Policies
We are committed to respecting your privacy and to complying with our Data Protection Policy.
This notice explains how we may use personal information collected before, during and after your relationship with us in order to comply with the law on data protection and what your rights are as a member and/or volunteer.
Our underlying principal is to only collect, process and share the minimum of data needed to run the Club safely and effectively, and to keep electronic communication to a minimum. We don’t want to spam you–we’d all rather be playing hockey!
References to we, our or us in this privacy notice are to the City of York Hockey Club which is designated as the Data Controller. Our Data Protection Officer (email address dpo@cityofyorkhc.co.uk) oversees our compliance with data protection laws.
The GDPR regulations introduce three principles of data processing
• minimum amount of data for the purpose, kept for no longer than needed
• only to be used for the purpose for which it was collected
• shared with no more people than needed
The following count as personal data (when attached to information identifying an individual either directly or indirectly):
• address • phone numbers • date of birth • email address • medical details • next of kin and their contact details • bank details • photographs and videos
Medical data is classified as special personal data and sharing of this is done strictly according to need. In the context of the regulations, processing means storing, sharing or using data. In order for the Club to operate, contact details (age in some cases) and Next of Kin (NOK) details are shared widely with • captains • vice captains • coaches • managers
Loss of personal data, including leaving a team-list with contact or medical details in a public place is a data breach. Under GDPR data breaches should be reported to the ICO, and they have the power to fine the Club.
By its very nature, a sports club encourages socialising and new social contacts. This data protection policy is not intended to stop members or volunteers making new friends or contacting them!
For more details please read our Data Protection Policy
Link to detailed Data Protection Policy
Social Media
Photographs are personal data, and as such the Club has a duty to ensure that any individual whose photo is shown on the Club’s website, Facebook page or Twitter feed has given consent to have their image placed in the public domain. This is especially important for junior members, where additional safeguarding concerns may cause parents/carers to refuse to share their child’s image publicly, especially in Club kit.
Link to Safe Guarding policy
Team photographs and celebration of achievements are great ways to promote the Club, but the Club must still comply with the law and not share images publicly without ensuring that all involved give consent.
All those who post to social media and the Club website on behalf of the Club must follow the England Hockey’s Guidance for Taking and Using Photographic and Recorded Images of Young People - EH Photography.
The Club asks for photo permission at registration and junior coaches/captains who have a team member who has NOT given permission will be informed at the start of the season. Players and parents of players can take photographs for their own personal use but should gain consent of those in the photograph before publishing on social media.
Link to Social Media Policy
It is our aim at City of York Hockey Club to make playing hockey a fun, rewarding, challenging and safe experience for all.
We have the following policies that we expect all individuals associated with the club to follow:
Link to Code of Conduct (to be added soon)
Link to Safety Procedures - Dealing with an incident or accident
Link to Accident report form