Privacy & Cookies Policy
Last updated: [18 August 2025] – Latest version of this policy can be found on the club website.
1. Who We Are
This Privacy and Cookies Policy applies to Helensburgh Cricket and Rugby Football Club (referred to in this policy as “HCRFC”, “we”, “us”, or “our”).
HCRFC is a sports organisation based in Helensburgh, Scotland, providing cricket, rugby, and community-based activities for members, participants, and visitors. We are committed to protecting your personal data and privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and relevant guidance from the Information Commissioner’s Office (ICO).
2. Purpose of this Policy
This policy explains how we collect, use, share, and store your personal information when you:
• Visit our website
• Become a member or participant in club activities
• Visit the clubhouse or attend events
• Are captured in photographs, videos, or CCTV
It also outlines your rights and how you can contact us regarding data protection.
3. What Personal Information We Collect
We may collect and process the following types of personal data:
a) Members and Participants
• Name, date of birth, and contact details
• Gender, age group, playing status (e.g., junior, senior)
• Emergency contacts
• Medical and accessibility information (if provided)
• Membership and payment records
• Training and match participation data
b) Website Visitors
• IP address and browser/device details
• Page visits and site interaction
• Cookie identifiers (see Section 9)
• Contact details submitted via forms
c) Clubhouse Visitors & CCTV
We operate CCTV across club grounds and in the clubhouse for:
• Security and safety
• Crime prevention
• Video recording of matches and training for analysis and coaching purposes
Footage may capture individuals on the premises. Recordings are stored securely and retained for a limited period unless required longer for analysis or legal matters.
d) Imagery and Recordings
Photographs and videos may be taken at matches, training sessions, social and fundraising events. These may be used to:
• Promote the club in media and on social platforms
• Communicate with the public and stakeholders
• Provide performance feedback to players
• Celebrate club achievements and historical moments
By attending club facilities or events, you consent to your image being captured and used for these purposes.
You can request to opt out or limit image usage by contacting us (see Section 11).
4. Children and Young People (Under 18s)
For players or participants under the age of 18:
• We collect personal data only with the consent of a parent or guardian.
• Imagery featuring children will only be used publicly with appropriate consent.
• We comply with child safeguarding principles and guidance from Scottish Rugby.
Parents/guardians have full rights to access or request removal of their child’s personal data or imagery.
5. How We Use Your Information
We will only use your personal information when the law allows us to. This includes:
• Administering club operations and managing memberships
• Organising training, fixtures, and team communications
• Processing payments or registrations
• Complying with health and safety, safeguarding, and legal obligations
• Promoting the club and engaging the community
• Monitoring website and social media performance
Our lawful bases for processing may include:
• Consent – for marketing or image use
• Contractual necessity – to deliver membership benefits or services
• Legal obligation – for safeguarding, health, or compliance
• Legitimate interests – for club operations, improvement, and publicity
6. Sharing of Personal Data
We will only share your personal data when it is necessary and appropriate, including:
• With coaches, volunteers, and officials where relevant to your role or participation
• With relevant governing bodies (e.g., Scottish Rugby Union, Cricket Scotland) for player registration, competitions, and compliance
• With service providers who help us operate the club (e.g. payment systems, IT platforms, insurers)
• Where required by law or in the public interest (e.g., for safeguarding or law enforcement)
We will never sell your personal information, and we will not share it with third parties for marketing purposes without your explicit consent.
7. Data Retention
We will retain your personal data only for as long as is necessary for the purposes set out in this policy, or to comply with legal, regulatory, or reporting requirements.
• CCTV footage is typically stored for 30 days unless longer retention is needed
• Membership and participation records are retained in accordance with club and sport governing body guidance
8. Data Security
We take appropriate technical and organisational measures to secure your data, including:
• Password-protected systems
• Controlled access for staff and volunteers
• Regular reviews of data protection procedures
• Secure cloud-based systems for storage and communication
9. Cookies Policy
Our website uses cookies to enhance your experience.
What Are Cookies?
Cookies are small text files stored on your device when you visit our website. They help us understand how users interact with our site.
Types of Cookies We Use:
• Essential cookies – Necessary for basic site functionality
• Analytical cookies – Help us understand website traffic and usage
• Functional cookies – Store preferences to improve your visit
You can manage or disable cookies through your browser settings. Disabling cookies may affect some website features.
10. Your Rights
Under data protection law, you have the right to:
• Access your personal information
• Request correction or deletion of inaccurate data
• Withdraw your consent at any time (where applicable)
• Object to or restrict processing
• Request portability of your data (in certain cases)
• Lodge a complaint with the Information Commissioner’s Office (ICO) – www.ico.org.uk
11. Contact Us
For any questions, concerns, or to exercise your data rights, 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 update this policy from time to time. Any updates will be posted on our website and communicated where appropriate. Please review this policy periodically to stay informed.
Euan Ramsay
Helensburgh Cricket & Rugby Football Club
Club President
18 August 2025