This policy and procedure sets out how the Aberdeenshire Cricket Club (ACC) will comply with the Data Protection Act 2018(DPA).
This aims to fulfil the requirement for fair and lawful processing of personal information in the records which ACC creates and receives in carrying out its obligations of membership in respect of both playing and non-playing members together with its social club activities.
This policy covers;
2. LEGAL BACKGROUND
The DPA establishes a framework of rights and duties which are designed to safeguard personal information. This framework balances the legitimate needs of the organisation, club, etc. to collect and use personal information for the business of and club membership purposes, against the right of individuals to expect privacy of their personal details. The DPA imposes obligations on the use of all personal information held by ACC.
ACC is a Data Controller, as defined in Section1 of the DPA, and is obliged to ensure that all of the DPA requirements are implemented. The DPA applies to all Management Committee personnel and anyone authorised by the Management Committee to provide services or support to ACC.
ACC needs to collect and retain certain information about its members both playing and non-playing in order to fulfil its organisational cricketing and social club objectives. ACC must ensure that personal information is collected and used fairly, stored safely and not disclosed to unlawfully any 3rd party or person. To do this ACC must comply with eight (8) Data Protection Principles (See Section 5)
The full GDPR rights for individuals are; the right to be informed, the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, the right to object and also rights around automated decision making and profiling
3. RELEVANT LEGISLATION
4. INFORMATION SUBJECT TO THE DATA PROTECTION ACT
DPA relates to the processing of personal data. Personal data is information that both identifies and relates to a living individual and includes any expression of opinion about the individual. The DPA applies to all personal information held electronically and in most manual formats.
The DPA categorises certain types of personal information as ‘sensitive personal information’, such as information concerning racial or ethnic origin, religious beliefs, physical or mental health, sexual orientation and criminal records.
The personal information which is held by ACC is not regarded as sensitive personal information in this context.
How we collect information:
How we use the information:
5. DATA PROTECTION PRINCIPLES
The DPA sets out eight (8) principles which underpin the handling of personal information. In order to achieve compliance with the DPA, ACC must ensure that personal information is;
6. DATA PROTECTION PROCESSES AND PROCEDURES
In order to fulfil its obligations under the DPA, ACC has processes and procedures which;
The Processes and Procedures are as follows;
7. MANAGEMENT COMMITTEE RESPONSIBILITIES
Management Committee including Hon. Secretary, Hon. Treasurer and President
THE USE OF PHOTOGRAPHS, FILM OR VIDEO RECORDINGS
Aberdeenshire Cricket Club is committed to the protection of children involved in sport. We will not permit photographs, film or video or other images of children to be taken or used without the consent of the child and the parents/guardians. Aberdeenshire Cricket Club will take all reasonable measures to ensure that any images are used solely for the purpose of promoting and celebrating the Club’s cricketing activities. If you become aware of any of the images being used inappropriately, you should inform the Club’s Child Protection Officer, Bob Buchan, immediately.
If photographs eg team or action shots are submitted to the Press or are published on the Club’s website, individuals will not be identified. In circumstances where there is a need to identify n individual player in the Press, the consent of the parent/guardian will be sought in advance.
Aberdeenshire Cricket Club reserves the right at all times to prohibit the use of photography, film or video at any activity with which it is associated.
It is not the responsibility of the Coach or Team Manager to transport, or arrange to transport, the children to and from the Club or matches. The Club will not as a matter of course be registering private vehicles for the transportation of players in connection with any fixtures or coaching sessions arranged by the Club.
Parents, guardians or other responsible adults are responsible for transporting the children to and from all matches and coaching sessions. Further, to ensure the safety of the juniors, it is essential that all parents/guardians and those bringing juniors to midweek coaching sessions pay particular attention to the following:
CODE OF CONDUCT
Aberdeenshire Cricket Club operates a Code of Conduct for Young Players. It is essential that the young players and parents/guardians familiarise themselves with the content of the Code of Conduct located in the junior section of documents on the Information tab, that the young players abide by the Code of Conduct and that the parents/guardians ensure compliance with the code of conduct.
In the event of any breach of the Code of Conduct, Aberdeenshire Cricket Club will apply the sanctions set out in its Disciplinary Procedures document.
PERMISSIONS AND CONSENTS