Data Protection Policy – Ipswich Skating Club

Policy Statement:

Ipswich Skating Club is committed to protecting the privacy and security of personal data collected from our members, coaches, staff, volunteers, and any other individuals involved in our activities. We are dedicated to ensuring that personal data is processed in accordance with relevant data protection laws, including the General Data Protection Regulation (GDPR) and any applicable national laws, and that the rights of individuals are respected and upheld.

This Data Protection Policy outlines how Ipswich Skating Club collects, uses, stores, and protects personal data, and the steps taken to ensure compliance with data protection regulations.

1. Scope of the Policy

This policy applies to all personal data processed by Ipswich Skating Club, including but not limited to:

Members’ personal data: including name, contact details, date of birth, emergency contact details, health information, and membership status.
Coaches, staff, and volunteers’ personal data: including contact information, DBS checks, training records, and any other relevant data.
Event Participants’ personal data: including data collected during competitions, training sessions, or other club-related events.
Other stakeholders’ personal data: including parents, guardians, and supporters involved with the club.

2. Data Protection Principles

Ipswich Skating Club is committed to ensuring that personal data is:

Processed lawfully, fairly, and transparently: We will ensure that individuals are informed about how their data is used and processed.
Collected for specified, legitimate purposes: We will only collect personal data that is necessary for the operation of the club and for fulfilling legal and contractual obligations.
Accurate and up-to-date: We will take reasonable steps to ensure that personal data is accurate and, where necessary, kept up-to-date.
Kept for no longer than necessary: We will retain personal data only for as long as necessary to fulfil the purpose for which it was collected, in accordance with retention policies.
Processed securely: We will implement appropriate technical and organizational measures to safeguard personal data against unauthorized access, loss, destruction, or damage.

3. Types of Personal Data Collected

Ipswich Skating Club collects and processes the following categories of personal data:

Identity and Contact Information: Name, address, phone number, email address, and date of birth.
Membership Details: Membership status, membership number, registration details, and club-related activities.
Health Information: Medical conditions, allergies, and any other information necessary to ensure the health and safety of members during club activities.
Payment Information: Bank account details or payment methods for club fees, event entries, or other services.
Safeguarding Information: Emergency contact details, parent or guardian information, and background checks (DBS or equivalent) for staff and volunteers.
Training and Performance Data: Attendance records, coaching notes, skill assessments, and progress reports related to training or competitions.
Communication Preferences: Preferences regarding the receipt of club communications, newsletters, and promotional materials.

4. Legal Basis for Processing Personal Data

Ipswich Skating Club processes personal data based on one or more of the following legal grounds:

Consent: Where consent has been provided by the individual (e.g., consent to use images or for certain communications).
Contractual Necessity: To fulfil the terms of a contract with the member (e.g., membership registration, competition entries, etc.).
Legal Obligation: Where processing is necessary to comply with legal obligations (e.g., health and safety requirements, safeguarding checks).
Legitimate Interests: To pursue legitimate interests, provided these do not override the individual’s rights and freedoms (e.g., communication of club updates, scheduling training sessions).
Vital Interests: In cases where processing is necessary to protect someone’s life, for example, in emergency medical situations.

5. How Personal Data Is Used

Ipswich Skating Club uses personal data for the following purposes:

To manage membership registrations, renewals, and payments.
To ensure the safety and well-being of all members, including emergency contacts and health-related information.
To communicate club updates, event notifications, training schedules, and other relevant information.
To manage coaching, training, and performance records for members.
To ensure compliance with safeguarding, health and safety, and legal obligations.
To organize and manage club events, competitions, and activities.
To maintain accurate records for reporting and financial purposes.

6. Data Retention

Ipswich Skating Club will retain personal data for no longer than necessary for the purposes outlined above, and in line with legal or regulatory requirements. Personal data will be securely deleted or anonymized when it is no longer required.

Specific retention periods include:

Membership Information: Retained for a maximum of 3 years after the membership ends, unless the member requests deletion earlier.
Financial and Payment Information: Retained for 7 years for tax and accounting purposes.
Health and Emergency Contact Information: Retained for the duration of the individual’s membership and deleted shortly after the membership ends, unless required for legal purposes.
Safeguarding and DBS Checks: Retained for the duration of an individual’s involvement with the club, and for 6 years thereafter, as per legal and insurance requirements.

7. Data Sharing

Ipswich Skating Club does not share personal data with third parties except in the following cases:

Service Providers: We may share personal data with third-party service providers who assist with the operation of the club (e.g., for payment processing, event management, etc.). These third parties are contractually obligated to protect the data and use it only for the purposes specified by the club.
Legal Requirements: We may be required to disclose personal data to comply with legal obligations (e.g., to law enforcement or safeguarding authorities).
Emergency Situations: In case of an emergency, personal data, including medical and emergency contact information, may be shared with medical professionals or emergency services as required.

8. Data Security

Ipswich Skating Club takes the security of personal data seriously. We have implemented appropriate physical, technical, and organizational measures to protect personal data against unauthorized access, loss, destruction, or alteration. These measures include:

Password protection and encryption of electronic records.
Secure storage of paper-based records in locked cabinets.
Regular audits and assessments to ensure data security.
Limiting access to personal data to authorized personnel only.

9. Rights of Data Subjects

Under the GDPR, individuals have the following rights with respect to their personal data:

Right to Access: Individuals can request access to the personal data we hold about them.
Right to Rectification: Individuals can request correction of any inaccurate or incomplete data.
Right to Erasure: Individuals can request that their personal data be deleted in certain circumstances.
Right to Restrict Processing: Individuals can request that processing of their personal data is restricted.
Right to Data Portability: Individuals can request their personal data in a structured, commonly used format to transfer to another organization.
Right to Object: Individuals can object to processing based on legitimate interests, including direct marketing.
Right Not to Be Subject to Automated Decisions: Ipswich Skating Club does not engage in automated decision-making, but individuals have the right to be informed if this changes.

If individuals wish to exercise any of these rights, they can contact the Club Data Protection Officer (if applicable) or the Designated Safeguarding Officer.

10. Contact Information

If you have any questions about this Data Protection Policy, or if you wish to exercise your rights regarding your personal data, please contact:

Data Protection Officer (DPO) / Club Contact: Charlotte Fell-Nicholls
Email: cfell-nicholls@skateipswich.com

11. Policy Review

This Data Protection Policy will be reviewed annually and updated as necessary to ensure ongoing compliance with applicable laws and regulations. Any updates to the policy will be communicated to members, staff, and volunteers.

This Data Protection Policy is designed to ensure Ipswich Skating Club complies with data protection regulations and respects the privacy of all individuals involved in the club. By adhering to these guidelines, we help protect personal data and maintain trust with our members.