Privacy and Cookies Policy
Last updated: [01 June 2025] – Latest version of this policy can be found on the club website.
1. Introduction
Helensburgh Cricket and Rugby Football Club (“we”, “us”, “our”, or “the Club”) respects your privacy and is committed to protecting your personal data. This Privacy and Cookies Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, become a member, attend events, or visit the clubhouse.
By accessing our website, becoming a member, or attending the Club in any capacity, you accept the practices described in this policy.
2. Who We Are
Helensburgh Cricket and Rugby Football Club is a Community Amateur Sports Club (CASC) providing cricket, rugby, and social activities for members and the wider community in Helensburgh, Scotland.
3. What Information We Collect
3.1 Members and Participants
We may collect and process:
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Name, contact information, and date of birth
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Emergency contact and medical details (where necessary)
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Membership records, payment history, and participation data
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Team registrations and selection information
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Volunteer, coaching, or employment applications and information
3.2 Website Visitors
When using our website, we may collect:
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IP address, browser type, and device information
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Session data (pages visited, time on site)
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Cookies (see Section 7)
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Contact details submitted via forms (e.g. enquiries, newsletter, or event sign-ups)
3.3 Clubhouse Visitors and CCTV
CCTV and gameplay analysis cameras operate throughout our clubhouse and grounds for the purposes of:
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Safety and security
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Crime prevention and investigation
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Match and training video recording for performance analysis and coaching
By entering our premises or participating in matches or training, you acknowledge that you may be recorded.
4. Photography, Video, and Imagery
We may take photos or video footage at matches, training, social events, and fundraising activities. These may be used for:
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Club promotion on our website and social media
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Press releases, newsletters, and other publications
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Internal coaching and player development
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Historical records and community engagement
By attending the Club or Club-hosted events, you consent to the taking and use of such imagery. Notices may be displayed at events where significant photography or filming is planned.
If you would like to opt out or restrict use of your image, please contact us directly (see Section 10). We will take reasonable steps to accommodate requests.
5. Children and Young People (Under 18s)
Protecting the privacy and wellbeing of children is of utmost importance.
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We collect data about players under 18 in alignment with the Scottish Rugby Union and Cricket Scotland safeguarding policy.
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Imagery featuring children may be used in promotional material only where appropriate consent has been given in accordance with our safeguarding guidelines.
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Parents/guardians have the right to request access to, or deletion of, their child’s personal data and imagery.
6. How We Use Your Information
Your data may be used to:
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Administer memberships and team participation
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Manage events, training, and fixtures
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Ensure safety and security through CCTV
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Communicate with members and stakeholders
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Improve website functionality and club services
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Promote club activities and achievements
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Comply with legal, regulatory, and governing body obligations
7. Lawful Bases for Processing
Our data processing is grounded in:
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Consent – for media use, marketing, and under-18 participation
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Contract – to deliver membership services
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Legal obligation – e.g. health and safety, safeguarding
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Legitimate interest – e.g. promoting our club, ensuring facility security, using video for coaching
8. Data Sharing and Retention
We do not sell personal data. Information may be shared with:
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Coaches, volunteers, and staff
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Governing bodies (e.g. SRU, Cricket Scotland)
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Service providers (e.g. IT, insurance, payment platforms)
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Law enforcement or regulatory bodies where required
Data is retained only as long as needed.
9. Cookies Policy
What Are Cookies?
Cookies are small data files stored on your device to enhance website performance and usability.
We Use:
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Essential Cookies – Site functionality
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Performance Cookies – Analytics (e.g. Google Analytics)
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Functionality Cookies – Remember preferences
You can adjust cookie settings in your browser at any time.
10. Your Rights
You have the right to:
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Access your personal information
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Request correction or deletion
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Object to or restrict processing
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Withdraw consent at any time (where applicable)
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Lodge a complaint with the UK ICO (www.ico.org.uk)
11. Contact Us
For any concerns, requests, or privacy-related queries, please contact:
Data Protection Contact
Helensburgh Cricket and Rugby Football Club
Rhu Road Higher
Helensburgh
G84 8YJ
Email: Info@helensburghcrfc.co.uk
12. Updates to this Policy
We may amend this policy periodically. Changes will be posted on our website via this page being updated and notified via Club communication channels where relevant.
Euan Ramsay
Helensburgh Cricket & Rugby Football Club
Club President
01 June 2025