GDPR

As you are probably aware General Data Protection Regulation (GDPR) came into force on 25 May 2018 and represents a reshaping of the data protection landscape.

In simple terms, GDPR helps protect the personal data of those involved in organisations by requiring better governance and transparency. Organisations holding personal data now need to give more information to people about what they do with those people’s data, why, and for how long.

With regards to Patesians Sports & Social Club e-mail communications, you receive two distinct types. The first is important information about the club and your membership. The second is categorized by GDPR as 'e-mail marketing' and focuses on club news, events & promotions.

The principal of ‘Legitimate Interest’ applies to the first and we believe the second as long as there is a clear and easy option for you to ‘opt out’.

Our Privacy Policy and Privacy Notice (what data we collect and why, where we store it and what we do with it) can be found here: https://www.patesians.club/PrivacyPolicy

PRIVACY POLICY

Below is the privacy policy for Social Members of Patesians Sports & Social Club. If you choose to become a member of one of our sections in addition to your Social Membership, you can find the relevant section privacy policies, which may provide information on the collection of additional data, here: https://www.patesians.club/Documents/Download

Who we are

Patesians Sports & Social Club (‘PSSC’, ‘the Club’, ‘we’ or ‘us’) are a ‘Data Controller’ for the purposes of the Data Protection Legislation (including the Data Protection Act 1998 and the General Data Protection Regulation) and we are responsible for, and control the processing of, your personal information.

Your Privacy

We are committed to protecting your privacy; therefore, this policy explains how PSSC collect and process your personal information.

It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “Rights of Data Subjects” section.

Summary of how we use your data

PSSC uses your personal data to manage and administer your membership and your involvement with the club, and to keep in contact with you for these purposes as well as keep you informed of club news, events & promotions.

Some data is shared with our ‘data processors’ to fulfil the above.

Where we rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.

Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.

Information We Collect

We obtain personal information about you from the following sources:

Information provided by you:
• You provided personal information upon registration with PSSC and during your annual renewal of membership, whether online or in person;
• you provided your personal information through our website;
• you completed and/or returned surveys or response/feedback forms by mail and via electronic means;
• you registered to attend an event;
• you registered an interest to volunteer at any future events;
• you registered as part of a section of PSSC.

We may take photographs or videos which may include you, including CCTV footage. You can find our Photography and Videography Policy here: https://www.patesians.club/Documents/Download

Personal information we collect about you may include “special categories” data, such as information about your racial or ethnic origin, religious or other beliefs, physical or mental health and criminal offences/proceedings. “Special categories” data would only be processed where you have provided it yourself (with your consent), for example during discussions with any of our representatives or where such is recorded for the purposes of assessing accessibility requirements arising as a result of a disability, or where this information has already been made public or processing is required by law.

How We Use Your Data

We collect your data to enable you to be a member of PSSC or to offer you the opportunities to participate in events, volunteering and other initiatives and activities organised and managed by PSSC. We collect personal information to enable us to deliver these services and to better understand our members so that we can better meet your needs and improve our services.

We may process your personal information for the following purposes:
• To verify your identity/account and provide you with a personalised experience upon your registration with PSSC;
• for event registration;
• to take payment for membership, events or any other purchases made through the club;
• to process and organise any volunteering activities you have agreed to undertake/shown an interest in undertaking;
• to keep a record of communications between us;
• to keep a history of members for social information purposes;
• to recognise members and record details of club events;
• to re-engage with you in the future, should your membership lapse.

We use CCTV cameras to maintain security of our premises, and may use this video to investigate incidents at the Club or its premises.

We may also use your data for purposes which are required by law:
• We maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
• we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent;
• where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
• we may respond to requests by government or law enforcement authorities conducting an investigation.

Communications

We may, from time to time, contact you by email, post or telephone to pursue the purposes mentioned above and in particular for the following reasons:
• To keep you up to date with events and activities at PSSC;
• to share news and achievements of PSSC teams, individual achievements, other information and forthcoming events;
• to invite you to events, which may be of interest to you;
• to invite you to volunteer; or
• to keep you up to date with other relevant information, which we think may be of interest to you.

If you would like to opt-out of the above Communications, please let us know. See ‘How to Contact Us’ below for further information.

Lawful basis for processing

PSSC may rely on one or multiple grounds for processing your personal data including:
• You have provided consent for the processing;
• There is a contractual commitment to provide the services and, therefore, processing is necessary to meet those contractual obligations;
• The information is available to the public at large; and/or
• The processing is necessary for the purposes of legitimate interests of PSSC or other third parties and does not affect the fundamental rights and freedoms of the individuals concerned.

Sharing your data

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include providers of the following:
• https://www.myclubhouse.co.uk for member registration, website hosting, website technical management, online shop sales and reporting, e-mail communication, club and member management
• https://www.microsoft.com/en-g... for use as our email system to run the Clubs business and communicate with members
• https://stripe.com/gb for processing payments for membership, events and other online purchases
• https://www.eposnow.com/uk/ for processing payments through the clubs POS systems
• https://www.zettle.com/gb for processing payments through the clubs POS systems
• https://www.sumup.com/en-gb/ for processing payments through the clubs POS systems

Retention

We may retain your personal information during the term of your membership, where appropriate for 3 years following any lapse for membership in order for us to re-engage with you, and as long as necessary and in line with our statutory/regulatory obligations or legitimate interest of PSSC where appropriate.

To view our Privacy Notice (what we collect, how, where we store it and what we do with it) please go to: https://www.patesians.club/PrivacyPolicy/

If you wish to request for any of your records to be removed from database, or would like to opt-out of any or all communications from PSSC, please see ‘How to Contact Us’ and ‘Rights of Data Subjects’ below for further information.

Rights of Data Subjects

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

To exercise any of these rights, you can get in touch with us using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

If you would like to amend your mailing subscriptions or unsubscribe from PSSC you can do so by emailing: info@patesians.club

How to Contact Us

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch at info@patesians.club or by writing to Robert Kingscott, Patesians Sports & Social Club, Everest Road, Leckhampton, Cheltenham, GL53 9LG.

Revisions to the Privacy Policy

We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy, or obtain a copy by contacting us directly.

PRIVACY NOTICE

Patesians Sports & Social Club (‘PSSC’, ‘the Club’, ‘we’ or ‘us’) takes your data privacy very seriously.

We do not share you data with any third party other than our Data Processors (see below) required for the storage and processing of data only. They do not use the data for their own purposes or share it with any third party.

This Privacy Notice informs you of what personal data we collect, why we collect it, how we collect it, where it is stored and what we do with it.

For more information about GDPR and our Privacy Policy please go to: https://www.patesians.club/PrivacyPolicy/

Personal Data collected via our website/membership registration system

Information we collect

Below is a list of information we collect during the electronic membership registration process on our website:
• Applicant details – Title; Forename; Middle name(s); Surname; Known as; Date of Birth; Address; Postcode; Home telephone number; Mobile telephone number; Email address(es).
• Next of Kin details – Name; Mobile telephone number; Home telephone number.
• Memberships details – Type; Proposer; Seconder; Club connection.
• Website Access – Username; Password.
• Consents & Agreements – Consent to Privacy Policy; Consent for voting by proxy; Consent to website terms and conditions; Consent to abide by the Club’s Articles of Association; Consent to receive communications.

Once your registration has been completed, you will be set up with a ‘Member Profile’ on the website. You will be able to add further data to this profile, including a profile picture. You are assumed to be giving consent for the Club to use any data you add.

Why we collect it

The information collected on these forms is used to process your application for membership, and thereafter to administer your membership and your involvement with the club, including keeping you informed of club news, events & promotions.

Any additional information you may add to your Member Profile once registration is complete may also be accessed and used by PSSC.

How/where this information is stored

This information is stored by Simmetrics Limited (myClubhouse). For more information on this please see the ‘Data Processors’ section of the Privacy Notice.

What do we do with it

We do not share this information with any third party, other than our Data Processors where required. For more information on this please see the ‘Data Processors’ section of the Privacy Notice.

Club officials who currently have access to the membership database are:
Robert Kingscott – Club Director, Treasurer and developer of the myClubhouse website/membership database.
Oliver Williams – Marketing & Communications Manager.

If you choose to be part of one of the Club’s sections, the relevant section officials will have access to the data in order to manage your membership of the section.

Personal Data collected via paper membership application forms

Information we collect

Below is a list of information that may be/has been collected during the membership registration process via completion of paper forms:
• Applicant details – Forename; Middle name(s); Surname; Known as; Date of Birth; Address; Postcode; Home telephone number; Mobile telephone number; Email address.
• Consents & Agreements – Agreement to pay the annual membership fee; Consent to receive communications; Consent for voting by proxy; Application confirmation.

Why we collect it

The information collected on these forms is used to process your application for membership, and thereafter to administer your membership and your involvement with the club, including keeping you informed of club news, events & promotions.

How/where this information is stored

Paper membership application forms are completed and passed to the House & Bar Manager.

They are stored in a lockable cabinet in the office in the steward’s accommodation at the club, which is also locked.

The are kept as a record that permissions have been given to the club, by the member, to process their data.

What do we do with it

As part of the development of the new membership database, the forms will be destroyed as necessary once permissions have also been confirmed on the new electronic database.

Personal Data Collected Via Our Contact Forms

What information do we collect
• Your name
• Your e-mail address
• Your mobile (if supplied)
• Your contact subject
• Your contact message

Why do we collect it

The contact form on this website is for users to contact us for answers/information.

How/where is it stored

This contact information is immediately converted into an e-mail and e-mailed to info@patesians.club, which is accessed through our Data Processor, Microsoft.

What do we do with it

We answer any questions or provide further information then will delete unless it is deemed necessary to store for a legitimate interest.

Databases created on Microsoft Excel

Previous club officials/membership secretaries of the Club and it’s various sections have collected and stored membership data on Microsoft Excel spreadsheets.

All spreadsheets containing data that have been provided to the current club officials have been collated into one set of spreadsheets used to import the data into the new membership database hosted by myClubhouse.

These are stored on the server at The Local Answer Limited’s office – the company owed By Dave Kingscott and run by Dave and Robert Kingscott. Both Dave and Robert are life-long members of, and both are current serving Directors of the Club.

When there becomes no legitimate interest in keeping these spreadsheets, they will be deleted.

Section Databases – Rugby Section

Any information stored by the Rugby Section are covered by the OPRFC Privacy Policy which can be accessed on the OPRFC website: www.oldpats.co.uk.

Section Databases – Squash Section

All information for adult squash members is stored as per the ‘myClubhouse website/membership database’, ‘Paper Membership Application Forms’ and ‘Databases created on Microsoft Excel’ sections of this notice.

Section Databases – Golf Society

All information stored by the Golf Society will be covered by their own policy.

Section Databases – Legacy Club

Information collected by the Legacy Club is stored in two places:
• The Local Answer Limited’s server, as per details in the ‘Databases created on Microsoft Excel’ section above.
• In online Microsoft Forms which are accessible by Dave Kingscott, and also Steve Eyre, a Legacy Club member and supporting volunteer who helped by setting the forms up.

Information on data collected by the Legacy Club can be found here: https://www.patesians.club/Documents/Download

Stores of Historic Personal Data

The Club has changed greatly over the years – there have been many different places data has been stored, by many different club officials/volunteers. The Club takes your data privacy very seriously and, should any data other than the above be found without legitimate reason to be kept, will erase such data.

Data Processors

Simmetrics Limited (myClubhouse)

Purpose: Membership registration, member management, membership profiles, Club website, Club shop, facility management, communications and Club events management & payment.
Website: https://www.myclubhouse.co.uk/...; https://www.patesians.club/
Privacy Policy: https://www.myclubhouse.co.uk/...
Website use Terms and Conditions: https://www.patesians.club/Hom...
Where they are based: UK
Members/club officials with access: Robert Kingscott (Treasurer, Director &?Steward); Claire Sumner (House & Bar Manager & Steward); Oliver Williams (Marketing & Communications Manager).

myClubhouse is the Club’s cloud-based membership database and website system.

It is used to catpure member data and administer it for the purposes of managing memberships and the Club itself.

myClubhouse does not use the data for their own purposes or share it with any third party.

myClubhouse uses Stripe as its payment gateway and does NOT sore any credit card details.

Microsoft

Purpose: E-mail communications
Website: https://www.microsoft.com/en-g...
GDPR Statement: https://www.microsoft.com/en-g...
Privacy Policy: https://www.microsoft.com/en-g...
Where they are based: Office is based in US; Data is stored in the UK and EU.
Members/club officials with access: Robert Kingscott (Treasurer, Director &?Steward); Claire Sumner (House &?Bar Manager & Steward); Di Kingscott (Company Secretary, Director).

Microsoft is used for e-mail communications and therefore personal data may be used or stored in emails.

Only those above have access to the emails, which are password protected.

EposNow

Purpose: Club POS system (tills)
Website: https://www.eposnow.com/uk/
Privacy Policy: https://www.eposnow.com/uk/con...
Where they are based: UK
Members/club officials with access: Robert Kingscott (Treasurer, Director & Steward); Claire Sumner (House & Bar Manager & Steward).

EposNow is used as our POS till system.

It is also linked to our membership database (myClubhouse) to be able to facilitate offers/discounts for active members, and therefore will have access to some of the Members’ data.

EposNow will not pass data onto any other third party and will not process it for its own use.

Stripe

Purpose: Online card payments and subscriptions
Website: https://stripe.com/gb
Privacy Policy: https://stripe.com/gb/privacy
Where they are based: EU & UK
Members/club officials with access: Robert Kingscott (Treasurer, Director & Steward); Claire Sumner (House & Bar Manager & Steward); Dave Kingscott (Director, Legacy Club Chair).

Stripe is the Club’s Payment Gateway.

It is solely used for the secure processing of online payments and subscriptions.

Once a purchase is complete, Stripe may continue to store customer data to
• Comply with legal and regulatory obligations, including but not limited to anti-terrorism and anti- money laundering laws;
• To be able to facilitate refunds (https://support.stripe.com/que... refunds-to-end-customer-bank-accounts-(end-customers))

Stripe may store customer data collected when setting up a subscription in order to facilitate the subscription.

PayPal UK Ltd (Zettle by PayPal)

Purpose: POS card payment facility.
Website: https://www.zettle.com/gb
Privacy Policy: https://www.zettle.com/gb/lega...
Where they are based: Zettle was created in Sweden, but the data is processed in the UK.
Members/club officials with access: Robert Kingscott (Treasurer, Director &?Steward); Claire Sumner (House &?Bar Manager & Steward); Bar staff & volunteers processing transactions.

The Club uses Zettle card readers to take card payments.

All data accessed by the Zettle card readers is immediately encrypted and sent securely to the Zettle servers.

No customer personal data is kept once the card payment transaction is complete.

SumUp

Purpose: POS?card payment facility.
Website: https://www.sumup.com/en-gb/
Privacy Policy: https://www.sumup.com/en-gb/pr...
Where they are based: UK
Members/club officials with access: Robert Kingscott (Treasurer, Director &?Steward); Claire Sumner (House &?Bar Manager & Steward); Bar staff & volunteers processing transactions.

The Club uses SumUp card readers to take card payments.

All data accessed by the SumUp card readers is immediately encrypted and sent securely to the SumUp servers.

No customer personal data is kept once the card payment transaction is complete.

BK Plus Cheltenham (formerly Andorran)

Purpose: Processing the Club’s accounts
Website: https://bkplus.co.uk/about/off...
Privacy Policy: https://bkplus.co.uk/privacy-p...
Where they are based: UK
Members/club officials with access: Robert Kingscott (Treasurer, Director &?Steward).

BK Plus (formerly Andorran) are the Club’s accountants, and therefore access the accounts that may include Members’ personal data.

They process the accounts and therefore data, and may pass this onto relevant authorities in line with UK company law.

They do not share data with any other party or use it for their own purposes.