Privacy Notice

London Raiders Softball Club are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, London Raiders Softball Club Committee is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on you

You may give us information about you by filling in forms such as the Start of Season survey, or by corresponding with us by phone, e-mail or otherwise, and when paying membership fees, or booking tickets at events. This includes information you provide when you register with the Club, register to receive Club communications and follow our social media. The information you give us may include your name, date of birth, address, e-mail address, phone number, and gender. We may at times collect anonymised special category data and/or process data in such a way where a special category data could be inferred but this will always be optional and with explicit consent.

Why we need your personal data

The reason we need your Personal Data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data under GDPR UK is Legitimate interests. Our legitimate interest is that we have an obligation to you as a member to provide the services you are registering for. For use of special category data our lawful basis for processing your personal data will be under Explicit consent, Not-for-profit bodies and Made public by the data subject. This will likely be collected for reporting on the identities represented within our membership as a predominantly LGBTQIA+ sports club and will be kept anonymous.

Reasons we need to process your data include:

For training, league and tournament entry

to communicate with you via email (optional) and WhatsApp (optional)
about training dates and locations
for communicating team selection
for volunteer recruitment within the Club
sharing personal data with Club team captains to manage the roster for
league and tournaments e.g. name and contact information
to ensure all playing members are insured through London Softball League registration.

For funding and reporting purposes

sharing anonymised data with a funding partner or sponsor as condition
of grant funding e.g. Local Authority (such as number of members orparticipants)
analysing anonymised data to monitor club trends; and
sending an annual club survey to improve your experience as a club member

For membership and club management

processing of membership forms and payments;
sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
club newsletter promoting club activity; and
publishing of race and competition results

Marketing and communications (where separate consent is provided)

sending information about promotions and offers from sponsors;
sending information about selling club kit, merchandise or fundraising.

The club has the following social media pages Facebook (external page and members-only group), WhatsApp and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that providers of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with

All league team players are required to be registered on the London Softball League website players’ platform. This is to ensure fair participation and to comply with league rules such as gender equity and to ensure all players are appropriately covered by insurance. London Softball League and British Softball Federation will have their own Privacy Policies and Data Protection Processes which should be easily available for you to read. Occasionally, your data may also be shared with tournaments where rosters of individual players are required. Additional consent will be sought for this.

Cookies and links to third party websites

Cookies are small text files stored on your computer when you visit certain websites.
We use first party cookies (cookies that we have set via our website builder, that can only be read by our website) to improve your online experience when you view our website www.londonraiders.co.uk.

We also use third party cookies (cookies that are set by an organisation other than the owner of the website) for the purposes of website measurement and targeted advertising. You can control your cookies preference via our website banner. Our cookies operate on an “opt in” basis i.e. if you ignore the cookie banner it is understood you do not accept cookies.

How we store your data

Secure storage is used including:

Password protected spreadsheets
Password protected Mailchimp account
Limited access and password secure bank account

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Member data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account. Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to; rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data. As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.