1. Data Protection Principles: The Club is a Data Controller and Processer under the General Data Protection Regulation (“GDPR”).

2. The club will hold certain personal data about Members, Players and Volunteers. Personal data held by us will be:
• Collected and relevant only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those,
• Accurate and kept up to date,
• Retained for only as long as is necessary for the purposes,
• Kept securely.

3. Members’ Personal Data
3.1. We hold data about members so that we can keep you informed of upcoming club events, including training, matches, tours, social events and fund-raising, as well as General Meetings that all members are entitled to attend and vote at.
3.2. This data is contact data – names, addresses, emails, telephone numbers, as well as membership start / finish dates.

4. Players’ personal data.
4.1. We hold data about players (children of members) so we can organise activities like training, teams for matches, and tours.
4.2. This data includes name, year group / team, date of birth, parent or guardian details.
4.3. Where there is a relevant condition, we will hold medical data about players. This will be shared only with relevant coaches and officials.

5. Volunteers’ personal data
5.1. We hold data about volunteers so that we can keep you informed about relevant upcoming events and to ensure we have a solid volunteer base.
5.2. This data includes contact data (in line with that we collect for Members) and also details of relevant qualifications (e.g. coaching, first aid).
5.3. In addition, to ensure we meet our safe-guarding responsibilities, we will collect PVG data about volunteers under the Protection of Vulnerable Groups (Scotland) Act 2007.
5.4. If you incur expenses on behalf of the Club, we may store your bank details to make it easier to reimburse you. This data would only ever be stored with our bank, not on any club systems.

6. Who we share your personal information with:
6.1. We may be required to share personal information with statutory or regulatory authorities and organisations.
6.2. The Club employs third party suppliers (such as Pitchero) to provide services. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it.
6.3. Information may be shared with club volunteers (e.g. coaches) where they need it to fulfil their volunteering role, or with other service providers to the extent they need it to provide services to the club (e.g. if we are arranging travel for tours and matches).
6.4. We may also share personal information with our professional and legal advisors for the purposes of taking advice.
6.5. In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

7. How we protect your personal information
7.1. Your personal information is stored on secure cloud-based systems which are only accessible by our officers for the purposes set out above. Access is limited to those individuals who need access to that information to fulfil their obligations to the club.

8. How long we keep your personal information
8.1. We will only keep your personal information for as long as necessary to provide you with membership services or as required by the relevant authorities.
8.2. We have a data retention policy that sets out the periods for retaining and reviewing all information that we hold. This sets out different retention periods and you can request a copy by contacting us at privacy@stewmellions.com.

9. Your rights: You can exercise any of the following rights by writing to us at privacy@stewmellions.com. Any requests received by the Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk. Your rights in relation to your personal information are:
9.1. You have a right to request access to the personal information that we hold about you by making a “subject access request”;
9.2. If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
9.3. You have a right to request that we restrict the processing of your personal information for specific purposes, although this may affect how we are able to involve you in the activities of the Club;
9.4. If you wish us to delete your personal information, you may request that we do so, although this will prevent us from involving you in the activities of the Club.

LEGAL STATUS
The Club has been formed as a Company Limited by Guarantee, in order to provide legal security for volunteers involved in the running of the club. This means that in the event the club is wound up, each member agrees to contribute up to a maximum of £1 towards any outstanding debts of the Club. For more details please see the Club Constitution and Articles of Association.

MEDICAL DECLARATION
As the parent/guardian of your child, you consent to your child receiving first aid, medical treatment and care as appropriate and that you undertake to inform the coach and/or the Child Protection Officer as soon as possible of any change to the medical information supplied above.

SRU REGISTRATION
All players are required to be registered with the Scottish Rugby Union. As the parent/guardian of your child you confirm that you have registered your child with the Scottish Rugby Union via SCRUMS.

PHOTOGRAPH AND VIDEO CONSENT
The Club may take photographs/videos of the players during training and/or tournaments. These may be used for training purposes and there may be occasions when the Club will reproduce photographs of players on the Club website (currently www.stewmellions.com), Club social networking sites and in Club programmes and similar Club promotional materials. As the parent/guardian of your Child, by submitting this form, you are deemed to have consented to photographs/videos being taken and to the use of these photographs/videos as set out above.