Privacy Policy

Epsom Sports Club privacy notice

This privacy notice tells you what to expect us to do with your personal information.

· Contact details

· What information we collect, use, and why

· Lawful bases and data protection rights

· Where we get personal information from

· How long we keep information

· Who we share information with

· How to complain

Contact details

Post

Epsom Sports Club, Woodcote Road, EPSOM, Surrey, KT18 7QN, GB

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

• Names      and contact details
• Addresses
• Payment      details (including card or bank information for transfers and direct      debits)
• Information      relating to compliments or complaints

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names      and contact details
• Addresses
• Payment      or banking details
• Tax      payer information (for Gift Aid purposes)

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact      information

We collect or use the following personal information for recruitment purposes:

• Contact      details (eg name, address, telephone number or personal email address)
• Date      of birth
• National      Insurance number
• Copies      of passports or other photo ID
• Employment      history (eg job application, employment references or secondary      employment)
• Education      history (eg qualifications)
• Right      to work information
• Details      of any criminal convictions (eg Disclosure Barring Service (DBS), Access      NI or Disclosure Scotland checks )

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names      and contact details
• Address
• Video      recordings of public areas
• Audio      recordings of public areas
• Witness      statements and contact details
• Relevant      information from previous investigations
• Information      relating to health and safety (including incident investigation details      and reports and accident book records)
• Correspondence

We also collect or use the following information for dealing with queries, complaints or claims:

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your      right of access - You have the right to ask us for copies of your      personal information. You can request other information such as details      about where we get personal information from and who we share personal      information with. There are some exemptions which means you may not      receive all the information you ask for. You can read more      about this right here.
• Your      right to rectification - You have the right to ask us to correct      or delete personal information you think is inaccurate or      incomplete. You can read more      about this right here.
• Your      right to erasure - You have the right to ask us to delete your      personal information. You can read more      about this right here.
• Your      right to restriction of processing - You have the right to ask us      to limit how we can use your personal information. You can read more      about this right here.
• Your      right to object to processing - You have the right to object to      the processing of your personal data. You can read more      about this right here.
• Your      right to data portability - You have the right to ask that we      transfer the personal information you gave us to another organisation, or      to you. You can read more      about this right here.
• Your      right to withdraw consent – When we use consent as our lawful      basis you have the right to withdraw your consent at any time. You can read more      about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

• Consent      - we have permission from you after we gave you all the relevant      information. All of your data protection rights may apply, except the      right to object. To be clear, you do have the right to withdraw your      consent at any time.
• •      Legitimate interests – we’re collecting or using your information because      it benefits you, our organisation or someone else, without causing an      undue risk of harm to anyone. All of your data protection rights may      apply, except the right to portability. Our legitimate interests are:
  • We       collect minimal personal data to be able to manage club membership along       with parent/guardian details for junior members. We use this information       to be able to provide information and marketing along with safeguarding       practices.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

• Consent      - we have permission from you after we gave you all the relevant      information. All of your data protection rights may apply, except the      right to object. To be clear, you do have the right to withdraw your      consent at any time.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent      - we have permission from you after we gave you all the relevant      information. All of your data protection rights may apply, except the      right to object. To be clear, you do have the right to withdraw your      consent at any time.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent      - we have permission from you after we gave you all the relevant      information. All of your data protection rights may apply, except the      right to object. To be clear, you do have the right to withdraw your      consent at any time.
• Contract      – we have to collect or use the information so we can enter into or carry      out a contract with you. All of your data protection rights may apply      except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent -      we have permission from you after we gave you all the relevant      information. All of your data protection rights may apply, except the      right to object. To be clear, you do have the right to withdraw your      consent at any time.
• Legal      obligation – we have to collect or use your information so we can      comply with the law. All of your data protection rights may apply, except      the right to erasure, the right to object and the right to data      portability.

Where we get personal information from

• Directly      from you
• Family      members or carers
• CCTV      footage or other recordings

How long we keep information

We may keep your information for a maximum of 6 years after you leave the club’s membership or employment. This may be extended for any regulatory requirements. For non-members we will remove your data 2 years after your last contact with us.

Who we share information with

Others we share personal information with

• Organisations      we need to share information with for safeguarding reasons
• Organisations      we’re legally obliged to share personal information with

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

28 January 2025