1. Introduction

We are committed to respecting your privacy. Like all organisations who collect and use personal data, England Ice Hockey (EIH) is subject to the requirements set out in the General Data Protection Regulation (‘GDPR’). Our privacy statement explains how the EIH collects, uses, and looks after personal data.  Personal data is any information relating to an identified or identifiable living person. This definition of this may be found in the Data Protection Act 2018.

This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

This notice applies to you if you are either:

1. An individual player/participant of ice hockey who has registered for membership with England Ice Hockey and/or with one of our affiliated clubs, universities, competitions or other third-party referral;
2. A coach, manager, off-ice official or committee member who has registered for membership and/or to find out more about the training courses and accreditation services we offer;
3. An on-ice official registered with IHUK of which we are an affiliated member;
4. A fan, participant or supporter of ice hockey who has contacted us to purchase any of our online merchandise/services and/or signed up to receive updates about upcoming events, offers and ways to get involved further with ice hockey.

References to we, our or us in this privacy notice are to English Ice Hockey Association Limited (trading as England Ice Hockey), IceSheffield, Coleridge Road, Sheffield, S9 5DA (company number: 03730185).

We have robust policies and procedures in place, including a Data Protection Policy and File Retention Schedule. We have also adopted a ‘Privacy by Design’ approach across the organisation, and this helps to ensure that we consider the privacy implications of all our projects, IT systems, and day-to-day work. In addition, EIH has an appointed a Data Protection Officer to oversee our approach to data protection and privacy. Our DPO can be contacted by emailing dpo@englandicehockey.com .

Data protection principles

The GDPR includes six principles that organisations must apply when they collect and use personal data. These principles are:

• Personal data must be processed in a manner which is lawful, fair and transparent. This means that when we collect and use personal information, we must have a lawful basis for doing so, we must consider the rights and interests of the person the data is about and provide clear information about our use of the data.

• Personal data must be collected for specified, explicit and legitimate purposes and not used in any ways which are incompatible with those purposes. When we collect personal data, we must be very clear about why we need it and what we’ll do with it. If we collect personal data for one purpose may not use it for an unconnected purpose.

• Personal data we collect must be adequate, relevant, and limited to what is necessary for the purposes for which it is used. This means must make sure that we only collect and use personal data that is strictly necessary for our stated purpose or purposes.

• Personal data must be accurate, and where necessary, kept up to date. We are required to take all reasonable steps to ensure that the personal data held is correct and kept up to date. This means that from time to time, we’ll review the personal data we hold, and we may contact you to make sure the personal data we have about you is current and does not contain any errors.

• Personal data must be kept in a format which allows identification for no longer than is necessary for the purposes for which it is used. In some cases, it may only be necessary for us to be able to directly identify an individual for a short period of time. When we no longer need to be able to identify an individual, we will anonymise the personal data. Where personal data is anonymised and the data subject in no longer identifiable that data will cease to be personal data.

• Personal data must be used in a manner that ensures appropriate security of the data. This means that our policies, procedures, systems and working practices must ensure that personal data is protected from unlawful access and is kept secure at all times.

Lawful basis

Before we collect and use personal data, the EIH must be able to demonstrate that there is a lawful basis for us to do so. GDPR provides six lawful bases for processing personal data:

• Consent: when you have explicitly told us that we may collect and use your personal data – for example by asking us to add you to one of our mailing lists.

• Contract: when we need to collect and use personal data to enter into or perform a contract – for example if you receive funding from us.

• Legal obligations: when we need to collect and use personal data to carry out our legal duties – for example to respond to a request for information under the Freedom of Information Act.

• Vital interests: when we need to collect and use personal data to protect your vital interests or the vital interests of another person – for example by contacting the relevant authorities if we believe an individual is likely to come to immediate harm.

• Public task: when we need to collect and use personal data to carry out one of our official tasks, or a task that’s in the public interest – for example when we carry out surveys about sports participation to create official statistics.

• Legitimate interests: when we need to collect and use personal data to pursue the legitimate interests of the EIH or a third party, unless doing so would interfere with your rights and freedoms – for example when we’re dealing with complaints about an organisation we have funded.

Our lawful basis for collecting and using personal data varies depending on why we have collected it and what we’ll do with it. Whenever the EIH collects personal data directly from you we aim to set out our lawful basis as clearly as we can using pop-up messages, or links to the information you need. If we receive personal data about you from a third party, we’ll use reasonable efforts to identify our lawful basis and to inform you of this where it’s possible and practical for us to do so.

2. Personal information we may collect from you

When you sign up for membership with us, you may provide us with or we may obtain personal information about you, such as information regarding your:

• personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
• date of birth;
• gender;
• membership details including start and end date;
• records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
• bank credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
• use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
• CCTV footage and other information obtained through electronic means such as swipe card and key fob records;
• records of your attendance at any events or competitions hosted by us;
• images in video and/or photographic form and voice recordings; and
• your marketing preferences so that we know whether and how we should contact you.

 

Players/Participants

If you are a player/participant who has registered his/her interest in participating in the sport competitively, you may also provide us with or we may obtain the following additional personal information from you:

• identification documents such as passport and identity cards;
• details of any club and/or county membership;
• details of next of kin, family members, coaches and emergency contacts;
• records and assessment of any player rankings, gradings or ratings, competition results, details regarding events/matches/games attended and performance (including that generated through player pathway programme);
• any disciplinary and grievance information;
• any details required for the purposes of awarding scholarship funding or grants (including any means testing).

 

Coaches, managers and off-ice officials 

If you have registered with us to receive more information about our coaching/manager/off-ice official accreditation/qualification scheme and/or any of our education and teaching programmes you may also provide us with, or we may obtain the following additional personal information from you:

• any coaching code or official number;
• your current affiliated club or other organisation (if applicable);
• coaching/teaching qualification and/or officiating history and any player rating (if any);
• accreditation/qualification start and end date.
• identification documents such as passport, utility bills, identity cards, etc.

3. Special categories of personal information

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

• information about your race or ethnicity, religious beliefs and sexual orientation.
• information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
• biometric information about you, for example fingerprints, retina scans.

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that

• the processing is necessary for reasons of substantial public interest, on a lawful basis;
• it is necessary for the establishment, exercise or defence of legal claims;
• it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
• based on your explicit consent.

In the table below, we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

4. Where we collect your information

We typically collect personal information about our members when you create a membership via Stack Sports GameDay or https://www.cognitoforms.com to become a member of England Ice Hockey, to purchase any services or products we offer online through third party providers, including but not limited to Stack Sports GameDay Events, Tito.io, Ticketco.events, Planet Ice Events, Vibrant Nation, UK Coaching, or when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way. We may, on occasion, use Microsoft Forms via our company Sharepoint to collect data for some of our programmes and feedback.

If you are a player/member of ice hockey we also may collect personal information about you from any club, school or other organisation you are affiliated with (including where data has been stored on GameDay, Podium Analytics, Elite Prospects, IHUK, Spordle, Fixtures Live, UK Coaching), or from other referrals such as from coaches or talent scouts.

If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it.  They also have the same rights as set out in the “Your rights in relation to personal information” section below.

5. Use of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

All members (including affiliated clubs, players and purchasers of online services/products) 

Purpose	Personal information used	Lawful basis
To administer any membership account(s) you have with us and managing our relationship with you, (including arranging for any insurance) and dealing with payments and any support, service or product enquiries made by you	All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.	This is necessary to enable us to properly manage and administer your membership contract with us.
To arrange and manage any contracts for the provision of any merchandise, products and/or services.	All contact and membership details.Transaction and payment information.	This is necessary to enable us to properly administer and perform any contract for the provision of [merchandise/products/services].
To send you information which is included within your membership benefits package, including details about advanced ticket information, insurance,competitions and events, partner offers and discounts and any updates on ice hockey.	All contact and membership details.	This is necessary to enable us to properly manage and administer your membership contract with us.
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about Membership, events, participation products and information about our commercial partners	All contact and membership details and marketing preferences.	Where you have given us your explicit consent to do so.
To answer your queries or complaints	Contact details and records of your interactions with us.	We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records	All the personal information we collect.	We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and in some cases, we may have legal or regulatory obligations to retain records.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
The security of our IT systems	Your usage of our IT systems and online portals.	We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport	Records of your attendance at any events or competitions hosted by us.	We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the sport, our events and membership packages.	Images in video and/or photographic form.	Where you have given us your explicit consent to do so.
To comply with health and safety requirements	Records of attendance.	We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
To administer England Ice Hockey including affiliation, AGMs, discipline, safeguarding, competitions and other activities associated with efficient administration	All the personal information we collect.	We have a legitimate interest in doing so to ensure the effective running of England Hockey for our members. We may have a legal or regulatory obligation to process your data.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

 

All customers purchasing our products, including event tickets and merchandise

 

Purpose	Personal information used	Lawful basis
To administer any membership or customer account(s) you have with us and managing our relationship with you, dealing with payments and any support, service or product enquiries made by you	All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.	This is necessary to enable us to properly manage and administer your customer contract with us.
To arrange and manage any contracts for the provision of any merchandise, products and/or services.	All contact details collected at point of purchase	This is necessary to enable us to properly manage and administer your customer contract with us.
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about Membership, events, participation products and information about our commercial partners	All contact and membership details and marketing preferences	Where we believe we have a legitimate interest in keeping you up to date with events in hockey or where you have given us your explicit consent to do so.
To answer your queries or complaints	Contact details and records of your interactions with us	We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
The security of our IT systems	Your usage of our IT systems and online portals.	We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport	Records of your attendance at any events or competitions hosted by us.	We have a legitimate interest in doing so to ensure that our membership, products and events are targeted and relevant for those attending.
For the purposes of promoting the sport, our events and membership packages	Images in video and/or photographic form.	Where you have given us your explicit consent to do so.

 

 

Players / participants

 

Purpose	Personal information used	Lawful basis
To conduct performance reviews, manage performance and determine performance requirements and administer your development and training requirements on any player pathway programme	All performance and attendance data and information about your health and medical condition. Details of any affiliated club and/or county membership.	This is necessary to enable us to properly manage and administer your development through the performance programme.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To make decisions about your progression and development through any player pathway programme and to assist with the delivery of rankings and ratings	All performance and attendance data and information about your health. Details of any affiliated club and/or county membership.	This is necessary to enable us to properly manage and administer your development through the performance programme.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To administer and monitor your attendance at events and competitions	All non-medical performance and attendance data. Details of any affiliated club and/or county membership.	This is necessary to enable us to register you on to and properly manage and administer your development through the performance programme.
To arrange for any domestic training day, training camp or tournaments in addition to overseas training camps or tournaments or transportation to and from an event	Identification documents, details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information.	This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to the event.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To administer any drug and alcohol testing	Health and medical information	We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate, to provide appropriate adjustments to our sports facilities and to monitor and manage sickness absence	Health and medical information	We have a legitimate interest in doing so to provide a safe and accessible environment for you to train and compete.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To gather evidence for possible grievance or disciplinary hearings	All the personal information we collect including any disciplinary and grievance information.	We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
To assess your eligibility for and to provide any scholarship funding and/or grants	All details required for the purposes of awarding scholarship funding or grants (including any means testing)	This is necessary to enable us to properly administer and perform any contract for the provision of funding.
For the purposes of equal opportunities monitoring	Name, title, date of birth, gender, information about your race or ethnicity, health and medical information and performance data	We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
Where appropriate to register you for the England Ice Hockey League and other England Ice Hockey competitions	All medical and non-medical biography, performance and attendance data.Details of any affiliated club and/or county membership.	This is necessary to enable us to register you onto and properly manage and administer your registration and eligibility for competitions and update and retain individual records such as goals, appearances and disciplinary cards.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To facilitate membership of the IHUK GB Programme	All the personal information we collect.All performance and attendance data.	This is necessary to enable us to register you on to and properly manage and administer your development through the performance programme.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To conduct data analysis on the Player Pathway System to monitor the demographics of players in different levels of the pathway	Records of demographics of players in different levels of the performance pathway	We have a legitimate interest in doing so to ensure that our talent pathway is targeted and relevant.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.

 

 

Coaches and officials (including Managers, Off-Ice Officials, Committee Members and trainers)

 

Purpose	Personal information used	Lawful basis
To conduct performance reviews, manage performance and determine performance requirements and administer your development and training requirements on any pathway or programme	All performance and attendance data and information about your health.Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.Qualification start & end dates.Details of any affiliated club and/or county membership.	This is necessary to enable us to properly manage and administer your development through the course and/or programme.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To make decisions about your progression and development through any pathway programme and accreditation status	All performance and attendance data and information about your health.Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.Qualification start & end dates.Details of any affiliated club and/or county membership.	This is necessary to enable us to properly manage and administer your development through the course and/or programme.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To administer and monitor your attendance at events, competitions and any courses or programmes you sign up to	All contact and membership details, transaction and payment data.Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.	This is necessary to enable us to register you on to and properly manage and administer your development through the course and/or programme.
To comply with legal obligations, for example, regarding people working with children or Adults at Risk to comply with our safeguarding requirements	Information about your criminal convictions and offences	For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
To administer any drug and alcohol testing (anti-doping)	Health information	We have a legal obligation and a legitimate interest to provide you &other members of our organisation with a safe environment in which to participate in sport.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To arrange for any domestic training day, training camp or tournaments in addition to overseas training camps or tournaments or transportation to and from an event	Identification documents, details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information.	This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to the event.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To notify you of any Continuing Professional Development opportunities	Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.	This is necessary to enable us to register you on to and properly manage and administer your development through the course and/or programme.
For the purposes of equal opportunities monitoring	Name, title, date of birth, gender, information about your race or ethnicity, health and medical information and data	We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.

 

 

England Ice Hockey volunteers

 

Purpose	Personal information used	Lawful basis
Planning about your appointment as a volunteer and managing the appointment process	All the personal information we collect from you as part of the application process, including reference requests.	We need this information to be able to perform and administer your contract with us as a volunteer.
Storage of records relating to you and records relating to our organisation	Information collected during your volunteer application and activities with us.	We need this information to be able to fulfil our contract with you.
Paying you for any out-of-pocket expenses	Transaction and payment information.	We need this information to make any out-of-pocket expense payments to you.
Assessing experience for a particular role or task	Records of your volunteering history and information included as part of the volunteering application process.	We have a legitimate business interest to ensure that our volunteers are suitable for the role.
Dealing with legal disputes involving you, or any other volunteers, including accidents	All the personal information we collect from you as part of the application process, including reference requests.	We have a legitimate business interest to ensure that all legal claims are managed effectively.  We also have a legal obligation to report any accidents at a workplace in accordance with health and safety laws.
For the purposes of ensuring the security of our systems and information as well as member/customer information	Movements though CCTV footage & other information obtained through electronic means such as swipe card and key fob records.  Use of our information and communications systems, including the computers and fixed and mobile phones that we allow you to use.	We have a legitimate business interest in ensuring our systems are secure.
For the purposes of equal opportunities monitoring	Name, title, date of birth; gender, location of volunteering.	We may have a legal obligation to do so, and we have a legitimate interest in doing so to make sure our organisation is offering fair volunteering opportunities to everyone.
To assess your suitability for any activities or events we host.	Information about your health, including any medical condition, health and sickness records, medical records, and health professional information.	We process special category personal data based on the “special category reasons for processing of your personal data” referred to in section 3 above.
To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to provide appropriate adjustments to our sports facilities.	Information about your health, including any medical condition, health and sickness records, medical records, and health professional information.	We process special category personal data based on the “special category reasons for processing of your personal data” referred to in section 3 above.
To comply with legal obligations, for example, regarding people working with children or Adults at Risk to comply with our safeguarding requirements	Information about your criminal convictions and offences	For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
To notify you of any Continuing Professional Development opportunities	Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.	This is necessary to enable us to register you on to and properly manage and administer your development through the course and/or programme.
To send you information we think you might find useful or which you have requested from us, including our newsletters, information about volunteering opportunities and other ways of supporting our organisation or the sport, provided you have indicated that you are happy to be contacted for these purposes.	Personal contact details such as name, title, email addresses and telephone numbers	Where you have given us your consent to do so.
To conduct performance reviews, manage performance and determine performance requirements and administer your development and training requirements on any programme	All performance and attendance data and information about your health.Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.Qualification start & end dates.Details of any affiliated club and/or county membership.Feedback from colleagues / line manager.	This is necessary to enable us to properly manage and administer your development through the course and/or programme. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To make decisions about your progression and development through any volunteer pathway programme and accreditation status	All performance and attendance data and information about your health.Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.Qualification start & end dates. Performance including any feedback provided to us by yourself, members of staff or other third parties.	This is necessary to enable us to properly manage and administer your development through the course and/or volunteer programme. We have a legitimate interest to ensure your suitability for any future volunteering roles and to ensure that your volunteering experience with us is positive and worthwhile.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To arrange for any domestic training day, training camp or tournaments in addition to overseas training camps or tournaments or transportation to and from an event	Identification documents, details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information.	This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to the event.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.
To arrange and administer your attendance at an event you have volunteered for	Personal contact details including details of family members and emergency contacts.	This is necessary to enable us to register you on to and effectively manage and administer your attendance at the event.
To produce and maintain our website and any external marketing campaigns to promote volunteer opportunities and to recognise the value created by our volunteers across the sports network	Images in video and/or photographic form and voice recordings	Where you have given us your consent to do so.
To administer any drug and alcohol testing (anti-doping)	Health information	We have a legal obligation and a legitimate interest to provide you &other members of our organisation with a safe environment in which to participate in sport.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 3 above.

 

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

Collecting personal data about children 

We do not knowingly collect personal data about children under the age of 13 without consent of a parent or guardian. If you become aware that a child has provided us with their personal data without the consent of the parent or guardian, we would ask you to contact our Data Protection Officer immediately so that we can address the matter.

6. Direct marketing

Email, post, and SMS marketing: from time to time, we may contact you by email, post, or SMS with information about products and services we believe you may be interested in.

We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us at info@eiha.co.uk . You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.

7. Disclosure of your personal information

We share personal information with the following parties:

• Any party approved by you.
• To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional, and national level.
• Other service providers: for example approved qualification providers (such as UK Coaching), email marketing specialists, payment processors, data analysis, CCTV contractors and IT services (including CRM, website, video- and teleconference services).
• Our supply chain partners and sub-contractors, such as couriers, import/export agents, shippers.
• Our Commercial Partners: for the purposes of providing, you with information on any tickets, exclusive offers, opportunities, products and services and other commercial benefits provided by our commercial partners.
• The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
• Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
• Providing references to future employers or organisations you may wish to volunteer for.
• Our affiliated clubs/NGBs or charities: for the purposes of providing, you with information on any further volunteering opportunities where you have given your express consent to do so.

In some cases, where there is a lawful basis for us to do so we may share personal data with third parties such as the Department for Digital, Culture, Media and Sport, external auditors, the Information Commissioner’s Office, the Parliamentary and Health Service Ombudsman or other trusted partners, including NGBs and funded organisations. Where possible we’ll tell you if your personal data will be shared, and the third parties the data be shared with, at the time we collect your personal data.

We do not disclose personal information to anyone else except as set out above.

8. Transferring your personal information internationally

The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these authorities require various levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the authority you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third part processes your data on our behalf, we will put in place appropriate safeguards as required under data protection laws.  For further details please contact us by using the details set out in the “Contacting us” section below.

9. How long we keep personal information for

The duration for which we retain your personal information will differ depending on the type of information and the reason we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements.  Where there is no legal requirement, we retain all physical and electronic records for a period of six [6] years (if you are currently volunteering with us, this may be for six [6] years after you last volunteered for us).  Exceptions to this rule are:

• CCTV records which are held for no more than 30 days unless we need to preserve the records for the purpose of prevention and detection of crime; and
• Information that may be relevant to personal injury claims may be retained until the limitation period for those types of claims has expired.  For personal injury claims this can be an extended period as the limitation period might not start to run until a long time after you have volunteered for us.
• Data collected as part of the recruitment process will be kept for no longer than six months from the date a decision is made to reject your application, unless you have requested otherwise.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.

You may be able to update some of the personal information we hold about you through some of our portals including GameDay’s membership portal. Alternatively, you can contact us using by using the details set out in the “Contacting us” section below.

 

10. How we look after your personal data

We have a number of ICT and Information Governance procedures in place which set out the technical and organisational measures we take when collecting and using personal data. If you’d like to find out more about these policies and procedures, please contact our Data Protection Officer.

Personal data is held securely within the EIH’s IT environment, or in our trusted third-party hosting providers’ secure systems. Where personal data is held on third party hosting providers’ secure systems, it’s stored according to our instructions and in accordance with the contracts we have in place.

11. Your rights in relation to personal information

You have the following rights in relation to your personal information:

• the right to be informed about how your personal information is being used.
• the right to access the personal information we hold about you.
• the right to request the correction of inaccurate personal information we hold about you.
• the right to request the erasure of your personal information in certain limited circumstances.
• the right to restrict processing of your personal information where certain requirements are met.
• the right to object to the processing of your personal information.
• the right to request that we transfer elements of your data either to you or another service provider; and
• the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them, and they may not apply to personal information recorded and stored by us.  For example, we do not use automated decision making in relation to your personal data.  However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.

If you are unhappy with the way, we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

12. Changes to this notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

13. Contacting us 

In the event of any query or complaint in connection with the information we hold about you, please email dpo@englandicehockey.com or write to us at English Ice Hockey Association, iceSheffield, 23 Coleridge Road, Sheffield, S9 5DA.

14. Complaints

If you’re in any way dissatisfied with the way we have handled your personal data, the EIH provides a Complaints Policy and Procedure.

In addition, regardless of whether you make a complaint under our policy you’re entitled to lodge a complaint about our data handling practices with the Information Commissioner by writing to:

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

www.ico.org.uk

Version	Author	Date written / approved	Approved by
1.0	HRM	01-Dec-22	Sport & Rec Alliance
2.0	HRM	30-Jan-24	Draft