What information is required? Erskine Badminton Club is affiliated with Badminton Scotland and currently holds silver accreditation with Renfrewshire Leisure.
Erskine Badminton Club will be a “controller” of the personal information that you provide to us through this website unless otherwise stated. When you register as a member of Erskine Badminton Club, as a young athlete, coach, volunteer or committee member or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16, we will ask you for the following personal information: • contact details – name, address, email address, date of birth, phone number. • type of membership – for example, athlete, parent, volunteer, coach or committee member • participation details – for example, parent, athlete, coach, volunteer or committee member • Information regarding any disabilities or medical conditions • PVG status or training credentials
Why we need your personal information – contractual purposes We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
• provide you with core member services, including participation in tournaments or training opportunities • order club kit • send you membership communications by email or via social media in relation to essential membership services, including but not limited to, committee meeting notices, membership renewals, membership fees’ information, and club development matters etc
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
Why we need your personal information – legitimate purposes We also process our members’ personal information in pursuit of our legitimate interests to:
• promote and encourage participation in Badminton by sending members’ communications and booking information for upcoming competitions and events. Our competitions, training sessions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes on website, social media and emailer platforms. • provide competition in Badminton by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category •monitor and develop participation in Badminton by monitoring members’ engagement and participation through assessment, newsletters and social media platforms and inviting our members to participate in surveys for researching and development purposes • invite our members as award winners or guests to events/tournaments, which includes asking our members to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by email or directly in person at club sessions • develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, tournaments, renewal requirements and verify that you have completed any mandatory training - for coaches/committee to also verify PVG / child protection requirements • respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to Badminton. For example, we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action and discuss or take action on breach of athlete and spectator respect codes, outlined by the club in our welcome pack Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us at firstname.lastname@example.org. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
Why we need your personal information – legal obligations We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under: • the Charities and Trustee Investment (Scotland) Act 2005 to maintain a register of our members, which includes our members’ name, address, the date they were admitted to membership and the date on which they ceased to be our member, and hold committee meetings, including issuing notices and voting arrangements • the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults • our sportscotland regulatory requirements to comply with these obligations • the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary
Other uses of your personal information We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your personal information with If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with Erskine Badminton Club for promotional and/or journalistic purposes. We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and members. We may also share personal information with our professional and legal advisors for the purposes of taking advice. Erskine Badminton Club employs third party suppliers to provide services, including website, social media, emailers, sports kit providers and cloud storage. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it. In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
As a club affiliated to BADMINTON SCOTLAND and linked to Glasgow & North Strathclyde Badminton Group through Junior League events, we are required to ensure that all of our members are fully registered with Erskine Badminton Club as a condition of our affiliation. We will share our competing members name, level and results with Glasgow & North Strathclyde Badminton Group via www.tournamentsoftware.com who will become a controller of your personal information when they receive it. Glasgow & North Strathclyde Badminton Group/Tournament Software’s privacy notice explains how they use your personal information and can be requested by emailing via their website www.glasgowbadminton.btck.co.uk. We also publish the results of our competitions on our website and social media. This includes competitors’ name, level, results and also images where consent has been given with submission of membership forms.
How we protect your personal information Your personal information is stored on our electronic filing system and our servers based in the [UK / EU], and is accessed by our committe members for the purposes set out above. We may be required to transfer your personal information outwith the EU for the purposes of, for example, entering athletes into competitions, arrangements for training etc. Where your personal information is transferred outwith the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.
How long we keep your personal information We will only keep members personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 2 years. We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Erskine Badminton Club and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against Erskine Badminton Club.
Your rights You can exercise any of the following rights by writing to us at email@example.com. Your rights in relation to your personal information are: • you have a right to request access to the personal information that we hold about you by making a “subject access request” • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information; • you have a right to request that we restrict the processing of your personal information for specific purposes; and • if you wish us to delete your personal information, you may request that we do so. Any requests received by Erskine Badminton Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk