Our Privacy Protocol

Policy and Protocol on General Data Protection Regulation (GDPR)


With effect from 25th May 2018 Alliance International Hockey Club is obliged to conform with new EU legislation covering Data protection and Privacy. The Club and its members therefore agreed in the General Assembly 2018 held on June 26th in Barcelona to a GDPR-Protocol.

Alliance International Hockey Club (further referred to as 'the Club') needs to keep a record of certain personal data, which in the past has included in the Clubs' Player Identity Sheets (PIS) the following data:

Name   

Date of birth

Nationality

Place of residence

Postal address

Email address

Contact telephone number

Name   

Date of birth

Nationality

Place of residence

Postal address

Email address

Contact telephone number

Name

Date of birth

Nationality

Place of residence

Postal address

Email address

Contact telephonenumber


Hockey playing position

Umpire credentials

Hockey history

Name of companion

Shirt size

Languages

Professional activities

For the good running of the Club, it is necessary for certain information relating to members to be circulated to various parties. Without an ability to do this it would be virtually impossible to manage the Club.

1-  The complete membership data, derived from the player identity sheets (PIS) is kept by the Alliance Honorary Secretary and Membership Secretary. This information can only be accessed by other members of the Executive Committee (EXCO) and the Board of the Club. Certain officers of the Club are also given part of this information as required, in order to carry out their duties. These include Selection Committee members and the Club’s Webmaster.

2- From time to time the Club will publish on its website a list of all its members with name, year of birth and nationality (or country they are from). This information can be accessed by other members, who have been given the appropriate password by the Clubs’ Honorary Secretary. These lists cannot be accessed by third parties or members of the public. Members are therefore not allowed to pass on the Alliance password to third parties.

3- In addition, we publish on our website lists of nominated and/or selected team members for tournaments, including the above information plus shirt numbers. This information is available to be seen by anyone.

4- Further details of members e.g. postal addresses, email addresses, mobile phone numbers, shirt numbers, will be kept by the Club securely. However, before tournaments it will be necessary to release some of this information, particularly email addresses, to Captains/Managers and other members of the team, in order to facilitate communication. In addition, we will need to inform Captains/Managers of teams information regarding members’ participation in tournament events and payment for those events.

5- It will be necessary to provide lists of participants to WGMA/WMH/FIH and tournament committees as and when required for registration of teams and umpires for certain tournaments.

6-  From time to time the Club publishes photos of members, either playing hockey, in a team photo or at a social occasion. We would like to continue doing this, however we will not publish a single photograph of an individual on our website/newsletters without the permission of that member. However, we often like to publish photographs of teams or social gatherings of members on our website and if any member wants one of these photographs deleted from the website he/she can ask and the EXCO will take the request into consideration, so long as the reason is considered valid.

7-  Mobile telephone numbers and postal addresses will not be circulated, however should a Captain ask, and team members are happy to provide this information, then that is the prerogative of the member to pass the information on.

8-  The Club will never release a list of members to outside parties for commercial reasons. If at a future date this is deemed to be desirable in order e.g. to attract sponsorship, this will not be done without the express authorisation of a simple majority of members voting at an Annual General Assembly.

9-  From time to time we publish a newsletter, which is sent to or members in bcc mode. This is also published on our website and as such is publicly accessible. The newsletter will not include members’ private information as described in paragraphs 2 and 5 above.

10- It is the intention of the Club to reduce the amount of information asked of future members. The EXCO will decide on what is appropriate in this regard.