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Data Privacy Notice


Introduction

This privacy notice describes how Croquet England processes the personal information ("the Data") it holds about you, or that you are about to share with it. Croquet England is committed to keeping your information safe and to meet its obligations under the General Data Protection Regulation ("GDPR") to process it fairly. This notice also outlines your rights if you feel it is not doing so.

Identity and Contact Details

The Controller of the Data is Croquet England, a charity registered in the UK (1202444). It operates directly through its Board of Trustees, Executive, Officers, Staff, those serving on its committees and in other roles (e.g. Tournament Managers, Handicappers, Coaches); and indirectly through its Affiliated Clubs, Federations and Coaching Academies when they are acting on its behalf. It can be contacted through its office: Croquet England, Old Bath Road, Cheltenham GL53 7DF, e-mail: office@croquetengland.org.uk. Please identify any correspondence related to this policy with the subject "Data Protection: FAO Croquet England Operations Manager".

Croquet England is not required to appoint a Data Protection Officer as defined by GDPR: its Operations Manager and Secretary are jointly responsible for ensuring that data protection issues are dealt with by the organisation.

Purpose and Lawful Basis for Processing

Croquet England processes (or will process) Data about you in order to administer your subscription, sales to you from its online shop, or more generally support its activities, for example, the tournaments, coaching, development and related programmes that it runs.

The lawful basis for holding subscription and sales records is to fulfil the contract with you as a Subscriber or customer (or potential Subscriber or customer) of Croquet England. More generally, the lawful basis for the processing described above is that it is in the legitimate interests of Croquet England in pursuit of its aims as stated in its Constitution. This includes being able to comply and assess compliance with our Policies, Regulations and the Law.

Croquet England also processes personal data relating to current or potential contracts with staff, landlords, suppliers or service providers, under the lawful basis of fulfilling or entering into those contracts.

Categories of Personal Data

Croquet England may hold and process the following categories of structured Personal Data about its current or potential subscribers, customers, contacts and those engaging in activities run under its auspices:

It may also hold Data relating to contracts with staff and third parties, as noted above.

In addition, unstructured Personal Data relating to you may be held in e-mails sent to or from you, or between those acting on behalf of Croquet England, and in logs of requests you make to its website.

Information Sharing

Croquet England will not pass your Data to anyone without your consent, except where necessary to provide its services, as detailed below:

Location of Data Processing

The data is processed on computers (and backups of them) operated by Croquet England, on those operated by its service providers (e.g. for its website, email, online shop, payments, banking and distribution), and on paper records.

These are all normally located in the UK, European Union or countries which have equivalent data protection safeguards.

Retention Periods

Except where required for archiving purposes (e.g. results of tournaments and club competitions and records Croquet England activity, such as meeting minutes and membership lists), Personal Data about you will be deleted no later than six years after you were last a Subscriber of or had financial dealings with Croquet England.

Your Rights

You have the right to object to how Croquet England processes your Personal Data. In particular, you can request that your contact details are not shown in published membership lists. You also have the right to access, correct, and, in some cases, delete and restrict the use to which your Data is put, but your participation in events or fulfilment of your subscription rights may be restricted if you do so. In addition, you have the right to complain to Croquet England (see the first section for contact details) and to the Information Commissioner at http://ico.org.uk/global/contact-us.

Please contact Croquet England (using the contact details above) in the first instance if you have any queries or concerns.

Data Sources

The primary source for the Data held about you is the information:

Those acting on behalf of Croquet England in running its activities are a secondary source of data for your results, handicaps, qualifications, etc.

Consequences of Failing to Provide Data

If you do not provide the Data required by Croquet England to become a subscriber or enter a tournament or coaching activity then you will be unable to do so. Croquet England requires at least a postal address to ensure that it can contact its Subscribers and those playing in tournaments run under its Regulations.

Automated Decision-Making

Software may be used to produce draws and orders of play for tournaments and to assist team and squad selection, but otherwise, no automated decision-making software is used by Croquet England.

Amendments

We may update this Data Privacy Notice from time to time by publishing a new version on our website: significant changes will be notified in a news item.

Change Log

Version 1.0, 30th December 2023