Privacy policy

Fair processing.

By submitting Personal Information to this website, you agree that Hillhead Hockey Club (including Hillhead Ladies’ Hockey Club, Hillhead Men’s Hockey Club and Hillhead Juniors’ Hockey Club) may process it in the manner described in this policy which describes our current practices with regard to Personal Information which is hosted by Squarespace (our website provider), ClubBuzz Ltd. (our membership management platform), Slack (our intraclub communication platform) and Veo (our Video Analysis platform). The term 'Personal Information' refers to information about you personally, which, from time to time, you will be asked to submit (e.g. name and email address) in order to receive or use services on our website. As a result of changes in the law and technology, our practices will change over time. When this happens, we will post the changes on our website as soon as is practicable and, therefore, we encourage you to check the site frequently. We will always deal with your Personal Information fairly and in accordance with your instructions.

Use of Personal Information
We will tell you the purposes for which we will process personal information. Such purposes include the following:

  1. Maintaining our membership database.

  2. As an affiliated club of Scottish Hockey, we are required to ensure that all of our members are members of Scottish Hockey as a condition of our affiliation.

  3. As an affiliated club of Woodend Bowling & Tennis club, we are required to share membership information for purposes of licensing.

  4. Use of data to ensure protection and welfare of under 18s.

  5. Promote and encourage participation in hockey by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes.

  6. Contacting you with information pertinent to your membership or application for membership and details of events and other matters which we think will be of interest to you.

  7. Marketing and market research.

  8. Internal use to help us improve our services and to help resolve any problems.

  9. Internal use to help us improve our hockey (playing and coaching).

  10. In accordance with GDPR, we may be required to share match recordings with other clubs. Affected teams will be notified if necessary.

Disclosure
Any information you provide to us will only be used by us and possibly passed to our partners for the purpose of dealing with payments and using communications portals. It may also be disclosed to your organisation’s Governing Body. You should also be aware that your information may be disclosed where we are obliged or permitted by law to do so.

Timescale
We will hold your Personal Information within our systems for as long as you remain a member of the club. Unless specifically requested otherwise by you, when you cease to be a member all personal data will be deleted within 3 years of the date of your resignation.

Cookies
A 'cookie' is a small amount of information that is placed on your computer's hard drive when you visit a website. It collects details of visitor behaviour, which can be used to improve the service delivered to you on a website.

Your computer can be set to accept or reject cookies if you visit the "help" menu on your web browser. However, by rejecting cookies, you will not be able to use the "members' area" of the site and you will not be able to complete the registration process.

When you visit this site, your Personal Information may be collected using 'cookies'. Such information is subject to data protection laws and is dealt with in accordance with this Policy. For more information please visit : http://www.aboutcookies.org.

This site uses Google Analytics to collect usage data and Google also uses cookies for this purpose. Google has its own Privacy Policy which can be viewed at http://www.google.com/intl/en/privacy/privacy-policy.html. Where the site links to other websites and services these may also involve cookies. You are advised to check the privacy policy of each of these sites before using them.

Security
Your personal information is stored on our electronic filing system and our servers based in the EU, and is accessed only by our committee members for the purposes set out above. We may be required to transfer your personal information outwith the EU for the purposes of entering athletes into competitions, or booking travel arrangements for training camps or competitions. Where your personal information is transferred outwith the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.

Filming of matches

Hillhead Hockey Club (including Hillhead Ladies’ Hockey Club and Hillhead Men’s Hockey Club but specifically excluding Hillhead Juniors’ Hockey Club) (hereinafter referred to as ‘the Club’) may record and store video footage of competitive and friendly matches. The footage will be reviewed by players and coaches to improve the sport of hockey within the Club. The footage may also be used to advertise and promote the Club.

Club members, or where appropriate their parent or guardian, have given their consent for matches to be recorded when completing their club registration form. Opponents’ (and spectators’) data is being processed as the club has a legitimate interest in doing so, as described above. Opponents’ will be notified prior to recording and given the opportunity to object to being recorded.

Video footage will be stored on our secure Veo platform. Hillhead coaches will be given access to all recorded matches. Hillhead players will be given access to their own recorded matches. Every person with access to the recordings will be required to agree to our Terms of Use which includes:

By agreeing to be a playing member of Hillhead Hockey Club you will have access to match footage. You hereby confirm that you will not make copies of and/or share any footage externally subject to the following exception:

Extracted clips of no more than 10 seconds and with the sound removed may be shared via message or social media post for the purpose of promoting and/or celebrating Hillhead Hockey Club, the sport of hockey or your own performance. The Club reserves the right to require any clips that have been shared to be deleted.

Video footage will be stored for as long as our coaches deem it useful. Video footage will be reviewed annually and any unnecessary footage will be deleted. If you wish to request a copy of match footage or to make a complaint, you can do so by contacting hillheadlhc@gmail.com or hillheadhcmembership@gmail.com.

If you have been recorded you are entitled: to be informed; to access the recording; to object to being recorded; to erasure of the recording; to rectify any errors within the recording; to make a complaint; to damages; and to data portability.

Updated 8th June 2023
Summary of Changes

  • Use of Personal Data - added section 5, 9 & 10

  • Added section on filming of matches.