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ENGLAND SQUASH PRIVACY POLICY

Last update: December 2017

England Squash Limited (registered number 02411107 whose registered office is at National Squash Centre, Rowsley Street, Manchester M11 3FF) (“England Squash” or “we” or “us”) is committed to protecting and respecting your privacy and complying with the principles of the Data Protection Act 1998 (the “Act”). England Squash is the data controller for the purposes of the Act.

This policy sets out the basis on which we use any personal data we collect or receive about you. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

COLLECTING YOUR PERSONAL INFORMATION

We collect personal information about you from the following sources:

  • Information that you provide to us – this includes personal information provided to us during the England Squash membership sign-up process (e.g. name, email address, date of birth, payment details, third party marketing preferences), information that you provide to us when entering England Squash tournaments, or any personal information that you provide when you communicate with us;
  • Information that we collect about you – when you visit the England Squash website we automatically collect certain technical information (such as the IP address used to connection your computer to the Internet, your England Squash login information, and details of your operating system) and information about your visit (such as click throughs, time spent on page, download errors); and
  • Information that we collect about you from others – we may receive information about you when you use our connected platforms (such as the Club Locker platform referred to below) or from other relevant third parties, including your squash club (provided in each case that the collection and processing of such data is lawful).

USING YOUR PERSONAL INFORMATION

We may use your personal information for the following purposes:

  • for maintaining records;
  • to respond to any enquiries you make or to perform any services you have requested (such as providing you with the benefits of England Squash membership or providing you with information you have asked for) which may involve contacting you by post, e-mail or phone;
  • to enable us to process payments which you make, or your club makes on your behalf;
  • to allow us to administer the sports of squash and squash 57, for instance by organising tournaments and issuing coach licences;
  • to contact you about squash and squash 57 events, offers and opportunities available from England Squash and those of third parties carefully selected by us (where you have indicated you would like to hear about these);
  • to create anonymised statistical data about England Squash membership, squash and squash 57;
  • to administer the England Squash website and for internal operations including website trouble shooting, testing, research and survey purposes;
  • to improve the content on the England Squash website and to ensure that the website is delivered to you in the most effective way possible;
  • to enable you to participate in interactive features of our website;
  • to provide you with access to senior England rankings data provided to you through a Squash Levels microsite accessible through your England Squash member portal;
  • England Squash is collaborating with US Squash in relation to the “Club Locker” platform (through a joint venture established in the United States). This collaboration is for the legitimate business interests of England Squash (namely to facilitate the effective administration of squash and squash 57 at a national, county and club level) and will greatly improve the service that England Squash delivers to clubs and members. The Club Locker platform will offer various services and tools to players and clubs, including tournament and league management and rankings information. We may process your personal data on the Club Locker platform, strictly for the purposes of delivering to you the services offered by this platform and for internal England Squash administrative purposes;
  • for the detection of fraud and market research purposes;
  • to notify you of any changes to the services that we offer; and
  • for any other purposes as you may have consented to in submitting your personal data to us.

If we receive information from other sources or third parties we may combine this with information that we currently hold about you and process such combined information for the purposes set out above.

Please note that the England Squash website may include links to third party websites. If you choose to click through to the relevant third party’s website, you will be subject to the terms and conditions of use and privacy policy of the relevant third party. England Squash does not accept any responsibility or liability for these policies of your use of such third-party websites. Please check the terms of these policies before using the relevant third party’s website.

TRANSFER OF YOUR DATA OUTSIDE OF THE EEA

Please be aware that the Club Locker platform (referred to above) is based in the United States and as such, personal data processed on the Club Locker platform will be transferred to, and processed on servers located in, the United States. England Squash will ensure that personal data processed through the Club Locker platform is treated fairly and lawfully in all respects.

In the future, England Squash may need to transfer your personal information to other countries outside of the European Economic Area ("EEA"). This may happen if any of our servers are from time to time located in a country outside of the EEA or if any of our service providers are located in a country outside of the EEA. These countries may not have similar data protection laws to the EEA. If we transfer your information outside of the EEA in this way, we will take the appropriate steps to ensure that your privacy rights continue to be protected and that we continue to process your data in a fair and lawful manner.

SENSITIVE PERSONAL INFORMATION

Sometimes we will collect and process sensitive personal data (as defined in the Act) relating to you, which may include the types of data set out below. Prior to processing any such data, we will obtain appropriate consent from you.

Ethnicity data

If collected from you, this will be used to identify and keep under review equality of opportunity within England Squash and (anonymously) for statistical and reporting purposes.

Disability data

If collected from you, this will be used to identify and keep under review equality of opportunity within England Squash and (anonymously) for statistical and reporting purposes.

Injuries data

This may be collected by us directly from you, your county or via your club e.g. through a tournament withdrawal form. It will be used to assist with tournament results and rankings information and (anonymously) for statistical and reporting purposes.

Anti-doping

If you are an elite player who is required to participate in doping control procedures undertaken by a doping control officer appointed by UK Sport or England Squash, the results of such procedures may be used in results management, including associated disciplinary hearings, appeals and adjudications.

Criminal records data

We are registered with the Disclosure and Barring Service (DBS) to assist it in ensuring that those who take up appointments do not pose a risk to the children in our care. We may therefore process criminal records data disclosed by the DBS. This will be processed in accordance with the DBS’s Code of Practice for Registered Persons.

DISCLOSURE OF YOUR PERSONAL INFORMATION

We may disclose your personal information for the following purposes:

  • We may disclose your personal information to our county associations, clubs, coaches, tournament organisers, agents and sub-contractors (including our marketing agencies, web developers, project consultants and finance agencies) who will process it strictly on our behalf for the purposes set out above.
  • We may disclose your personal information to US Squash for the purpose of administering the Club Locker platform referred to above. Further, we may disclose your personal information to Squash Levels for the purposes of giving you access to senior England squash rankings data.
  • Details of your performance in events may be published on our website and be available to view by the general public. This information may include your date of birth because this uniquely identifies you and also allows event organisers to ensure that you are eligible. If you have opted in to the Club Locker ranking system, your name, date of birth (or age group category if you are a junior member) and county will be publicly available for ranking purposes. If you wish to opt out of the Club Locker ranking system at any time please opt-out using the process referred to below.
  • Where you have explicitly consented to us doing so, we may disclose your personal data to third parties for marketing purposes. You can opt-out of any marketing preferences at any time by following the process referred to below.

WHERE WE STORE YOUR DATA

Save in circumstances where your data is being processed through the Club Locker platform (as referred to above), we will store your data on UK servers and will ensure that such data is held securely in accordance with good industry standards. Where we have given you a password to access a part of the England Squash website you are responsible for keeping this password secure and confidential. Please do not share this with anyone else.

Please be aware that the transmission of data via the internet is not completely secure. Although England Squash uses its best endeavours to keep your data secure, we cannot guarantee that information transmitted to us via the internet will be completely secure and any transmission is at your own risk.

COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive or mobile device.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website.

Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

Please note that third parties (including, for example, advertisers and providers of external services like web traffic analysis services) may also use cookies, over which we have no control.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

For more information about cookies and how to manage or delete them, please visit www.allaboutcookies.org.

CHANGES TO OUR PRIVACY POLICY

If we amend our privacy policy, it will be published on this web site so please check the website regularly to check whether our policy has been updated. We may also email you to notify you of any substantial changes to this policy.

YOUR RIGHTS/OPT-OUT

You can request from us a copy of the personal information we hold about you. All such requests must be made in writing to the Data Protection Officer, England Squash Limited, National Squash Centre, Rowsley Street, Manchester M11 3FF and accompanied by a cheque for £10 made payable to England Squash. Please also contact us at this address if you would like to update any inaccurate information that we hold about you.

If at any time you wish to update the information we hold about you, or if you wish to stop receiving information from us, please contact webmaster@englandsquash.com.

Please note that you can opt-out of any third-party marketing that you have previously opted into (or any England Squash marketing) either by contacting us using the email address listed above or by using the opt-out function detailed in the relevant third-party marketing email.

GDPR

Please note that the General Data Protection Regulation is coming into force in May 2018. We may be making further changes to this privacy policy prior to the GDPR coming into effect so please check the England Squash website regularly to ensure that you have read and understood the latest version of this privacy policy.