With respect to the General Data Protection Regulation (GDPR), we can confirm that within the SWVA organisation, your data (which can include: name, email address, club name, nationality and where required DOB etc) is only used within the SWVA for SWVA events.
Only the SWVA Exec and SWVA event organisers have access to the data collected via the players registration database and our event records, access is controlled by the web site Group Policy settings and is SSL password protected.
Points to Note:
SWVA membership exists in a number of different forms:
Player membership: This expires at the end of the volleyball season (31st Aug) and the membership database is deleted and reset each year.
Club and Team contacts, officials, regional and local committee members and anyone organising SWVA events also have access to the SWVA Web site “members area”. These details are required to run the SWVA program of events and made available to the SWVA by others, it is accepted that all details have been provided with consent. These details are updated annually during the process of event management, the web site “members area” access does not expire but is managed by the individual (access via user name and password).
All direct communication to SWVA members is via email and hence all new members are added to the appropriate event email mailing list (name and email address). The SWVA Newsletter is the primary method of communication to all current and past members. All members can unsubscribe at anytime by using the link at the end of the newsletter.
Date of Birth (DOB) is required for entry into all junior events and is used to determine which age group category the player qualifies for. DOB is also required for the Vets tournament for the teams age related handicap.
Parent Consent forms are required for all juniors, either by your local club or directly with the SWVA. Parent Consent forms are only valid for the current season and hence deleted / shredded each year.
Nationality (country of birth) is collected to give an understanding of where our members come from. SWVA events are not effected by the FIVB International Transfer Regulations.
All electronic information (web site, members database etc) is automatically backed up daily and hence all data will also be held in the form of backup media until overwritten with a more recent copy or no longer required. Backup media is only available to the SWVA Web site support team.
SW Junior Volleyball Club:
- SW Inter Regional Championship (IRC) Junior Training
- SW Inter Regional Beach Championships (IRB) Junior Training
- SW Junior Volleyball Tournament Series (SW JuVoTo)
- SW Junior U14 JuVoTo Squads
- SW Junior Grand Prix (SWJGP)
- SW Junior Beach Tour (SWJBT)
Unless otherwise stated, all SWVA junior events are run by the SW Junior VC, a club owned and run by the SWVA. The club is registered with Volleyball England who also provide our Public Libility Insurance. The list of junior members (Name, DOB, Parent / Guardian contact email address) will be forwarded to Volleyball England (members details required for insurance cover) and with respect to entry into Volleyball England’s events.
Parent Consent forms are also required for SW Junior training and for the IRC event, as well as membership details above, relevant medical information may also form part of this data. This is collected via the on-line attendance form (SSL password protected) and the parent consent form (paper record). The program is run annually and hence all stored and recorded data is deleted / shredded each year.
Except for junior membership information (which will be forwarded to Volleyball England), all other membership data remains within the SWVA and expires (deleted) at the end of each season (31st of August) #. Members must re-join for the new season from the 1st September.
Current and past members remain on the SWVA mailing list (Name & email address) until they unsubscribe or ask to be removed.
For SWVA Exec and event organisers, please remember to go through any old data and delete or save as history in line with the retention period.
We are not aware that we collect any information that is not required to run our events. If you have any concerns, require more information or wish to be removed from the SWVA, please contact the Chairman.
SWVA Event Information
Information is collected by the SWVA during each event. For example, the match scoresheets will detail which members took part, what happened in the match (performance) and in what capacity (player, coach, official).
Match scoresheets or event results sheets are a public record of the event and made available to the public domain via the SWVA web site. Public domain information can appear in match reports, PR, news, social media items by the SWVA or others. All SWVA event records will also be recorded, displayed and kept as part of our history, these records date back to the start of the SWVA in 1969.
SWVA Exec and SWVA committee member details (name, address and appropriate contact information) are listed in the SWVA handbook and forwarded to all SWVA & VE registered clubs and other interested parties as required by the SWVA Exec. Details are also forwarded to Volleyball England (the NGB) to use as required in promoting and running the sport of Volleyball.
The SWVA handbook also includes contact details of Local Associations and clubs within the SWVA region. These details are forward by the local association or clubs for inclusion in the SWVA Handbook.
# The 1st of September is seen as the start of the indoor season, however membership information may be carried over into September if required by the summers Beach program.
Additional Information on GDPR
The Information Commissioner’s Office web site (https://ico.org.uk/ ) has the following helpful statements for clubs and organisations with reference to members details, contacting members and using members details for the function of the organisation or for legitimate interest. We have also cut and pasted a couple of paragraphs from ico.org.uk
Does an organisation always need my consent?
No. Organisations don’t always need your consent to use your personal data. They can use it without consent if they have a valid reason. These reasons are known in the law as a ‘lawful basis’, and there are six lawful bases organisations can use.
The six lawful bases for using data are:
- Legal Obligation
- Vital interests
- Public task
- Legitimate interests
Public task basis?
An organisation might use this if it performs a task in the public interest or for its official functions.
Legitimate interests basis?
An organisation might be able to use your data for legitimate business interests. Legitimate interests is likely to be used in situations where the organisation is using your personal data in ways you would reasonably expect and which are low-risk and won’t have a big impact on you, or if the organisation has a compelling reason for the impact.
And the following….
Members E-mails / Newsletter
The Privacy and Electronic Communications Regulations 2003 (PECR) cover the sending of marketing emails. This legislation says that organisations must only send marketing emails to individuals if you have agreed to receive them, except where there is a clearly defined customer relationship.
Membership (a paid for product)
Not all marketing emails sent without consent are spam emails. Marketing emails can be sent without prior consent by organisations who obtained your email address when you bought something from them and are advertising similar products or services. However, these marketing emails must abide by strict rules regarding their content and provide you with the opportunity to opt out.
- DOB: Date of Birth
- GDPR: General Data Protection Regulation
- IRC: InterRegional Championships
- NGB: National Governing Body
- SSL: Secure Sockets Layer encryption
- SWVA: South West Volleyball Association
- VE: Volleyball England