Data Protection Policy



Omagh RFC Data Protection Policy

Introduction

Omagh RFC needs to collect and use various types of information about players, members, parents, coaches, volunteers, referees, visitors and other users who come into contact with the Club in order to conduct our activities.

This Data Protection Policy sets out our commitment to protecting personal data and how we implement that commitment. It also summarises the purposes for which personal data collected may be processed by the Club.

Data Protection Principles

Omagh RFC regards the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those we deal with. The Club intends to ensure that personal information is treated lawfully and correctly and will adhere to the Principles of Data Protection as detailed in the Data Protection Act 1998. Specifically, the Principles require that personal information:

  • Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met
  • Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes
  • Shall be adequate, relevant and not excessive in relation to those purposes
  • Shall be accurate and, where necessary, kept up to date
  • Shall not be kept for longer than is necessary
  • Shall be processed in accordance with the rights of data subjects under the Act
  • Shall be kept secure by the Data Protection Officer who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information
  • Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information.

Club Commitments

The Club is committed to:

  • Ensuring that we comply with the eight data protection principles as listed above
  • Meeting our legal obligations as laid down by the Data Protection Act 1998
  • Ensuring that data is collected and used fairly and lawfully
  • Processing personal data only in order to meet our operational needs or to fulfil legal requirements
  • Taking steps to ensure that personal data is up to date and accurate
  • Establishing appropriate retention periods for personal data
  • Ensuring that data subjects' rights can be appropriately exercised
  • Providing adequate security measures to protect personal data
  • Ensuring that a nominated officer is responsible for data protection compliance and provides a point of contact for all data protection issues
  • Ensuring that all club officers are made aware of good practice in data protection
  • Providing adequate training for all staff responsible for personal data
  • Ensuring that everyone handling personal data knows where to find further guidance
  • Ensuring that queries about data protection, internal and external to the organisation, are dealt with effectively and promptly
  • Regularly reviewing data protection procedures and guidelines within the Club

Data Collection

Omagh RFC will ensure that data is collected within the boundaries defined in this policy. The Club will also ensure that individuals and service users clearly understand why information is needed, who it will be shared with, and the possible consequences of them agreeing or refusing the proposed use of the data.

All personal data must be collected and dealt with appropriately, whether on paper, stored on a computer database, or recorded on another form of material. Information and records relating to service users will only be accessible to authorised staff and volunteers, and will be stored for only as long as is needed or required. It will then be disposed of appropriately. The Club will also hold the minimum personal information necessary to enable it to perform its function.

Data access and accuracy

All individuals or service users have the right to access the information Omagh RFC holds about them. The Club will also take reasonable steps to ensure that this information is kept up to date by asking data subjects whether there have been any changes.

In case of any queries or questions in relation to this policy please contact the Club Data Protection Officer: