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Privacy Policy

1. Introduction
Smiths Rugby is committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By engaging with our club—whether as a player, member, parent/guardian, volunteer, sponsor, supporter, or website visitor—you agree to the practices described in this policy.

 

2. Who We Are
Smiths Rugby is a company registered in England, (Company number 10731311) whose registered office address is 16 Royal Crescent, Cheltenham, Gloucestershire, England, GL50 3DA. For data protection purposes, we are the "data controller" of the personal data you provide to us.
If you have any questions regarding this Privacy Policy or how your data is handled, please contact us:
Email: hello@smithsrugby.co.uk
Post: Smiths Rugby, 16 Royal Crescent, Cheltenham, Gloucestershire, GL50 3DA

 

3. What Personal Data We Collect
We may collect and process the following categories of personal data:

  • Members, Players, and Guardians

    • Full name, date of birth, gender

    • Contact details (address, phone number, email)

    • Emergency contact details

    • Medical conditions relevant to participation

    • Photographs and video recordings (for promotional or club use)

    • RFU membership details

    • Payment and subscription information

  • Volunteers, Coaches, and Staff

    • Contact and identification details

    • Qualifications and DBS check status

    • Training records and performance-related information

  • Website Visitors and Social Media

    • IP addresses and device information

    • Browsing behaviour and analytics

    • Social media interactions

 

4. How We Use Your Data
We process your personal data for the following purposes:

  • Club membership administration

  • Organising matches, training sessions, and events

  • Health and safety compliance

  • Communicating club news, events, and updates

  • Collecting payments and managing subscriptions

  • Promoting the club through photos/videos (where consent is given)

  • Complying with legal and safeguarding obligations
     

5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

  • Contractual necessity: To deliver our services to you as a member or participant.

  • Legal obligation: For safeguarding, health & safety, and reporting.

  • Consent: For marketing communications and media use.

  • Legitimate interests: To run and promote the club effectively.

Where we rely on consent, you have the right to withdraw it at any time.

 

6. Sharing Your Personal Data

We may share your data with:

  • The Rugby Football Union (RFU) and associated leagues

  • Medical professionals in case of injury

  • Coaches and team organisers

  • Service providers (e.g. IT, payment processors)

  • Sponsors (only where explicit consent is given)

  • Legal authorities where required

  • We will never sell or rent your data to third parties.
     

7. Data Retention
We keep personal data only for as long as necessary:

  • Membership data: up to 6 years after membership ends

  • Financial records: 6 years (for accounting compliance)

  • Safeguarding and incident records: 10+ years (as required)

  • Photographs and media: retained only with ongoing consent

 

8. Your Data Rights
Under UK GDPR, you have rights including:

  • Access to your personal data

  • Correction of inaccurate data

  • Erasure ("right to be forgotten")

  • Restriction of processing

  • Objection to processing

  • Data portability

To exercise any of these rights, contact us at the address above.

 

9. How We Protect Your Data

We implement appropriate technical and organisational measures to secure your data, including:

  • Secure servers and encrypted communications

  • Access control and authentication

  • Staff training in data protection

  • Regular policy reviews

 

10. Cookies and Website Tracking

Our website may use cookies for performance and analytics. You can manage your cookie preferences through your browser settings.

 

11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated effective date.

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12. Complaints
If you are unhappy with how we’ve handled your personal data, please contact us first.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

www.ico.org.uk
0303 123 1113

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Policy Last Reviewed: 05/08/2025

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