• Mansfield Rugby Club 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. We may also contact you to inform you of club events and facilities hire.
• Some data is shared with the RFU, who use your data to regulate, develop and manage the game. More details on the RFU privacy policy can be found here http://www.englandrugby.com/about-the-rfu/privacy-policy
• Data is also shared with Pitchero who host the club website. More details on their privacy policy can be found here http://www.pitchero.com/privacy-policy
• Where we, Pitchero 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 managed by the RFU.

What does this policy cover?

This policy describes how Mansfield Rugby Club (also referred to as “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”) and our website provided by Pitchero. The policy also describes the RFU’s use of data on GMS and Pitchero for our website.
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.

How collect your data and what information do we collect?

We may collect and process Your Data in the following circumstances:

• whenever you join the club website using Pitchero
• whenever you or a third party provide Your Data on an online form on PITCHERO.COM (for example, when you submit video, images and other material via android and mobile applications, when you enter competitions or free prize draws etc.
• when you join the website Pitchero may also collect data in the following ways:
IP Address - Pitchero may collect information about your device, including where available your Internet Protocol address, for reasons of fraud protection. They may also collect information about your device’s operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

Cookies – The Pitchero site uses cookies to distinguish you from other users of the Site. This helps them to provide you with a good experience when you browse our Site and also allows us to improve our Site. For detailed information on the cookies Pitchero use and the purposes for which they use them see their Cookie Policy here http://www.pitchero.com/privacy-policy

We collect and process personal data from you or your parent when you join the club or the website 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.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.

We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.

How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:
• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
o taking payments;
o communicating with you;
o providing and arranging the delivery or other provision of products, prizes or services;
• As required by the Club to conduct our business and pursue our legitimate interests, in particular:
o we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
o we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
o we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought;
o we use data of some individuals to invite them to take part in market research or surveys;
• Where you give us consent:
o we will send you direct marketing or promotional material by email;
o we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
o on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
• For purposes which are required by law:
o we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
o we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
o we may respond to requests by government or law enforcement authorities conducting an investigation.

How does the RFU use any of my information?

The RFU uses this information as follows:
• As required by the RFU to conduct its business and pursue its legitimate interests, in particular:
o communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;
o administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
o maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
o monitoring use of GMS, and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;
o maintaining statistics and conducting analysis on the make-up of rugby’s participants;
o ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
o communicating with you to ask for your opinion on RFU initiatives.
• For purposes which are required by law:
o The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o The RFU may respond to requests by government or law enforcement authorities conducting an investigation.

Withdrawing consent or otherwise objecting to direct marketing

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.
Who will we share this data with, where and when?

In addition to sharing data with the RFU, we may share some of your data with Pitchero for website membership and communications.
Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and Pitchero providers of website hosting.
Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor's Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.

What rights do I have?

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.

To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you or the RFU?

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch with the Compliance Team at info@mansfieldrugby.co.uk or by writing to: Compliance Team, Mansfield Rugby Club, Eakring Road, Mansfield, Notts NG18 3EW.

If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.

How long will you retain my data?

We process the majority of your data for as long as you are an active member and for 6 years after this.

Where we process personal data for marketing purposes or with your consent, we process the data for 6 years unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.

Where we process personal data in connection with performing a contract or for a competition, we keep the data for 6 years from your last interaction with us.

We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.

May 2018

Data policy

DATA PROTECTION POLICY

How collect your data and what information do we collect?

We may collect and process Your Data in the following circumstances:
• whenever you join the club website using Pitchero
• whenever you or a third party provide Your Data on an online form on PITCHERO.COM (for example, when you submit video, images and other material via android and mobile applications, when you enter competitions or free prize draws etc.
• when you join the website Pitchero may also collect data in the following ways:
IP Address - Pitchero may collect information about your device, including where available your Internet Protocol address, for reasons of fraud protection. They may also collect information about your device’s operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:

• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
o taking payments;
o communicating with you;
o providing and arranging the delivery or other provision of products, prizes or services;
• As required by the Club to conduct our business and pursue our legitimate interests, in particular:
o we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
o we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
o we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought;
o we use data of some individuals to invite them to take part in market research or surveys;
• Where you give us consent:
o we will send you direct marketing or promotional material by email;
o we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
o on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
• For purposes which are required by law:
o we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
o we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
o we may respond to requests by government or law enforcement authorities conducting an investigation.

How does the RFU use any of my information?

The RFU provides GMS, but make its own use of the following information:
• your name;
• your gender;
• your date of birth;
• your RFU ID (as assigned in GMS);
• your home address, email address and phone number; and
• your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.
The RFU uses this information as follows:
• As required by the RFU to conduct its business and pursue its legitimate interests, in particular:
o communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;
o administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
o maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
o monitoring use of GMS, and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;
o maintaining statistics and conducting analysis on the make-up of rugby’s participants;
o ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
o communicating with you to ask for your opinion on RFU initiatives.
• For purposes which are required by law:
o The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o The RFU may respond to requests by government or law enforcement authorities conducting an investigation.

Terms and Conditions

MANSFIELD RUGBY CLUB TERMS OF MEMBERSHIP

This document (together with the documents referred to in it) tells you the terms of membership for Mansfield Rugby Club (Us or We or Our) that apply when you join the club whether it be via the website or in person.
By being a club member you agree to accept these Club Terms and that You agree to abide by them. If You do not agree to these terms of use, please refrain from being a club member. We reserve the right to update and change the Club Terms from time to time and We will give you written notice when We do this. The terms are additional to the Terms You agreed to when signing up to Our Website. If there is any conflict between the Terms and these Club Terms, the Club Terms shall prevail.

By joining our website You agree to provide true, accurate, current and complete information about yourself (“Registration Data”) as prompted by the Club Account website registration form, and You must maintain and promptly update the Registration Data to keep it true, accurate, current and complete. If You provide any information that is untrue, inaccurate, not current or incomplete, or We have reasonable grounds to suspect that such information is untrue, inaccurate, not current or incomplete, We have the right to suspend or terminate your individual account and/or the club membership.

Charges and payment for membership

You can pay for a membership on line via the website or in person at the club. Details of the various types of membership are available on the website.
All payments (except cheques) are processed via 3rd party payment providers and We will not have access to Your card and/or bank details at any time.
The charges for membership via the website will be payable in advance and You can choose whether to pay monthly or annually. If You pay online by credit card or direct debit We will automatically take payment each month/year (as applicable) and will continue to do so until You advise us otherwise.

You can cancel at any time via your website control panel. You can also send us a cancellation request via email to support@pitchero.com, or in writing to our postal address. Please include your contact details in case we have an issue with processing your request.

If We accidentally take payment after you have given us notice that you no longer wish to pay for a package We will refund you in full. We may also issue you with a refund if any of the package features are not available, but only if the unavailability is due to our act or omission.

Data and privacy

All information relating to our Data Protection Policy and our Privacy Policy can be found on our website at www.mansfieldrugbyc.o.uk

General

These Club Terms constitute the entire agreement between you and Us in relation to the operation of your membership and your behaviour as a club member.

By being a member of Mansfield rugby Club you agree to abide by the terms, rules and guidelines offered in all of club’s policies.

A copy of all club policies (listed below) can be found in the Cub Welcome Pack document which is located in the ‘Information’ section of the website at www.mansfieldrugbyclub.co.uk
The relevant section and page number in the document can be found here:

• Club Constitution / Mini/Junior Club Rules Page 4
• Volunteer Agreement Page 4
• Coaching & Refereeing Page 5
• Kit Required & Club Shop Page 6
• Safeguarding Policy Statement Page 7/8
• Social Media Policy Page 9
• Mobile & On-Line Communication Policy Page 10
• Discipline Code Page 11
• Parents Liability Page 12
• Transport Page 12
• Photographic Images Policy Page 12-13
• Abuse of Match Officials ~ Policy Statement Page 14
• Code of Conduct for Parents/Guardians Page 15
• Guidelines for Dealing with an Incident/Accident Page 18
• Injuries & Reportable Injuries Page 18
• Return to Play After Concussion Policy Page 18-20
• Policy to Avoid Over-Playing Page 21-22
• Match Risk Assessment Page 22
• Health & Safety Page 23
• Valuables and Liabilities Page 23
• Players with Learning Disability Page 23/24
• Equity Policy Statement Page 25
• Club Tours Page 27

Contact us

If You have any questions, comments or concerns regarding these Club Terms please contact us at info@mansfieldrugby.co.uk or write to us at Mansfield Rugby Club, Eakring Road, Mansfield, Notts NG18 3EW. Please report any violations of these Club Terms to info@Mansfieldrugyb.co.uk

UPDATED May 2018