What is this statement for?

This statement explains how Saffron Walden Cricket Club (“we” and “the club”) handles and uses information we collect about our members, volunteers and supporters and the legal basis for what we do with it. We use your personal information, including names and contact details, to manage your membership, registration, health and safety and subscriptions, to organise coaching and matches, and to keep you informed.

When changes are made to this statement, we will publish the updated version on our website and notify you as we consider it appropriate or necessary.

Who is looking after your information?

You have a right to know who in the Club is looking after your personal information. The controller for your personal information is Saffron Walden Cricket Club, c/o “Cobblers”, Linton Road, Hadstock, Cambridge, CB21 4NU.  The person responsible for data protection at the time this statement was created and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the Club Secretary ([email protected])

What is the legal basis for handling your information?

There are several legal bases on which we can handle personal information. The normal legal basis for processing the personal information of players, Vice Presidents and volunteers is that it is necessary in the performance of one or more contracts with us; in most cases this is formalised by subscriptions and application forms.  The legal basis for processing the personal information of other supporters is our legitimate interest in promoting cricket and the activities and the club, especially by recruiting players and supporters and raising funds to enable the club to function. You may ask us for further information on these matters at any time if you have specific concerns.

How your information is used by the Club

We collect and process the personal information listed below, for a number of purposes, including:

  1. maintaining your personal details, including ensuring effective communications with you;

  2. making team or match selection decisions;

  3. registering player details on Play-Cricket for competitions, leagues and matches;

  4. registering applications for District and County cricket trials;

  5. ensuring coaches and managers know who is in their squad and who is attending training or matches;

  6. maintaining records of health conditions which might affect your ability to train or play, or which might require medical assistance or special arrangements (such as allergies, disabilities);

  7. recording payment of subscriptions, match fees and donations;

  8. inviting you to events;

  9. maintaining a record of any complaints, disciplinary issues, health and safety concerns or safeguarding issues;

  10. promoting cricket and the cricket club

  11. processing DBS checks, safeguarding, and monitoring coaching and related qualifications.

Saffron Walden Town Council operates CCTV at the Anglo-American Playing Fields. Any enquiries about their policy should be directed to the Town Council [email protected]

How long we keep your information for

Personal information about Academy members and their parents is removed from the database, and paper records destroyed, one year after the season in which the member last played unless they wish to remain in the club.

Personal information about senior players is kept for two years after the player last played for the club, with the exception of names, addresses, dates of birth and email contacts, unless they wish to remain in the club; this is kept so that we can invite you to events and keep you informed. You can ask us to erase your details at any time.

Personal information about supporters is kept until a request is made for it to be deleted, or the supporter dies.

2020 Special Amendment – because we have received no new registrations in 2020, on account of the Covid-19 crisis, we are not carrying out our usual purge of records of those Academy members who have not registered for two years, or senior members for three years. We will resume this practice in 2021.

How we share your personal information

Within the Club

We share the following information with people within the Club:

Academy Managers and coaches: names of Academy members, dates of birth, contact details of parents, medical conditions (for safety reasons).

Senior captains: names, contact details.

Selection Committee: names, contact details.

Executive Committee: the Committee needs access to personal information for a number of reasons, including:

  • the Chairman/volunteer co-ordinator needs to contact players, coaches, volunteers and supporters;

  • the Club Treasurer monitors subscriptions and donations;

  • the Fixtures Secretary manages senior fixtures including appointment of umpires and scorers and secures player registrations and transfers;

  • the Academy Coordinator and Academy Secretary manage training and fixtures for players up to and including under 16s;

  • the Club Secretary manages membership lists and communications, working with the database manager;

  • the Social Secretary manages applications for events tickets;

  • the Social Media Manager may need to contact individuals to seek permission for publication of photographs or details of achievements.

Outside the Club

District and County Cricket Boards: names, dates of birth, addresses, contact details of parents.

Play-Cricket: when we register players, we supply names, addresses, dates of birth and contact numbers. Only the names of players, year groups where applicable, and records of performance will appear on publicly available areas of the Play-Cricket site.

The Club does not share details of members, parents or supporters with any other charitable or commercial organisations, including sponsors.

The Club sometimes uses photographs of members on its website and other social media. This may include photographs of groups of children, but in such cases the children are not named individually. Parental permission will be sought before publication of named photographs of any child under 16.

Otherwise, the Club restricts the sharing of your personal information within the Club: all managers and others with access to members’ personal data are regularly reminded of their responsibility to protect data and will not share it except where this is necessary for smooth running of the Club. Any personal information shared within the Club is encrypted or password protected.

If you want your privacy protected further, please contact the Club Secretary on [email protected]

Your rights

You can ask us to do certain things with any information about you:

  • You can see it

  • You can ask us to correct anything you think is wrong

  • You can ask us to erase any information about you (except for keeping a basic record so we know that you are or were a member)

  • You can ask us not to use your information in any way

  • You can ask us not to contact you (we may keep a list of names of people who do not want to be contacted to ensure it does not happen).

  • You can ask us to transfer information to another cricket club.

Some of these rights are not automatic: we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

Our regular email bulletin, Extra Cover, is sent out weekly during the cricket season and less frequently out of season. You can unsubscribe from this at any time by clicking on the link at the bottom of the email, or by emailing us on [email protected] If you unsubscribe from Extra Cover we will also unsubscribe you from “The Dexter”, our twice-yearly newsletter.

If you have questions or concerns about your personal information, or how it used, please speak to the Club Chairman or Secretary – email [email protected]   

If you remain unhappy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).

Last updated:  Club Secretary, Saffron Walden Cricket Club

July 2020