Torbay District Badminton Association Data Policy

1. About this Policy

1.1 This policy explains when and why we collect personal information about our committee members, secretaries, registered players and coaches, how we process data, how we keep it secure, who we share your data with and your rights in relation to it.

1.2 We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.

1.3 We reserve the right to amend this Data Processing Policy without prior notice, but amendments will not be made retrospectively.

1.4 It is our commitment to comply with and act in the spirit of the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2. Who are we?

2.1 We are the Torbay Badminton District Association (TBDA) and its associated committee members.  We can be contacted through our website www.torbaybadminton.co.uk.

2.2 The Torbay Badminton website is owned and run by the TBDA.

3. What information we collect and why.

3.1 Registered Players & Coaches

Type of information	Purposes	Processing	Source	Consent
Player name, address, telephone numbers, email address, date of birth, Badminton England number, club name and club rank.	Checking a Player’s right to play in the Torbay Badminton league and ranking players according to our league constitution.	Performing the a contract with the Players’ club. For the purposes of our legitimate interests in operating the Association.	These details are provided via TDBA member clubs and not directly from players.	Via a players Club where consent will be granted via a club membership request at the start of each season.
	Incident reporting.	Managing incident reports with respect to legal reporting and insurance claims.  Managing enquiries from players regarding the running of the TDBA.  Managing disputes in line with our constitution.	Reports can come direct from players, by players through their club or by a club on behalf of a player.	Via a players Club where consent will be granted via a club membership request at the start of each season.  Or direct implied consent by approaching the Association.
Player Name, Club  Ranking information  and Coaching qualifications	Sharing	These details will be shared online through our website to ensure compliance with the TDBA constitution.	Through the players club.	Via a players Club where consent will be granted via a club membership request at the start of each season.
Player Name, Club, Matches scores.	League Administration	Compiling and collating league positions.	Direct from players or via their club	Via a players Club where consent will be granted via a club membership request at the start of each season.
	Sharing	Online Publishing player performance on the Torbay Badminton Website	Direct from players or via their club	Via a players Club where consent will be granted via a club membership request at the start of each season.
	Sharing	Providing details to local media for publishing of league results	To media organisations.	Via a players Club where consent will be granted via a club membership request at the start of each season.
Player Photos & Video	Sharing	Providing details league results	Direct from players, players’ clubs or via the TDBA directly.	Via a players Club where consent will be granted via a club membership request at the start of each season.

3.2  Committee Members & Secretaries

Type of information	Purposes	Processing	Source	Consent
Name, address, telephone numbers, email address,  club name, committee position	Ensure the running of the TDBA.	For the purposes of our legitimate interests in operating the Association.	These details are provided direct to the TDBA from the Member or Secretary	Granted when volunteering to join the TDBA committee
	Incident reporting.	Managing incident reports with respect to legal reporting and insurance claims.  Managing enquiries from players regarding the running of the TDBA.  Managing disputes in line with our constitution.	Reports can come direct from players, by players through their club or by a club on behalf of a player.	Granted when volunteering to join the TDBA committee
	Sharing	Certain details may be made available online through our website to provide contact points to help with the running of the league.		Granted when volunteering to join the TDBA committee

4. How we protect your personal data.

4.1 We will not transfer your personal data outside the EEA without your consent.

4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

4.4 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5. Who else has access to the information you provide us?

5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.

5.2 We may share your personal data to third parties (as details in part 3 of this policy) who are service providers to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to manage Badminton England membership enquiries). However, we disclose only the personal data that is necessary for the third party.

6. How long do we keep your information?

6.1 We will hold your personal data on our systems for as long as you are a member of a club that is registered with the TDBA.  We will hold your data for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations

7. Your rights.

7.1 You have rights under the GDPR:

(a) to access your personal data

(b) to be provided with information about how your personal data is processed

(c) to have your personal data corrected

(d) to have your personal data erased in certain circumstances

(e) to object to or restrict how your personal data is processed

(f) to have your personal data transferred to yourself or to another business in certain circumstances.

7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns/

Telephone: 03031231113.

Information Commissioner’s Office Wycliffe House,

Water Lane; Wilmslow

Cheshire SK9 5AF