Privacy Policy – Edinburgh South Cricket Club
Privacy Policy – Edinburgh South Cricket Club
Last updated: 19 March 2025
Introduction
Edinburgh South Cricket Club ("our club") is committed to protecting the privacy of our members and visitors. This policy explains how we collect, use, and store personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. What Data Do We Collect?
We collect the following data for club administration purposes:
- Personal identification information (Name, email address, phone number, date of birth, address)
- Availability to play fixtures
- Performance statistics from club fixtures (retained indefinitely for historical records and achievements)
- Payment history (no card information is stored)
- Emergency contact details
- Emergency medical information (collected to ensure player health and wellbeing)
- Anonymised diversity, equality, and inclusion information (collected via Google Forms, separate from our website, for statistical purposes)
We may also collect website visitor data through cookies, including IP addresses, browser type, and browsing patterns.
2. How Do We Collect Your Data?
Your data is collected when you:
- Register as a member
- Submit forms on our website
- Enter information via the Hitssports mobile app
- Play in matches for the club
- Make online payments through a third-party provider
- Submit anonymised diversity and inclusion data via Google Forms
3. How Will We Use Your Data?
We use your data to:
- Communicate about club events and fixtures
- Select teams for matches
- Record membership payments
- Maintain historical playing records
- Ensure player safety with emergency details
- Assess diversity, equality, and inclusion (anonymised data only)
We do not share your data with third parties for marketing purposes.
4. Legal Basis for Processing Data
- Contractual necessity: Membership, fixtures, and payments
- Legitimate interest: Historical records and club administration
- Consent: Communications and emergency medical details
- Legal obligation: Health and safety compliance
5. How Do We Store Your Data?
All data is stored securely on Hitssports servers in the UK with encryption.
Retention periods:
- Membership data: Retained while active
- Former players' records: Removed 18 months after leaving (except performance records, retained indefinitely)
- Emergency medical details: Deleted upon leaving the club
6. Third-Party Data Processors
- Hitssports: Club management
- Payment providers: Membership fees
- Google Forms: Surveys & anonymised data
7. Your Data Protection Rights
You have the right to:
- Access: Request a copy of your data
- Rectification: Correct inaccurate data
- Erasure: Request data deletion
- Restriction: Limit processing of your data
- Objection: Challenge data processing
- Data portability: Transfer your data
Contact: edinburghsouthcricketclub@gmail.com
8. Cookies & Analytics
Our club uses cookies for authentication and analytics. You can manage cookies through your browser settings.
9. Under-18 Members & Parental Consent
Parents/guardians must register junior members (under 18s).
10. Data Breach Policy
We will notify affected members and report to the Information Commissioner’s Office (ICO) in case of a breach.
11. Changes to This Privacy Policy
We review this policy regularly and will update members of significant changes.
12. Contact Us
Email: edinburghsouthcricketclub@gmail.com
13. Complaints & ICO Contact
If dissatisfied with our response, contact the ICO: