• CRFC uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes. It also retains data related to the hiring of the club’s facilities, and other activities based at CRFC.
  • Some data is shared with the RFU, who use your data to regulate, develop and manage the game.
  • Data is also shared with officials of the club such as coaches, team managers for the purposes of organising rugby football, or other sports activities at the club. In addition, for purposes associated with promoting the club we will retain data in order to contact you to advise of activities we believe you may be interested in supporting or attending.
  • Where we or the RFU 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.
  • Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.

This policy describes how Cranleigh RFC (also referred to as “CRFC”, “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.

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 “What rights do I have?” section.

We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:

  • your name
  • your gender,
  • your date of birth,
  • your RFU ID (as assigned in GMS)
  • your home address, email address and phone number;
  • your passport and NI details, where we have to check your eligibility or ability to work for us;
  • your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
  • your payment and/or bank account details, where you provide these to pay for membership;
  • your marketing preferences, including any consents you have given us;
  • your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

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