Personal Data Privacy Notice

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Who are we?

Leeds Softball Association, We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are notified as a Data Controller with the Office of the Information Commissioner under registration number C1339298 and are the data controller of any personal data that you provide to us.

Our Data Protection contact is Pippa Wilson.

Any questions relating to this notice and our privacy practices should be sent to leedssoftball@gmail.com.

How we collect information from you and what information I collect

we collect information about you:

During the course of in-person meetings, which may be recorded as video and\or audio;
During teleconference meetings, which again are recorded in the same manner;
From emails sent between us;
From social media sites, such as facebook;

we collect the following information about you:

Name(s), email address, current address, telephone number, relationship to others, emergency contact details, medical information, photographic and video images;

Why we need this information about you and how it will be used

We need your information and will use your information:

to communicate with you about the tournament and scheduled games;
to inform you of any changes in rules;
to request any fees;
to contact you about tournaments;
to contact you about events;
to advertise the league and events (photographs);
to manage any emergency situations.

Sharing of Your Information

The information you provide to us will be treated as confidential and will be processed only by us and any third party acting on our behalf.

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

Transcription of meetings audio content to plain text;
Emails sent to leedssoftball@gmail.com or to any of our organisers;
Administration sites such as LoveAdmin and LeagueRepublic;

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Transfers outside the UK and Europe

Your information may be processed by servers managed by Google and Otter.ai for the purpose of storing your data. Their respective privacy policies can be found here:

This could mean your data is stored outside the EEA. We may transfer your information outside the UK and/or EEA:

Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

Consult decisions made by the ICO (Information Commission Office) that the third country has adequate safeguards and security provisions in place.

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe.

How long we will keep your information

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

Our full retention schedule is available by emailing leedssoftball@gmail.com.

Your Rights

You have the right at any time to:

ask for a copy of the information about you held by us in my records;
require us to correct any inaccuracies in your information;
make a request to us to delete what personal data of yours we hold; and
object to receiving any marketing communications from us.

If you would like to exercise any of your rights above please contact us at leedssoftball@gmail.com.

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/ our use of your information. The Information Commissioner’s contact details are noted below:

England:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk

Scotland:
The Information Commissioner’s Office
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk

Wales
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk

Northern Ireland:
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk

The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.