1. Introduction
Henley Cricket Club ("the Club") is committed to protecting the rights and freedoms of individuals in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy outlines how the Club collects, uses, stores, and protects personal data.

2. Scope
This policy applies to all members, volunteers, coaches, staff, parents/guardians, and players (including juniors and colts) whose personal data is held by the Club.

3. Data Controller
The Club is the Data Controller under the UK GDPR. The appointed Data Protection Officer (c/o the Club Secretary) is responsible for ensuring compliance with this policy.

4. Data We Collect
We may collect and process the following categories of personal data:

Members: names, addresses, dates of birth, email addresses, phone numbers, membership type, payment history.
Colts/Juniors: names, dates of birth, parent/guardian contact details, medical information, school year.
Volunteers and Coaches: DBS status, qualifications, emergency contacts, safeguarding certifications.
General: photographs and videos for promotional purposes (with appropriate consent), attendance records, disciplinary information.

5. Lawful Basis for Processing
We will only process personal data where a lawful basis applies, including:

Consent (e.g., for marketing or photos)
Contract (e.g., membership and participation)
Legal obligation (e.g., safeguarding or reporting duties)
Legitimate interests (e.g., club administration and promotion)

6. Children’s Data
We take particular care with data relating to children under the age of 18. Consent is obtained from a parent or legal guardian, and access to such data is restricted to authorised personnel only.

7. How We Use Personal Data
We use personal data to:

Administer membership and club activities
Communicate news, fixtures, and events
Manage teams and coaching sessions
Ensure child welfare and safety
Maintain financial and insurance records
Comply with legal and safeguarding obligations

8. Data Sharing
We do not sell personal data. Data may be shared with:

National governing bodies (e.g., the England and Wales Cricket Board)
Coaches and team managers (for team administration)
Medical personnel in the event of emergencies
IT or cloud storage providers (subject to data protection agreements)

9. Data Retention
We will not keep personal data longer than necessary. Specific retention periods are:

Membership records: 3 years after membership ends
Junior player data: until 3 years after they reach age 18
Financial records: 6 years
DBS checks and safeguarding data: as required by law

10. Data Security
We implement appropriate technical and organisational measures to protect personal data, including:

Secure password-protected systems
Limited access to authorised personnel
Regular reviews of data handling procedures

11. Rights of Individuals
Data subjects have the right to:

Access their personal data
Correct inaccurate or incomplete data
Request deletion (where appropriate)
Object to or restrict processing
Withdraw consent (where applicable)
Lodge a complaint with the Information Commissioner’s Office (ICO)

12. Policy Review
This policy will be reviewed annually or when significant changes to legislation occur.

? Contact Us
For any questions or data-related requests, please contact:

Email: henleyccsecretary@gmail.com
Phone: 01491 577743
Address: HCC Matson Drive, Remenhham, RG9 3HG

Henley Cricket Club

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