Overview

At #indoorhockeyUK we are committed to protecting the privacy and security of our customers and site visitors and respect how important privacy is. If you have any questions about how we protect your privacy, please contact us.

This privacy policy outlines IndoorHockeyUK Ltd. ("we", "our", or "the Company") practices with respect to information collected from users who access our website or services ("Site" or "Services"), or otherwise share personal information with us (collectively: "Users"). This policy applies to all Sites and Services from the Company including the trading styles #indoorhockeyUK, HockeyUK Group and My HockeyUK.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws [as we are not required to do so] but our Board of Directors have overall responsibility for data protection compliance in our organisation.

The policy is available to view across all Sites and Services. If you use services provided by any third party sponsors or partners, you should familiarise yourself with their privacy statement as this may differ.

Processing of your personal information (meaning any information which may potentially allow your identification with reasonable means; hereinafter "Personal Information") is necessary for the performance of our obligations towards you and providing you with our services, to protect our legitimate interests and for compliance with legal and financial regulatory obligations to which we are subject. 

When you use the Site, you consent to the collection, storage, use, disclosure and other uses of your Personal Information as described in this Privacy Policy. We encourage Users to carefully read the Privacy Policy and use it to make informed decisions.

How We Collect Your Info

Directly Provided Data - When you sign up, log in to our website, enter a team or communicate with us, some information will require direct action by you at that time for us to receive it. This will range from your contact details, such as name and email address, to your options such as shirt size and team name.

User Authorised Data - Depending on your settings, you may give us permission to obtain information from your account with other services, for example social media accounts. In using social media options, you may give us permission to access information in that social media service. The information we can obtain form those services depends on your settings for that service, or their privacy polices, so you should regularly check what those are.

System Collected Data - When you visit our Site, we use cookies (a small text file sent by your computer each time you visit our website) to make it easier for you to use our services, improve your experience or so we can log data relating to the pages you viewed and activities carried out during your visit. For example, we may use cookies to store regularly visited pages. These cookies may be "session" cookies (which will remain until you close your browser), or "persistent" cookies (which last until you or your browser deletes them). Some of the cookies we use are directly associated with your login accounts, whilst others are not. Cookies can be controlled in your device browser settings and upon your first visit to the Site. Some System Collected Data may be necessary for your device to successfully communicate with our linked online systems.

What Info We Collect

When you enter a team into a competition, sign up to become an official or purchase a product from us, you may provide us with, or we may obtain, personal information about you. Some of this information will be necessary for you to use our Site and for us to provide a service to you, whilst others will be optional. This information may include:

i) personal contact details that allows us to contact you directly such as name, title, address, email addresses and telephone numbers;

ii) date of birth;

iii) gender;

iv) membership / affiliation details including start and end date;

v) records of interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;

vi) bank, credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;

vii) use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;

vii) records of your attendance at any events or competitions hosted by us;

viii) images in video and/or photographic form and voice recordings;

ix) marketing preferences so that we know whether and how we should contact you;

x) details of any school, club or areas;

xi) any coaching or officiating number, qualifications and history;

xii) identity documents such as passport or visas.

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

i) information about your race or ethnicity, religious beliefs and sexual orientation;

and

ii) information about your health, including any medical condition, health and sickness records, medical records and health professional information. 

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that:

i) the processing is necessary for reasons of substantial public interest, on a lawful basis; 

ii) it is necessary for the establishment, exercise or defence of legal claims; 

iii) it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law;

or 

iv) based on your explicit consent. 

We may also collect criminal records information from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent. 

How We Use Your Info

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

How We Share Your Info

We are aware that you are trusting us with your information and nobody else, but to be able to carry out our business we do need to work with a number of third parties. Whenever your information will be shared, you will receive prior notification that we will be sharing your information (for example when booking you a hotel room and passing on those details to the hotel), or you would have agreed before we share your information (for example when you place an order and that information will need to be shared with our sellers or suppliers). We are very careful who we share your information with, and the limited instances where we may share your information includes:

i) We share your non personally identifiable information (type of device, date and time of visits and any technical issues) with those responsible for our IT systems, to help keep our website secure and functioning;

ii) We share your information when we're required to comply with a legal request;

iii) We share your information where we believe it's reasonably necessary to protect ourselves or other users. We will not sell or give your information to any other company without your explicit consent;

iv) We share your information with the National Governing Body where your hockey activity takes place. This may include officiating qualifications achieved or disciplinary action from our events. Other information may be shared, as in line with the National Governing Body's rules for participating in the sport;

v) We share the record of any future officiating appointments with officiating associations to avoid you being appointed to different games on the same day by mistake. If you officiate a match as part of an assessment for a National Governing Body, any subsequent report may be passed to that NGB;

vi) We share your contact details if an event or activity organised by us is taken over by a different organisation to enable you to continue to participate in those events;

vii) We share your information with our store suppliers, to deliver you with your ordered kit and purchased tickets.

The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third part processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws. For further details please contact us by using the details set out below. 

How Long We Keep Your Info

We retain the information you provide either while your account is in existence, or as needed to be able to provide our services to you, or (in the case of any contact you may have with our administration team) for as long as is necessary to provide support related reporting and trend analysis only. If you haven't logged onto our website for three years, we may delete your information from our system automatically. Before any information is deleted, you will be notified and you may request for us to hold onto your data. 

If legally required ,or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide services to you.

How We Protect Your Info

We are always striving to make sure your information is protected. As soon as we receive your information, we use various security features and procedures, taking into account industry standards, to try to protect the personal information that you provide and to prevent unauthorised access to that information.

We offer secure "https" access on our Site, and access to your data is password protected. Sensitive data is protected by SSL encryption when it is exchanged between your browser and our Site. Our servers are regularly monitored for possible vulnerabilities and attacks, as well as carrying out penetration testing. Servers are also updated to ensure they have the most recent and up to date protection.

We do not store or see credit or debit card details - these are all managed by your chosen payment gateway. If you choose to pay via BACs we may see certain bank account details within our bank. You should familiarise yourself with their polices if you have any concerns.

We will do our best to protect your personal data, however, there are also a number of things that you can help with. As emails, instant messaging, and similar means of communication are not encrypted, we would recommend not communicating any confidential information through these means. It is also recommended to use a secure and unique password if you have an account with us, and to enable two factor authentication where possible.

Cookies

We use cookies on our Site to make your experience smoother and more interactive. For more information on cookies, please see our cookie notice.

Your Rights

Recognising that it is your choice to provide us with your information, we commit to giving you the ability to do all of the following:

i) The right to the information about how your personal information is being used;

ii) The right to access the personal information we hold about you;

iii) The right to request the correction of inaccurate personal information we hold about you;

iv) The right to request that we delete your data, or stop processing or collecting it, in some circumstances;

v) The right to stop direct marketing messages and to withdraw consent at any time;

vi) The right to request that we transfer or port elements of your data either to you or another service provider;

vii) The right to complain to the Information Commissioner's Office.

Most of your rights can be accessed through your login area, but if you want to exercise your rights, have a complaint or any questions, please contact us.

You may also have choices available to you through the device or software you use to access our website. For example, the browser you use may provide you with the ability to control cookies or other types of local data storage, or your mobile device may provide you with choices around how and whether location or other data is shared with us. To learn more about these choices, please refer to your device or software provider.

Changes

We may change our policy from time to time, to reflect how we are processing your data.

If we make significant changes, we will make it clear on our website, and by other means of contact such as email, so that you are able to review the changes before you continue to use our services.

Contact Us

We always want to hear from our users, especially if you feel we've let you down or could do better. If you:

i) Have any questions or feedback about this notice;

ii) Would like us to stop using your information;

iii) Want to exercise any of your rights as set out above, or;

iv) Have a complaint

You can contact our privacy team at mydata@indoorhockey.org.uk or else contact our administration team by visiting the contact us page on our website. 

#indoorhockeyUK should always be contacted in the first instance, if you think your data has been misused or you think we have not kept it secure. If you are unhappy with our response, or if you need any advice you should contact the Information Commissioner’s Office (ICO). The ICO can investigate your claim and take action if necessary. You can visit the ICO website for information on how to make a data protection complaint.