Data policy

Wrexham RFC Limited are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Richard Morgan is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

1 - What personal data we hold on you

Personal information about you is provided when a membership form is completed by yourself and / or on your behalf by parent, guardian or carer if you aged under18.

Personal information about you may also be given by yourself or on your behalf by parent, guardian or carer if you aged under 18, by filling in forms, or by corresponding with us by phone, e-mail or otherwise

The information you give us may include your name, date of birth, address, e-mail address, phone number.

We may also ask for relevant health information, which is classed as special category of personal data.

We may receive information from WRU in relation to their role as governing body for rugby within Wales.

2 - Why we need your personal data

The reason we need your personal data is to be able to administer your membership and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal is that we have an obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:

3 - For purposes which are required by law

For team management

  • sharing personal data with club coaches, team managers or officials to administer training sessions, matches and tournaments / festivals;
  • sharing personal data with event organisers to enter events;
  • sharing personal data with WRU, where required to comply with WRU regulations

For membership and club management

  • processing of membership forms and payments;
  • sharing data with club officers to provide information about club activities, membership renewals or invitation to social events;
  • club newsletter promoting club activity; and
  • to maintain records of our performances and history, including publishing match reports, score lines and team sheets;

Any special category, health data we hold about you is shared with relevant team coaches, first aiders and managers for the sole purpose of allowing the safe running of training sessions, matches, festivals, tournaments and other events.

We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collection.

On occasion we may collect personal data from non-members (e.g. such as any non-member participating in club organised events, who completes entry form, fills in a health disclaimer event). This information will be stored for 2 weeks after the event and then destroyed securely. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collection.

The club and individual squads have social media accounts for communication (e.g. Facebook and Twitter accounts). All members are free to join these pages. If you join one of the Social Media pages, please note that providers of the social media platform(s) have their own privacy policies. Members are responsible for checking the privacy policy of the social media account provider before submitting any personal data. The club do not accept any responsibility or liability for social media pages or account content or personal data submitted to them.

4 - Who we share your personal data with

Your personal data may be shared with

  • Club Officials
  • Team Coaches, Managers, First Aiders
  • Event Organisers
  • Welsh Rugby Union officials and employees

The Club does not supply any personal data it holds for this purpose to any other third party

5 - How do we store your personal data

Your personal data may be stored using following but not limited to:

  • Paper held in secure location
  • Passcode protected electronic files on a secured computer or web-based facility
  • Passcode protected phones

The Club does not store or transfer your personal data outside of the UK. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

6 - How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity. Your data is not processed for any further purposes other than those detailed in this policy.

7 - 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. Such requests should be sent to the club’s Data Controller.

Complaints may be made to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

Issue 1 30 June 2018 - To be reviewed annually