Henley Cricket Club ("the Club") is committed to respecting and protecting your privacy. We want you to know how we collect, use, and store your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What Information We Collect
We may collect personal data from players (adults and juniors), parents/guardians, volunteers, coaches, and supporters. This includes:

• Contact details (name, address, phone, email)
• Date of birth and emergency contacts
• Medical or allergy information (where relevant)
• DBS check status and safeguarding details
• Team participation and attendance records
• Photographs and videos (with consent)

Why We Collect Your Data
We only collect data that is necessary to:

• Manage club membership and teams
• Communicate with you about fixtures, training, and events
• Keep players safe and comply with safeguarding requirements
• Promote the club and celebrate achievements (e.g. on our website or social media)

Who Has Access to Your Data
Only authorised Club officials, coaches, or volunteers will access your personal data. We do not sell or share your information with third parties for marketing.

We may share limited data with:

• The England and Wales Cricket Board (ECB) or local cricket leagues
• Medical professionals in an emergency
• Service providers (e.g., secure membership platforms or email systems)

Your Rights
You have the right to:

• See the personal data we hold about you
• Correct any errors
• Withdraw consent for non-essential uses (like photography)
• Ask us to delete your information (where possible)

Keeping Your Data Safe
We use secure systems and follow good data handling practices to make sure your information stays protected.

This Privacy Statement is reviewed annually.

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