LLANDAFF RUGBY FOOTBALL CLUB
PRIVACY POLICY

This Privacy Policy applies to all members and players. Your privacy is extremely important to us so we want you to know exactly what kind of information we obtain about you and how we use it.

We’ve set out all the details below. Please take the time to read and understand this policy.

1. What information do we hold about you?
As a member of LLANDAFF RFC we will ask you to provide certain personal information relating to you during the course of your membership. This information may include:
• your name, address and contact details
• your date of birth
• school attended (mini/junior players only)
• your family details (mini/junior members only)
• your emergency contact details

We may also keep certain special category personal data in relation to players which might be relevant when playing rugby, such as:
• your physical or mental health
• your previous injuries
• details of any known disability/allergies
• your special any medication requirements

2. What will we use your information for and our legal bases for doing so?
We use the personal information we hold about you for a number of different purposes, which we list below. Under data protection law we need to have a valid legal basis for using your personal information, we also set out below the legal bases which we will be relying upon. We use the personal information we hold about you for the following reasons:
• to maintain an up to date list of members
• to complete entry into competitions and tournaments (players)
• to register with the WRU (players)

Data protection law prohibits us from processing any special category personal data unless we can satisfy at least one of the conditions laid down by data protection law. We also set out below the specific conditions we rely upon when processing special category data. We use the special category personal data we hold about you for the following purposes:
• to provide you with any necessary first aid or emergency treatment

In these cases the condition we rely upon for processing the information is because the processing is necessary for the assessment of your medical diagnosis. We will not otherwise process your sensitive or special category information unless you have given us explicit consent to do so. We do not carry out any automated decision-making or profiling in relation to you.

3. Who do we share your information with?
Your personal data will be held by the respective Team Manager, Club Secretary and Membership Secretary. Your personal data may be shared internally with other individuals and/or teams where this is reasonably necessary for the processing purposes set out in section 2 above. For example, it will be necessary to share some of your personal information with other rugby clubs in order to enter you into a festival or competition.
From time to time we will need to share your information with external people and organisations. We will only do so where we have a legitimate or legal basis for doing so and in compliance with our obligations under data protection laws. Your information may be disclosed to:
• the WRU (players)
• other sports governing bodies in order to partake in a tour event (players)

4. International Transfer of Your Information
We do not transfer any of your personal data outside the European Economic Area.

5. How Long Do We Keep Your Information For?
To make sure we meet our legal data protection and privacy obligations, we only hold on to your information for as long as we need it for the purposes we acquired it in the first place. In most cases, this means we will keep your information for as long as you are a member/player. This may be exceeded in the case of details entered on trophies or display boards.

6. Individual rights
Data protection legislation provides individuals with rights in relation to their data. For example, you have the right to ask us whether we hold information about you and if so, for us to give you certain details about that information and/or the information itself. This right is commonly known as a “subject access request”. Certain exemptions and conditions apply to this right.
There are other rights which you also may be able to exercise, such as:
• the right to have inaccurate personal data rectified,
• to object to the processing of personal data,
• to object to direct marketing,
• to the erasure of personal data or to have the processing of your personal data restricted
• to have electronic data made portable.
All these rights are subject to certain conditions and exemptions. If you wish to exercise any of these rights or obtain further information about these rights please contact the club Data Protection Officer.

7. Ability to withdraw consent
Where your personal data is processed on the basis of your consent or explicit consent, you have the right to withdraw your consent to the processing at any time. You can do this by emailing brianppearson@btinternet.com. Any withdrawal of consent will not affect the lawfulness of any processing of your personal data based on consent before the withdrawal is notified.

8. Accuracy
If any of your personal details change during your membership you should contact your team manager or the Data Protection Officer to notify them and provide them with the updated accurate information.

9. About Us
Our full name is LLANDAFF RFC. We are the data controller of the information you provide us with. The term “data controller” is a legal phrase used to describe the person or entity that controls the way information is used and processed.

10. Where to Go if You Want More Information About Your Privacy Rights
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. Information is accessible on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them here http://www.ico.gov.uk/for_the_public.aspx.

You can also make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. We will always do our very best to solve any problems you may have.

Llandaff RFC

Llandaff RFC Membership 2023-24