GDPR

General Data Protection Regulation
Effective Date: 25th March 2025

1. Introduction
Cardiff Beach Volleyball Club ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data in compliance with the General Data Protection Regulation (GDPR) and UK data protection law.
By becoming a member, attending events, or interacting with us online, you consent to the collection and processing of your personal data as described in this policy.

2. Information We Collect
We may collect and process the following types of personal data:

Personal Identification Information: Full name, email address, postal address, phone number.
Membership Details: Membership ID, membership type, payment details, participation history.
Health and Fitness Data: Information provided by you related to your physical health or fitness (e.g., injuries, medical conditions relevant to participation).
Event Participation: Records of participation in beach volleyball events or training sessions.
Communication Preferences: Information related to your preferences for receiving communications from us (e.g., newsletters, updates).

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

Membership Administration: To manage your membership, process payments, and communicate about club activities and events.
Event and Training Management: To register you for events, leagues, or training sessions and to track participation.
Health and Safety: To ensure the safety of participants during events or training, including any health-related information that you choose to share.
Marketing and Communications: To send you updates about upcoming events, promotions, and news about the club (you can opt-out at any time).
Legal Compliance: To meet legal requirements, including health and safety obligations, insurance, and safeguarding.

4. Legal Basis for Processing
We process your personal data based on the following legal grounds:

Consent: Where you have given your explicit consent to receive marketing communications or share certain health-related data.
Contractual Necessity: To fulfil the contract with you as a member, including managing your membership and processing payments.
Legal Obligation: To comply with legal requirements, including health and safety regulations and safeguarding.
Legitimate Interests: For purposes such as sending event reminders, newsletters, and promotional content, which you can opt-out of at any time.

5. How We Share Your Data
We do not share your personal data with third parties except in the following cases:

Third-party Service Providers: We may share data with trusted service providers (e.g., payment processors, event management tools) who assist in providing our services and who are GDPR-compliant.
Legal Requirements: We may disclose your personal data if required to do so by law or if we believe such action is necessary to comply with legal obligations, protect our rights, or prevent fraud.

6. Data Retention
We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected. Typically, we will keep your data for:

Membership Data: For as long as you are a member of the club, and for a reasonable period after you cease being a member (usually up to 3 years) for any legal or contractual purposes.
Health Data: For as long as you are actively participating in club activities, or for a reasonable period afterward if required by law or for safety reasons.
Marketing Data: Until you opt-out of marketing communications.

7. Your Data Protection Rights
You have the following rights under GDPR regarding your personal data:

Right to Access: You can request access to the personal data we hold about you.
Right to Rectification: You can request that any inaccurate or incomplete data be corrected.
Right to Erasure: You can request that we delete your personal data when it is no longer needed, or if you withdraw consent.
Right to Restrict Processing: You can ask us to restrict processing of your personal data under certain circumstances.
Right to Data Portability: You can request your data in a structured, commonly used format to transfer it to another service provider.
Right to Object: You can object to the processing of your personal data, including for marketing purposes.
Right to Withdraw Consent: If you have given us consent to process your personal data, you can withdraw it at any time.

If you wish to exercise any of these rights, please contact us using the details provided below.

8. Cookies and Tracking
Our website may use cookies and similar technologies to enhance your user experience. Cookies are small files placed on your device that help us understand how you interact with our website and improve our services.
You can manage or disable cookies through your browser settings, but please note that some website functionalities may not work properly if you disable cookies.

9. Data Security
We take data security seriously and have implemented appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

10. International Data Transfers
We do not transfer your personal data outside the UK or the European Economic Area (EEA) unless necessary for our service providers (e.g., cloud storage services). In such cases, we ensure that the transfer is compliant with GDPR, using appropriate safeguards.

11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will post the updated policy on our website and notify you via email if there are significant changes. Please review this policy periodically to stay informed about how we are protecting your personal data.

12. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us at:
Cardiff Beach Volleyball Club Email: [email protected]

Alternatively, you can contact the Information Commissioner’s Office (ICO) at:
Information Commissioner’s Office (ICO) Website: www.ico.org.uk