CMFG Data Protection and Privacy Policy

This privacy policy is copied from the club constitution which can be available on request.

Data Collection and Types of Information Stored

The Club collects and stores personal data necessary for the administration and safe operation of its activities. This data includes:

  1. Basic personal information: Name, contact number, email address, and date of birth.

  2. Emergency contact details: Emergency contact name, phone number, and, optionally, email.

  3. Membership records: Start date, type of membership, attendance records.

  4. Financial information: Payment history for membership fees, events, and activities.

  5. Health and welfare data: Any medical or health information provided by members for safety purposes during training or other Club events such as socials and tournaments.

Data Retention Periods

  1. During Active Membership: Personal data will be retained securely throughout the duration of an individual's membership.

    1. Post-Membership Retention:

  2. Basic personal information: Retained for up to 2 years following the end of membership for potential follow-up, membership renewal, or general inquiries.

  3. Financial records: Retained for 6 years in accordance with UK legal requirements (HMRC).

  4. Disciplinary or incident reports: Retained for 6 years to address any future legal or regulatory issues.

Member Rights and Data Deletion

  1. Members may request the deletion of their personal data at any time, except where the Club is required to retain information to comply with legal or regulatory obligations (e.g., financial records or disciplinary actions).

  2. Requests for data access, correction, or deletion can be directed to the Club Secretary, and the Club will take reasonable steps to ensure compliance with UK GDPR.

Data Security

  1. The Club has implemented technical and organizational measures to protect personal data from unauthorized access, loss, or alteration. Access to personal data is limited to authorized Club personnel, the Committee and The Captain, and is provided only as necessary to fulfill their roles.

Your Rights under UK GDPR

Members have the right to:

  1. Request access to the personal data held by the Club.

  2. Request corrections to inaccurate or incomplete data.

  3. Request deletion of personal data, where appropriate.

  4. Object to certain types of data processing.

Any queries or requests related to data protection should be directed to the Club Secretary via cmfg.committee@gmail.com.