TWCC has policies in place to ensure that the Club complies with the ‘General Data Protection Regulation’ (GDPR), which came into effect on May 25th 2018. The GDPR gives people more control over how organisations use personal information, or data. We value your privacy and want to be clear about the data we collect, how we use it and your rights to control that information. Our policy reflects the high standards established by the General Data Protection Regulation (GDPR). We respect your personal data and we keep it safe and secure We will never sell your data or pass it to third parties. For more detailed information, or if you have specific questions or concerns, please contact our Personal Data Protection Officer, to whom you can send a secure email from the contacts page on our website.

Our policy describes how we collect, store and use personal data

Personal data is collected and used by TWCC for the purpose of recording and managing:

• Membership, and hence access to the benefits members may derive from the Club, i.e. playing cricket, or participating in, or organising, the social activities of the Club. This may also include occasional communications from TWCC to alert members to additional cricket activities that we think may be of interest, and special offers for members from the supporters of our cricket programme
• volunteers’ participation in supporting and running Club activities
• paid employee’s payment and tax

The Club acknowledges that:

• the Committee is aware that Data Protection legislation and specifically GDPR (General Data Protection Regulation), applies to the Club
• all officials, staff and members understand how to handle personal data
• Club officials have given permission for their names and contact details to be made publicly available
• there is a process to follow if any Personal Data is lost or stolen
• changes within the Club that affect the use of Personal Data are communicated
• members understand that broadcast emails can present a security risk
• personal data will only be used for Club purposes
• failure to comply with the Data Protection legislation can mean substantial fines as well as reputational damage
• if a breach occurs, we must notify Information Commissioner’s Office (ICO) within 72 hours
• if our Club fails to follow these regulations, we may be subjected to GDPR fines
• our data protection policy must be accessible be viewed on the TWCC membership website (see document downloads (www.tunbridgewellscc.org.uk)

Personal data

In compliance with the key data protection principles for personal data*, TWCC confirms that data are:

• processed fairly, lawfully and transparently
• collected for specified, explicit and legitimate purposes
• adequate, relevant and limited
• accurate and, where necessary, kept up to date
• kept for no longer than is necessary
• processed in a manner that ensures appropriate security of the personal data
• not used for automated decision making or and profiling
• never made available to third parties.

* Data collected is fully compliant with ECB requirements for such as ethnicity, gender, and school attended, which are primarily being driven by these requirements and are the minimum necessary to manage our activities appropriately on behalf of our members, volunteers and paid employees. Some of the specific data that we collect are specified by other organisations, e.g. HMRC and ‘Play Cricket’ (an ECB authorised team and match management system (for cricket competitions).

Data security

Personal are held on secure websites

• (A) TWCC MAIN website (www.tunbridgewellscc.org.uk), holds contact details of Club officials, supplied by them, for the purpose of facilitating general communication for Club members and the general public
• (B) TWCC MEMBERSHIP/EVENTS/MATCH FEES/SHOP website portal (www.tunbridgewellscc.myclubhouse.co.uk) holds:
• (b1) details of youth membership original applications supplied by parents/guardians to facilitate membership invitations to join the Club, and details of those who have volunteered to help with our cricket programme
• b2) details of members’ personal data, including names, addresses, dobs, ethnicity self-identification, and medical alert notifications for under 18 children in accordance with safeguarding policies defined by the ECB including permissions for photography, and participation in Open-Age cricket, and/or the purposes of managing the Club’s cricket programmes, and communication with members
• (C) TWCC MATCH AVAILABILITY & TRAINING ATTENDANCE website portal (www.spond.com) holds: member contact details and medical alert notifications for under 18 children, as originally collected from 

Personal data from (B) may be kept by authorised TWCC Club officers on their own computers to facilitate individual contact with members.

• Only the Membership Secretary, the Club Chair, and the Systems Administrator have access to the entire membership data base
• Other Club officers are given extracts of the data on a ‘need to know basis,’ e.g. for the purpose of training groups or match management

We delete records and data when they are no longer required for the purposes they were collected.

How we contact members, volunteers, and staff

We seek permission for personal data to be used by us as required, described above, from members, parents/guardians, Club officials, and staff.

Most written Club communications are by email, centred on annual Club memberships. Those who have no access to the internet receive membership-related communications in the post.

We authorise Masuri-NXT Sportswear to email a shirt voucher to playing members each season. Club officers also send emails from their personal email addresses and email clients e.g. Google.com. Where an individual has no access to internet we use the postal system.

Rights given to individuals

Under our policy individuals have the right:

• to be informed of access
• to rectification
• to erasure
• to restrict processing
• to data portability
• to object