STIRLING COUNTY RUGBY FOOTBALL CLUB PRIVACY POLICY
Stirling County Rugby Football Club (also referred to as “the Club”, “we”, “us”, or “SCRFC”). This policy explains how we collect, store, and process your personal data as a member, player, coach, referee, volunteer, or 200 Club participant. When we refer to “you” or “your”, we mean you and any related individuals (such as parents, guardians, or legal representatives).
What Information Do We Collect?
Members & Players
When you register or renew your membership (including on behalf of a child under 18), we collect:
- Personal contact details: Name, address, postcode, date of birth, email address, contact numbers, gender
- Membership criteria: Playing/non-playing, senior, associate, youth/junior, family
- Parental consent: Permission from a parent/guardian for junior members to appear in promotional photographs
Volunteers & 200 Club Members
When you register as a volunteer or 200 Club member, we collect:
- Contact details: Name, address, postcode, email address, contact numbers
- Participation category: Parent, Committee, 200 Club, etc.
- Other relevant information: Such as PVG membership status for safeguarding purposes.
How Do We Use Your Information?
We process your personal data for the following purposes:
- To fulfil a contract: Taking payments, communicating with you, and providing products, prizes, or services
- To conduct our business and pursue our legitimate interests:
- Managing and administering your membership and involvement with the Club
- Promoting participation by sending event and competition information
- Using images from events for promotional, educational, and developmental purposes
- Managing competition entries and ensuring correct categories
- Monitoring engagement and participation, and inviting you to surveys
- Inviting members to awards ceremonies and contacting winners
- Collecting information for PVG checks for regulated roles with children or vulnerable adults
- Maintaining records of qualifications, training, and compliance
- Responding to questions, complaints, or concerns
- Investigating complaints and taking disciplinary action
- Maintaining records of performances, history, and disciplinary issues
- Using CCTV for security and incident investigation
With your consent:
- Providing core member services and keeping you informed
- Sending essential membership communications (meeting notices, renewals, fee information)
- Handling medical or injury information for appropriate support
- Using your data for any other purposes explained at the time of consent
- As required by law:
- Maintaining a register of members as required by company and charity law
- Checking right to work for certain roles
- Meeting obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 and the Equality Act 2010
- Maintaining health and safety, accounting, and other statutory records
- Responding to requests from government or law enforcement authorities
- Who Do We Share Your Information With?
- Promotional use: If your image or video is captured at Club events, it may be shared with members, social media followers, SRU, and other rugby teams
- Player/participant bios: Your name, age, etc., may be published on our website, newsletters, or match programmes
- Other rugby stakeholders: Limited information may be shared with SRU, other clubs, referee societies, and league organisers for record-keeping, match organisation, and compliance
- Scottish Rugby: Data may be shared through SCRUMS for registration, insurance, and disciplinary matters
- Statutory authorities: Information may be shared with Health & Safety Executive, Disclosure Scotland, Police Scotland, and others to comply with legal obligations
- Professional advisors: For safeguarding children, we may share information with legal advisors
- Third-party suppliers: IT, payroll, and other service providers who process data under our instructions and with strict confidentiality
- International sharing: For tours or international events, data may be transferred outside the EU with appropriate safeguards
- Information From Third Parties
- We may receive information about you from third parties, such as:
- Parents/guardians: For children under 18
- Other clubs or rugby bodies: For registrations or disciplinary history
- Disclosure Scotland/SRU: For PVG checks and safeguarding
How Do We Protect Your Information?
Storage: Your data is stored securely in both electronic and paper formats. Electronic data is stored on UK-based servers with access limited to authorised personnel. Paper records are kept in locked cabinets.
Transfers: If your data is transferred outside the EU, we will inform you of the safeguards in place
How Long Do We Keep Your Information?
Members: We retain your data for as long as necessary to provide membership services. If you do not renew, we will review and may delete your information after 6 years.
Players: We keep your data for 6 years after you stop playing for SCRFC.
Retention policy: We have a detailed data retention policy, available on request.
Your Rights
You have the right to:
- Request access to your personal information (Subject Access Request)
- Request correction or completion of inaccurate or incomplete information
- Request restriction of processing for specific purposes
- Request deletion of your personal information (subject to legal or legitimate interests)
- You may also request a copy of your data in a structured format, and you can object to processing in certain circumstances (e.g., direct marketing).
To exercise your rights, please contact us.
