What we need Cartha Queens Park Rugby Club is an amateur community sports club situated on the South side of Glasgow. As such the club carries data required for Membership. Players etc.

Cartha Queens Park RFC will be a “controller” of the personal information that you provide to us.

Option 1 – Members’ personal data:
When you register as a member of Cartha Queens Park or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16, we may ask you for the following personal information:
• contact details - Name address, email address, date of birth, etc.
• membership criteria / category – for example, Player, family, life, etc.
• payment details – bank account number, sort code, card details, etc.
• participation details – for example, active player coach, etc.
• equality information – for example, disability, etc.
• other personal information, for example, PVG membership,

Option 2 – Volunteers’ personal data:
When you volunteer with Cartha Queens Park, we will ask you for the following personal information:
• Contact details – name, address, email address, date of birth, etc.

Why we need your personal information – contractual purposes

Option 1 – Members’ personal data:
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
• provide you with core member services, including information about membership and activities hosted by the club.
• So you can monitor the clubs online activities and via the use of the clubs social media.
• Send you membership communications [by post or email] in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees’ information, etc.
• Keep you informed of Key dates and SRU information
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Option 2 – Participants’ personal data:
When you book a place with us for and attend a coaching course, competition, event, training course, etc. we need to collect your personal information so that we can honour your booking and to enable you to participate in the course, competition, event, etc. If you do not provide us with all of the personal information that we need to collect then this make affect our ability to book your place.

Why we need your personal information – legitimate purposes
Option 1 – Members’ personal data:
We also process our members’ personal information in pursuit of our legitimate interests to:
• Promote and encourage participation in Rugby by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes
• Provide competition in Rugby by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category
• Monitor and develop participation in Rugby by monitoring members’ engagement and participation through Questionnaires and inviting our members to participate in surveys for researching and development purposes
• Invite our members as award winners or guests to our annual awards dinner/ceremony which includes asking our members to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by email
• Develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG/child protection requirements.
• Respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to Rugby, for example, we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on [insert details]. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
Option 2 – Volunteers’ personal data:
We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.
If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on www. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.

Why we need your personal information – legal obligations We are under a legal obligation to process certain personal information relating to our [members, volunteers, participants, athletes, etc.] for the purposes of complying with our obligations under:
• Charities and Trustee Investment (Scotland) Act 2005 to maintain a register of our members, which includes our members’ name, address, the date they were admitted to membership and the date on which they ceased to be our member[, and hold general meetings, including issuing notices and voting arrangements]];
• [the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults
• [the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary]; and
Other uses of your personal information We may ask you if we can process your personal information for additional purposes. If we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with SRU for promotional and/or journalistic purposes.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include [Health & Safety Executive, Disclosure Scotland, and Police Scotland] for the purposes of safeguarding children.
We may also share personal information with our professional and legal advisors for the purposes of taking advice.

Cartha Quenns Park employs third party suppliers to provide services, including [IT, payroll, etc.]. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it. In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
Option 1 – SRU members’ personal data As a member club of the SRU we are required to ensure that all of our members are registered with the SRU as a condition of our registration/membership. We will share player registration, Age etc with the SRU who will become a controller of your personal information when they receive it. The SRU’s privacy notice explains how they use your personal information and can be accessed here www
Option 2 – Participants’ personal data We publish the results of our competitions on our website. This may includes competitors’ name, score result.

How we protect your personal information
Your personal information is stored on our electronic filing system and our servers based in the [UK / EU], and is accessed by our [staff / volunteers] for the purposes set out above.
We are required to transfer your personal information outwith the EU for the purposes of for example, entering athletes into competitions, booking travel arrangements. Where your personal information is transferred outwith the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.

How long we keep your personal information
Option 1 - Members’ personal data
We will only keep your personal information for as long as necessary to provide you with membership services.
Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 5 years.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Cartha Queens Park and for how long.
We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against the club
Option 2 – APlayers’ personal data
We keep our athletes’ personal information for 5 years

Your rights
You can exercise any of the following rights by writing to us at [insert address/email address][ or by logging on to your account at https://secure.pitchero.com/account.
Your rights in relation to your personal information are:
• you have a right to request access to the personal information that we hold about you by making a “subject access request”;
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specificpurposes; and
• if you wish us to delete your personal information, you may request that we do so.

Any requests received by Cartha Queens Park will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk