Medway Basketball Association (“MBA”) Privacy Notice
We will collect and retain information about you during your involvement with the MBA Activities and those of its member clubs. We will need to process that personal information in order to carry out the MBA activities and have a legitimate interest to hold that information in order to carry out the MBA Activities. Where you apply to become involved in MBA Activities we will collect and retain this personal information. We will be required to process your personal information to fulfil the MBA Activities, e.g. arrange games, tournaments, training and officials, and we have a legitimate interest in holding this personal information to inform you of any updates to the MBA Activities or any updates in relation to your involvement with the MBA. This information will be held by us until your involvement in MBA Activities has ended.
We may disclose your personal information to Basketball England, although it should be noted that the Basketball England membership process is an activity carried out by Basketball England through its website and Area Registrar and is therefore not the responsibility of the MBA.
Please address any questions, comments and requests regarding our data processing practices to the MBA General Secretary: email@example.com.
Please note that links from our website may take you to external websites, e.g. Basketball Clubs or Basketball England, which are not covered by this policy. We will not be responsible for the content, function or information collection policies of these external websites.
What information do we collect about you and how do we collect it?
We will only require you to provide personal information to us where it is necessary for us to carry out the MBA Activities.
Information you provide to us
We may receive personal information about you whenever you contact us. For example, by doing the following:
- Providing the MBA Competition Entry Form for your Club.
- Enquiring about MBA Activities.
- Using and browsing our website
- Telephoning, texting, writing by post or emailing us
This information may include the following:
- Normal identification information, such as your full name, date of birth, age, gender
- Contact information, such as your postal address, email address and telephone number
- records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
- records of your attendance at any events or competitions hosted by us;
- images in video and/or photographic form and voice recordings;
- Payment information.
Information we collect about you on our website
We collect information using cookies and other similar technologies to help distinguish you from other users of our website. These can streamline your online experience by saving you from re-inputting some information and also allow us to make improvements to our website.
When you visit our website we may collect the following information:
- Which pages you view and which links you follow
- Your IP address and general location
- Details of the hardware and software that you are using to access the site
- A device identifier (cookie or IP address) for fraud prevention
- Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data
We do not knowingly process Personal Data of anyone under 13 years old, if we become aware that a data subject is under 13 years old we will only process their data with the valid consent of the parent or holder of parental responsibility of the data subject to the processing of that Personal Data.
Information we collect about you from other sources
We may collect information about you from other sources. This may include the following:
- Your Basketball Club
- Basketball England.
How do we use your personal information?
We take data protection law seriously, so below we have set out exactly how and why we use your information, and what our legal basis is to be able to use your information in each way.
Carrying out MBA Activities
It is necessary for us to use personal information about you to carry out the MBA Activities. Using your information in this context is necessary so that we can:
- Provide you with information about the MBA Activities.
- Deal with any complaints you may have
- Contact you about any changes that we make to MBA Activities or the MBA.
- Administer our website.
We want to stay in touch with you. Sometimes we may need to use the information that we have about you in order to respond to your questions or let you know about important changes.
We will only use your information in this respect where it is necessary so that we can:
- Interact and respond to any communications you send us, including where you use the Contact Us section, and any social media posts that you tag us in
- Let you know about any important changes to the MBA
- Carry out the MBA Activities.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Who do we share your personal information with?
Sharing your information within MBA
We share the information that you provide to us with our Committee members, MBA Clubs and Officials.
Sharing your information with third parties
We may share your data with limited third parties. For example, we may share your information with:
- A member of the public enquiring about basketball.
- To any governing bodies, regional bodies, affiliated organisations, clubs and local leagues for the sport covered by Basketball England: to allow them to properly administer, organise and run the sport on a local, regional and national level.
- Local Schools.
- Local Councils.
There are certain exceptional circumstances in which we may disclose your information to third parties. This would be where we believe that the disclosure is:
- Required by the law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings
- Necessary to protect the safety of our members of the MBA
- Necessary for the prevention or detection of crime.
How long do we keep your personal information?
We will only store your personal information for as long as we need it for the purposes for which it was collected. Where we provide you with any service, we will retain any information you provide to us at least for as long as we continue to provide that service to you. In all other circumstances, we will keep all physical and electronic records of your information for a period of 6 years after your last contact with us. Exceptions to this rule are:
- Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have worked for us.
How do we protect your personal information?
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this policy. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us digitally; any transmission is at your own risk. Once we have received your information, we will try to prevent unauthorised access.
What rights do you have in respect of your personal information?
You have the right to be informed
We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about your personal information and our use of it. We have written this policy to do just that, but if you have any questions or require more specific information, you can get in touch.
You have the right to access your personal data
You have the right to ask us to confirm whether or not we hold any of your personal information. If we do, you have the right to have a copy of your information and to be informed of the following:
- Why we have been using your information
- What categories of information we were using
- Who we have shared the information with
- How long we envisage holding your information
In order to maintain the security of your information, we will have to verify your identity before we provide you with a copy of the information we hold.
The first copy of your information that you request from us will be provided free of charge, if you require further copies we may charge an administrative fee to cover our costs.
You have the right to correct any inaccurate or incomplete personal data
Where you have requested a copy of the information we hold about you, you may notice that there are inaccuracies in the records, or that certain parts are incomplete. If this is the case you can contact us so that we can correct our records.
You have the right to be forgotten
There may be times where it is no longer necessary for us to hold personal information about you. This could be if:
- The information is no longer needed for the original purpose that we collected it for
- You withdraw your consent for us to use the information (and we have no other legal reason to keep using it)
- You object to us using your information and we have no overriding reason to keep using it
- We have used your information unlawfully
- We are subject to a legal requirement to delete your information
In those situations you have the right to have your personal data deleted. If you believe one of these situations applies to you, please get in touch.
You have the right to object to us using your information for our own legitimate interests
Sometimes, we use your personal information to achieve goals that will help us as well as you. This includes:
- When we tell you about MBA Activities
- When we use you information to help us make our business better
- When we contact you to interact, communicate or let you know about changes we are making
We aim to always ensure that your rights and information are properly protected. If you believe that the way we are using your data is not justified due to its impact on you or your rights, you have the right to object. Unless we have a compelling reason to continue, we must stop using your personal data for these purposes. In order to exercise your right to object to our use of your data for the purposes above, please contact us.
You have the right to restrict how we use your personal data
You have the right to ask us to stop using your personal data in any way other than simply keeping a copy of it. This right is available where:
- You have informed us that the information we hold about you is inaccurate, and we have not yet been able to verify this
- You have objected to us using your information for our own legitimate interests and we are in the process of considering your objection
- We have used your information in an unlawful way, but you do not want us to delete your data
If you believe any of these situations apply, please contact us.
This version was last updated on 17/06/2018.
If you wish to make a complaint about our collection or use of your personal data, please contact us in the first instance so that we may seek to resolve your complaint. You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the statutory body which oversees data protection law in the UK. Please visit the ICO website if you wish to lodge a complaint with the ICO.
Our contact for data protection:
The MBA General Secretary: firstname.lastname@example.org.