Privacy Policy

 

Due to a sexy piece of EU legislation, you might have heard of...known as the General Data Protection Regulation (GDPR) we have to tell you (amongst other things) what personal data we hold about you, what we do with it and whom we give it to. You might think that most of this is obvious. You’d be right. We have to tell you anyway. So here goes:

 

WHO ARE WE? WHO ARE WE? (WHAT ARE WE?)

 

We are the Blitz Softball Club (the Club). Feared and loved in equal measure on the diamond and in the bar alike. We are also your data controller for the purposes of GDPR. If you have any concerns about how the Blitz uses your personal data you can contact any Blitz captain or the Data Protection Officer at (londonblitzsoftball@gmail.com)

 

WHOSE DATA DO WE COLLECT AND PROCESS?

 

We may collect and process personal data from and about:

 

· Club members and ringers, supporters, WAGs, HABs and friends of the Blitz

 

· players, officials, teams, league officers, tournament organisers and employees/volunteers of softball administrators (e.g. the British Softball Federation, BASU or BaseballSoftballUK)

 

· people who engage with Club social media accounts or pages or who contact us via email

 

WHAT DATA DO YOU COLLECT AND PROCESS?

 

That depends. We usually get most of this data directly from you, but sometimes it might come from other people. This may include:

 

· · name and contact details: your name and contact details (e.g. email address(es), social media handle(s), postal address(es))

 

· · bank account/payment details: your bank account details and /or payment card details

 

· · other information: information we get as a result of running a softball club and /or teams (e.g. your shirt size, your attendance at training, tournaments and events) and information you voluntarily give us (e.g. about injuries, allergies or your personal circumstances)

 

WHY DO YOU COLLECT AND PROCESS MY PERSONAL DATA?

 

That also depends. We primarily collect, share or use your data for running the Club and its teams. However, there are circumstances where we may use your data for other purposes. So in summary, we may use your data for the following:

 

· · administration organising Club meetings and/or socials, sorting out who’s playing what tournament, sharing schedules, kit orders, collecting fees, paying tournament entry and all the other activities that the Club or captains need to do to ensure that the Club functions and the teams are able to play ball

 

· · improving your experience we may use your data (especially where we have asked for feedback) with a view to improving how the Club or a team runs, or to provide feedback to softball administrators (e.g. tournament organisers, the BSF or BASU)

 

· · promoting softball we may occasionally contact you about things we’re doing or softball related things we think would interest you. You can opt out of this at any time

 

JUSTIFICATIONS FOR COLLECTING AND PROCESSING YOUR DATA

 

Under GDPR we have to tell you the justification we are relying on for collecting and processing your data.

 

Where you have provided your data to us yourself or made it public (or have asked someone else to give it to us or make it public) we rely on the fact that you have consented to the collection and use of your data in accordance with this Privacy Notice. In these circumstances, you always have the right to withdraw your consent (see “Who can I contact if I have a question or complaint?” below)

 

Where we have received your data from someone else we rely on the fact that we have a “legitimate interest” in collecting and processing your data. This means that we need to do it either (a) to run the Club, or a team (b) to interact with softball administrators or officials or (c) for dealing with complaints, insurance claims or other “formal” matters. In relying on this basis we always consider whether our processing of your data is necessary and proportionate or if there’s a better way of doing this

 

The only exception to the above is where we have collected or are processing personal information because we are legally required to do so. We will tell you if this is the case before we collect or process your data in this way

 

DO I HAVE TO GIVE YOU MY PERSONAL DATA?

 

No…

 

However, not using or sharing certain data makes running the Club and the teams hard. In certain circumstances, we may not be able to interact with you at all, particularly if you are a member of the Club. Ultimately, it’s up to you, but the Club committee and captains are all volunteers who are just trying to do the right thing. We’d suggest that if you have concerns about how your personal data is / will be used you talk to us before requiring that all communications are sent via smoke signals or one legged carrier pigeon

 

Where there is a legal exemption for handling your data, we reserve the right to use this

 

DO YOU SHARE MY PERSONAL DATA WITH OTHERS? WHO DO YOU SHARE IT WITH?

 

Some of it, for the purposes of:

 

· · club administration we may share your information with suppliers (e.g. for kit orders or for a guest list for a social) or with other members of the Club

 

· · social media we may share information about you on websites and/or social media channels, however, this will be restricted to your name and photos (unless you have consented to other information being shared). We may also “tag” or “’@” you and if you do something really cool/dumb you may even get your own hashtag…

 

· · legal and other administrative reasons where we (a) have a legal duty to disclose information, (b) we need to or are requested to disclose information to administrators (e.g. tournament organisers, BASU, the BSF or BSUK) or (c) we consider that we should use or share your information in connection with third parties (e.g. insurers in respect of an insurance claim by another person, police or other authority requests)

 

· · on request where you’ve asked us to pass on your details

 

DO YOU TRANSFER MY DATA ABROAD?

 

Generally not. We are a UK based Club and most of our activities take place in the UK. We may occasionally:

 

· transfer your data to suppliers where you have asked us to place an order on your behalf for kit (some of whom may be located in the US)

 

· hold electronic data on servers anywhere in the world

 

· use team organisation and other apps which result in data being held outside the UK

 

Where we transfer data outside of the EU, we will take the required steps to ensure that your data is subject to the same data privacy standards as in the UK as required by GDPR

 

HOW LONG DO YOU KEEP MY DATA?

 

We will only keep your data for as long as it is necessary for the reasons we have outlined above. If we are required by law or regulation to retain your data then we will retain it for as long as necessary

 

Generally (unless you contact us and ask otherwise) for members we will keep personal data for a period of 3 years after your last contact with a member of the Club committee or captain. This does not apply to personal data that may be held by members of the Club other than in their capacity as members (e.g. you are friends and have each other’s phone numbers)

 

DO YOU USE MY DATA FOR MARKETING PURPOSES?

 

Except for occasional contact about softball related things, we think you might be interested in, no. We won’t sell or rent your data either, mostly because it’s a scummy thing to do

 

WHO CAN I CONTACT IF I HAVE A QUESTION OR COMPLAINT?

 

If you have any questions or concerns about how the Blitz uses your personal data you can contact any Blitz captain or the Data Protection Officer on (londonblitzsoftball@gmail.com)

 

GDPR means you have certain rights in respect of your personal data:

 

· · the right to information – if you ask us we have to tell you what data we hold about you, clarify how we use it and give you access to the data we hold in an easily accessible format (e.g. a CSV file)

 

· · the right to rectification – if you feel that the information we hold about you is incorrect you can ask us to put our records right

 

· · the right to be “forgotten” – if you want us to delete your data we must

 

· the right to object – if you don’t like the way we collect or process your data you can require us to stop doing that

 

· · the right to withdraw your consent – if we are collecting or processing your data on the basis

 

However, these rights (particularly the right to be “forgotten” and the right to object) are not unlimited and where there is a legal or regulatory reason or exemption for not complying we may rely on it

 

We will do our best to respond to your questions or concerns promptly and as completely as we can. However, if you are not satisfied with our response you may contact the Information Commissioner’s Office which is responsible for regulating data privacy in the UK (www.ico.org.uk) of consent you can withdraw this consent at any time and we must stop processing your data (although any processing carried out prior to this remains valid)