PRIVACY POLICY

At Tewkesbury RFC, we are committed to protecting your personal information. We have published this privacy notice to ensure that you are fully aware of what personal information we collect from you, how we use it, who we share it with, and what your rights are. This privacy notice applies to our use of your personal information when you browse our website and/or our social media platforms where you view or purchase items on our website and visitors/customers who come to our Ground (e.g. where you attend our matches or hire our facilities).

Who we are

“We”, “our” or “us” means Tewkesbury RFC. Our company number is 01731439. Our registered office is at 37 High Street, Tewkesbury, Gloucestershire, England GL20 5BB.

We are the controller of your personal information. This means that we are responsible for deciding how we collect, store, and use personal information about you. If you have any questions about this privacy notice, please contact our Data Protection Officer of who will deal with data protection queries at info@tewkesburyrfc.co.uk

What personal information do we collect and use when you browse our website, create an account or sign up to receive news, offers, and details of our future events, and what is our legal basis for using it?

If you browse our website we will collect personal information via cookies. We use both cookies that are strictly necessary for our website to function as well as cookies that may provide us with information about your use of our website. The cookies collect information from you such as your browsing patterns and information about the device you are using. We may use this information to inform our marketing and future business strategies. Full details of how we use cookies can be found in our cookie policy below.

When we collect information about you from our website using strictly necessary cookies we will use your personal information on the basis that it is in our legitimate interests to do so. Only related directly to club promotions/news or where necessary when a payment transaction is carried out from our online shop, we do not share your information with any other 3rd party.

Where we collect information about you from our website using cookies that are not strictly necessary for our website to function, for example, to recognize you if you have visited our website before, we will use your personal information on the basis that you have given us your consent. You can, of course, withdraw your consent at any time by deleting our cookies or by managing your browser’s cookie preferences. For further details on how to manage your preferences please see aboutcookies.org or www.allaboutcookies.org.

What personal information do we collect and use when you become a member or player and what is our legal basis for using it?

RFU Game Management System: If you are a member or player at Tewkesbury RFC. We collect and process personal data from you when you join and amend the data at subsequent annual renewals of your membership. For any under 18 members, it is necessary that their parent(s) become members. This includes:

• your name
• your gender,
• your date of birth,
• your RFU ID (as assigned in GMS)
• your home address, email address and phone number;
• your type of membership and involvement in particular teams, your acceptance of being a volunteer, or any key role you may have been allocated by the club.
• your marketing preferences, including any consents you have given us;
• your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports, and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety or accident records.

If consent is withheld for storage of your data on GMS then it is not possible to become a member of Tewkesbury RFC.

We will manage your data on the GMS system will be maintained for a minimum of 1 RFU playing season (typically start of September to end of August) and a maximum of 2 playing seasons. 

What personal information do we collect and use when you use our online store and what is our legal basis for using it?

If you use our online store to purchase merchandise, kit, or tickets we will collect your name, address, telephone number, email. We will use this information to deal with the purchase of tickets e.g social events. We will use your personal information for these purposes on the basis that it is necessary for the performance of our contract with you. This data will not be held on the GMS system and will be retained for a minimum of 1 month and a maximum of 3 months.

What personal information do we collect and use when you request to hire our facilities?

If you contact us to book our grounds we will collect your name, address, telephone number, email address. We will use this information in order to arrange and manage the booking.

If you contact us to book our clubhouse for functions we will collect your name, address, and contact details. We will use this information in order to arrange and manage the booking. This information may also be shared with a third-party in terms of providing additional services such as catering, entertainment if organized by Tewkesbury RFC as part of your event requirements. This is for the performance of a contract we have with you when you agree to book our clubhouse. The event booking document will be held in secure storage by Tewkesbury RFC until a maximum of 3 months after the event has occurred or a longer period if necessary due to dispute or legal considerations.

What personal information do we collect and use when you attend our ground and what is our legal basis for using it?
If you visit our Ground you will be required to use a track and trace system. We operate the NHS Track and Trace app and where the visitor has no electronic capability the bar has a visitors register.

Please note that if you visit our Ground we use CCTV cameras to capture images. We collect, store, and use these images for security purposes and to ensure the safety of our employees, members and visitors. The footage is retained for a period of three weeks unless required for dispute or legal considerations.

At some Tewkesbury RFC events, we will employ or have a selected volunteer(s) taking photos for purposes of promotion (e.g. game reports). If you have a concern that your image might have been captured and do not give consent please inform the bar manager on the day or contact info@tewkesburyrfc.co.uk giving details of where the photo was observed.

Tewkesbury RFC cannot control any photos or images captured by any persons not “employed” for this purpose.

What happens if you don’t provide the personal information we have asked for?
Where we have stated that your personal information is used in order to comply with statutory requirements, carry out a contract with you, or to take steps to enter into that contract, we will need you to provide the personal information requested. If you don’t provide the personal information we need when we ask for it, we may not be able to respond to you, enter into a contract with you or meet our obligations under it, or comply with our legal obligations. For example, if you don’t give us your address details, we may not be able to deliver to you. If you have any concerns about whether you need to provide your personal information please contact our Data Protection Officer at info@tewkesburyrfc.co.uk

Can we change the purpose for which we use your personal information?
We will only use your personal information for the purposes set out above unless another purpose we want to use it for is compatible with those original purposes. If we change the purpose for which we are using your personal information and you would like an explanation as to how the new purpose is compatible with the original purpose please contact our Data Protection Officer at info@tewkesburyrfc.co.uk. If we would like to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do this.

How long will we keep personal data?
We will not keep your personal information for longer than we need it for the purposes we have explained in this privacy notice. We have outlined our retention periods below.

We will keep your personal information (other than that relating to marketing or purchases) in our active systems for a maximum of 2 playing seasons from the renewal.

Where you have consented for us to contact you for marketing purposes we will store your personal information for a period of two years before asking you to re-consent for us to contact you for marketing purposes.

Please contact our Data Protection Officer at info@tewkesburyrfc.co.uk if you would like any further information about our retention periods. If a dispute arises between us, we will keep your personal information for the purposes of responding to and dealing with this dispute and this may mean that we keep your personal information for longer.

Where there is a requirement to keep your data for a period of time in excess of that indicated above (e.g. yearly team photos) then this is mutually agreed between you and Tewkesbury RFC at the time of the photo being taken.

Who will we share your personal data with?
We will not share your personal data for any marketing or promotion purposes with any third parties… is this possible?

We hold the right to share your personal data with any emergency services when necessary for purposes of accident/incidents.

We may share your personal information with the following trusted third parties as required:

Card Payment Processor: If you are a customer and you purchase a product on our website, we will share your personal information with payment processing companies and/or Direct Debit providers who process our card payments to ensure that your payments are completed securely.

IT Suppliers: We use reputable third parties to provide us with our IT systems and support for them. They may access your personal information to the extent that they need to in order to provide their services and deal with any issues
.
Will we transfer your personal information outside the UK/EEA
European Economic Area (“EEA”) countries are all EU Member countries together with Iceland, Liechtenstein, and Norway. We do not store or transfer your personal information outside of the EEA.

How do we keep your personal information secure?
We limit the people who are able to see personal data stored on the GMS system to those who are authorized to see it due to their allocated role within the GMS system. Anyone involved with children under the age of 18 is required to have a Disclosure Barring Service certificate in place.

We limit the people who are able to see personal data stored for purposes of event or premises hire by use of a secure storage location with limited key only access.

What rights do you have over your personal information?
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), (the UK regulator for data protection issues. See www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO and so, if you are happy to do so, please contact our Data Protection Officer at info@tewkesburyrfc.co.uk.

You also have a number of other rights over your personal information, which are:

• the right to ask us what personal information we have about you and to have a copy of your personal information from us;
• the right to ask us to correct any errors in your personal information;
• the right to object to our legitimate interests, profiling activities, and marketing communications;
• the right to ask us to provide you with a copy of the personal information you have provided to us, in a structured, commonly used, and machine-readable format and the right to transmit that personal information to another entity where: (i) we are using your personal information on the basis of your consent or on the basis that it is necessary to perform a contract with you; and (ii) the use we are making of your personal information is carried out by automated means;
• the right to ask us to delete your personal information where: (i) we don’t need your personal information anymore; (ii) you withdraw your consent to our use of your personal information and we have no other legal basis to keep your personal information; (iii) you have asked us to review and explain our legitimate interests to you and we don’t actually have a valid legitimate interest to do what we are doing; (iv) our use of your personal information is illegal; (v) we have to delete your personal information to comply with our legal obligations;
• the right to ask us to restrict the use that we are making of your personal information where: (i) you don’t think the personal information we have about you is correct, so that we can check if it is correct; (ii) what we are doing with your personal information is illegal but you would rather we stop using your personal information rather than delete it; (iii) we don’t need your personal information any more, but you need us to keep it so that you can exercise any legal rights; and (iv) you have asked us to review and explain our legitimate interests to you so that we can check whether we actually have a valid legitimate interest to do what we are doing; and
• where our use of your personal information is based on your consent, the right to withdraw your consent at any time by contacting our Data Protection Officer.

Does this Privacy Notice cover websites you link to from this website?
Links within our website to other websites, such as Facebook, Instagram and Twitter, or sponsor websites are not covered by this privacy notice. You should review the privacy information on those other websites to find out how they may use your personal information.

How will you tell me about changes to this Privacy notice?
We keep our privacy notice under regular review. Any changes we make to our privacy notice in the future will be posted on this page and if the changes will have an effect on you or the way we use your personal information we will bring them to your attention by email where appropriate. Please check back frequently to see any updates or changes to our privacy notice. This privacy notice was last updated 21 October 2020.

HOW CAN YOU CONTACT US?
If you have any questions about this privacy notice or about the ways we use your personal information, please contact our Data Protection Officer at info@tewkesburyrfc.co.uk

COOKIE POLICY

Our website uses cookies. Please read this cookie policy carefully as it contains important information about who we are and how we use cookies on our website. This policy should be read together with our privacy notice relating to website users which sets out how and why we collect, store, use, and share personal information generally in relation to website use, as well as your rights in relation to your personal information and details of how to contact us and the ICO (the UK’s data protection regulator) if you have a complaint.

Who we are
This website is operated by Tewkesbury RFC. This policy explains how we use cookies.

Our Website
This cookie policy relates to your use of our website www.tewkesburyrfc.co.uk
You may be able to link to other websites from our website. These other websites may also use cookies or similar technologies and should have their own separate cookie policies. For privacy information relating to these other websites, please review their cookie policies and privacy notices.

What is a Cookie?
A cookie is a small text file that is placed onto your device (e.g. computer, smartphone, tablet or other electronic devices) when you use our website. These help us recognise you and your device and store some information about your preferences or past use of the website.

For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user’s internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.

You can control and/or delete cookies being placed by configuring your browser. For more details, see aboutcookies.org or www.allaboutcookies.org. You can also delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work or stop working properly. For further information on our use of cookies, including a detailed list of your information which we and others may collect through cookies, please see below.

Technical or functional cookies
Some cookies ensure that certain parts of the website work properly and that your user preferences remain known. By placing functional cookies, we make it easier for you to visit our website. This way, you do not need to repeatedly enter the same information when visiting our website and, for example, the items remain in your shopping cart until you have paid. We may place these cookies without your consent.

Social media buttons
On our website, we have included buttons for Facebook, Twitter, and Instagram to promote webpages (e.g. “like”, “pin”) or share (e.g. “tweet”) on social networks like Facebook, Twitter, and Instagram. These buttons work using pieces of code coming from Facebook, Twitter, and Instagram themselves. This code places cookies. These social media buttons also can store and process certain information, so a personalised advertisement can be shown to you. Please read the privacy statement of these social networks (which can change regularly) to read what they do with your (personal) data which they process using these cookies. The data that is retrieved is anonymized as much as possible. Facebook, Twitter, and Instagram are located in the United States.

Google Analytics
We use Google Analytics for website statistics Google Analytics Privacy Statement.

Elegant Themes DIVI
We use Elegant Themes DIVI theme for our website design.

Our Use of Cookies
We use cookies on this website to:

• Recognise you whenever you visit this website (this speeds up your access to the website); obtain information about your preferences and use of our website;
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• Carry out research and statistical analysis to help improve our content, products, and services and to help us better understand our users’ requirements;
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• Make your online experience more efficient and enjoyable.
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For further information on cookies generally, visit www.aboutcookies.org or www.allaboutcookies.org.

Types of Cookies:
The cookies we place on your device fall into the following categories:

Session cookies—these allow our website to link your actions during a particular browser session.
These expire each time you close your browser and do not remain on your device afterwards.

Persistent cookies—These are stored on your device in between browser sessions. These allow your
preferences or actions across our website to be remembered. These will remain on your device until
they expire, or you delete them from your cache.

Strictly necessary cookies—These cookies are essential for you to be able to navigate our website
and use its features. Without these cookies, the services you have asked for could not be provided.

Statistical/Performance cookies—These cookies collect information about how you use our website,
e.g., which pages you go to most often. These cookies do not collect personally identifiable
information about you. All information collected by these cookies is aggregated and anonymous and
is only used to improve how our website works.

Functionality cookies—These cookies allow our website to remember the choices you make (such
as your user name, language, last action, and search preferences) and provide enhanced, more
personal features. The information collected by these cookies is anonymous and cannot track your
browsing activity on other websites.

THE COOKIES WE USE
The table below provides more information about the cookies we use and why:

Consent to Use Cookies
Note: Any consent in relation to cookies would need to be a GDPR level of consent, which would mean an opt-in, freely given, and unambiguous consent. Scrolling on a website would therefore not be regarded as compliant consent. You would also need to make it easy to withdrawing consent. The ICO (the UK regulator) takes a strict approach in relation to the use of cookies and has determined that other than if strictly necessary for the functioning of the website, consent must be used. We will ask for your permission (consent) to place cookies or other similar technologies on your device, except where these are essential for us to provide you with a service that you have requested.

How to Contact Us
If you have any questions or concerns about the information in this notice, or about our handling of personal information more generally, or if you would like more detailed information on a particular point, you should contact Tewkesbury RFC who can be contacted at info@tewkesburyrfc.co.uk

 How Will You Tell Me About Changes to this Policy?
We keep our cookie policy under regular review. Any changes we make in the future will be posted on this page.