain the legal basis which allows us to do so.
The Dome has the following social media pages: Facebook and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the providers of the social media platform(s) have their own privacy policies and that the Dome does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the Dome’s social media pages.
Sharing your personal data
All junior members of the Dome are also required to register as a member of Badminton England and share their personal data with them to satisfy their requirements.
If you have any questions about the continuing privacy of your personal data when it is shared with Badminton England, please contact them directly.
The Dome may share anonymised data on adults for the purposes of badminton-related marketing. Junior data will not be shared.
How long will the Dome hold your personal data
The Dome will hold your personal data on file for as long as you are a member with us. Membership data is updated annually in October each year. Any personal data the Dome hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with Badminton England’s retention policy. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
Security
The Dome have put in place measures to protect the security of your information (i.e. against it being accidentally lost, used, or accessed in an unauthorised way). In addition, the Dome limits access to your personal information to those employees, agents, contractors and other third parties who have a business need to know.
The Dome have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where the Dome are legally required to do so.
Your Rights of Access, Correction, Erasure and Restriction
It is important that the personal information held about you is accurate and current. It is the responsibility of individual members (and responsible adults for juniors) to ensure that the Club holds your latest information. Please keep us informed when your personal information changes.
Under certain circumstances by law, you have the right to: -
The Dome may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Changes to this Privacy Notice
The Dome reserve the right to update this privacy notice at any time and will provide you with a new privacy notice when the Dome make any substantial updates. The Dome may also notify you in other ways from time to time about the processing of your personal information.
For any personal data you provide for the purposes of your membership, the Dome is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure, and transparent way.
What personal data we hold on you
The Dome is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice does not form part of any contract of employment or other contract to provide services and we may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Data Protection Principles
We will comply with the data protection principles when gathering and using personal information.
The Categories of Information That We Collect, Process, Hold and Share
You may give us information about you by filling in forms online, or by corresponding with us by phone, e-mail or otherwise. This includes the information you provide when you register with the Club, which is your name, postal address, e-mail address, phone number, gender, and age group. We also require the Badminton England number for junior members. Players under the age of 19 on the date of joining are ‘junior members’.
Why we need your personal data
We need this data to be able to administer your membership of our Club and provide the membership services you are signing up to when you register with the Club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:
For membership and club management
- processing of membership forms and payments;
- Informing adult Club members about club activities and developments, and specific badminton-related developments;
- use of social and team pictures on the Club’s website (anonymised) – for adults only. We will obtain specific approval from a relevant adult or club for any ’junior’ pictures;
- all formal Club communications are by e-mail only;
For funding and reporting purposes
- sharing anonymised data with a funding partner to support a funding application e.g., Local Authority, Badminton England, or Sport England;
- analysing anonymised data to monitor Club trends and help to decide development opportunities;
For legal reasons when required by the government
- In the current pandemic, we may need to store your data for test and trace purposes. This is for the Dome to engage with the test and trace process, make decisions on safety within the Dome and whether individuals are required to self-isolate or carry out a test. To do this we will be recording your name, contact number and date and time of arrival as well as time of departure.
- To complement the above we may also ask for data that has not previously supplied. This will allow us to assess an individual’s ability to attend/return to the Dome and what measures may need to be put in place to allow for a safe return. We, additionally, may need to collect data about individuals that you reside with to factor in appropriate considerations for their wellbeing.
- All data collected by the Dome will be processed in accordance with our retention, destruction, data protection and data security policies. All data collected for test and trace purposes will be retained for 21 days in accordance with government guidelines.
- The legal bases for using your data in these circumstances will be for the reasons of substantial public interest and in the interests of public health. Dependent on circumstances the basis may be to assess the working capacity of a person who works at the Dome or to protect the vital interests of yourself or another person. We may need to share selected data with others. This can be with the NHS and emergency services, public health, public authorities as well as other stakeholders. This will only be done where it is necessary and proportionate for us to do so.
If you fail to provide certain information when requested, the Dome may not be able to perform the arrangements entered into with you or may be prevented from complying with our legal obligations.
The Dome will only use your personal information for the purposes for which it is collected, unless reasonably consider that the Dome need to use it for another reason and that reason is compatible with the original purpose. If the Dome needs to use your personal information for an unrelated purpose, the Dome will notify you and will explain the legal basis which allows us to do so.
The Dome has the following social media pages: Facebook and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the providers of the social media platform(s) have their own privacy policies and that the Dome does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the Dome’s social media pages.
Sharing your personal data
All junior members of the Dome are also required to register as a member of Badminton England and share their personal data with them to satisfy their requirements.
If you have any questions about the continuing privacy of your personal data when it is shared with Badminton England, please contact them directly.
The Dome may share anonymised data on adults for the purposes of badminton-related marketing. Junior data will not be shared.
How long will the Dome hold your personal data
The Dome will hold your personal data on file for as long as you are a member with us. Membership data is updated annually in October each year. Any personal data the Dome hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with Badminton England’s retention policy. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
Security
The Dome have put in place measures to protect the security of your information (i.e. against it being accidentally lost, used, or accessed in an unauthorised way). In addition, the Dome limits access to your personal information to those employees, agents, contractors and other third parties who have a business need to know.
The Dome have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where the Dome are legally required to do so.
Your Rights of Access, Correction, Erasure and Restriction
It is important that the personal information held about you is accurate and current. It is the responsibility of individual members (and responsible adults for juniors) to ensure that the Club holds your latest information. Please keep us informed when your personal information changes.
Under certain circumstances by law, you have the right to: -
- Access your personal information (commonly known as a “subject access request”). This allows you to receive a copy of the personal information held about you and to check the Dome are lawfully processing it. You will not have to pay a fee to access your personal information. However, the Dome may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, the Dome may refuse to comply with the request in such circumstances.
- Correction of the personal information the Dome hold about you. This enables you to have any inaccurate information the Dome hold about you corrected.
- Erasure of your personal information. You can ask us to delete or remove personal data if there is no good reason for us continuing to process it.
- To object to processing in certain circumstances (for example for direct marketing purposes).
The Dome may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Changes to this Privacy Notice
The Dome reserve the right to update this privacy notice at any time and will provide you with a new privacy notice when the Dome make any substantial updates. The Dome may also notify you in other ways from time to time about the processing of your personal information.