At EHUA 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.
The information provided only applies to the EHUA website. If you use services provided by external organisations, you should familiarise yourself with their privacy statement as this may differ to that of EHUA.
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 Executive Committee have overall responsibility for data protection compliance in our organisation.
How we collection information about you
a. Directly Provided Data - When you log in to our website or communicate with us, some information will require direct action by you at that time for us to receive it.
b. 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 is crucial for your device to successfully allow the EHUA website to communicate with our online systems.
What information we collect when you're using our website
When you enter availability, officiate at an event or sign up to become an official you may provide us with or we may obtain personal information about you, such as information regarding your:
- personal contact details that allows us to contact you directly such as name, title, address, email addresses and telephone numbers;
- date of birth;
- records of interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
- 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;
- use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
- records of your attendance at any events or competitions hosted by us;
- images in video and/or photographic form and voice recordings; and
- marketing preferences so that we know whether and how we should contact you.
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- information about your race or ethnicity, religious beliefs and sexual orientation; and
- information about your health, including any medical condition, health and sickness records, medical records and health professional information
How we may use your information
We collect this information for a number of different purposes. These more fundamental purposes include:
a. To ensure our site's content is presented as effectively as possible
b. To set up, and manage your account,so we can provide services to you, so we can communicate with you and customise our support responses to better serve you
c. To ensure that our users are genuine
d. To update you on our latest news. If you have registered with us or provided us with your email address we will occasionally update you with news and important information
e. To carry out polls, surveys, analysis and research on how our site is being used, visitor views and what we could do better
f. To appoint umpires and others to hockey matches and to assist with the development of umpires and others in umpiring
g. To enable EHUA and others to contact you regarding hockey business. This may include automated emails to remind you to take actions through your secure areas on the website.
How we share your information
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. but to be able to carry out our business, we do need to work with a number of third parties. The majority of these third parties will be affiliated to Essex Hockey Umpiring Association or will be people they affiliate to, such as England Hockey or East Region Hockey Umpiring Association. We are very careful who we share your information with, and the limited instances where we may share your information includes:
a) 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
b) We share your information when we're required to comply with a legal request
c) 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 prior consent
d) 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.
e) We share the record of any future umpiring appointments with other umpiring associations to avoid you being appointed to different games on the same day by mistake. If you umpire a match as part of an umpiring assessment for an England Hockey Award, any subsequent report may be passed to England Hockey.
f) We share your contact details with clubs, umpires and umpire developers in order for them to contact you regarding your appointments.
g) We share your contact details if an event or activity organised by EHUA is taken over by a different organisation to enable you to continue to enter those events.
How long we keep your information
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.
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 information
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 website, and access to your data is password protected. Sensitive data is protected by SSL encryption when it is exchanged between your browser and EHUA. Our servers are regularly monitored for possible vulnerabilities and attacks, as well as carrying out penetration testing.
We do not store or see credit or debit card details. If you choose to pay via BACs we may store your bank account details securely with 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.
Changes to how we protect your privacy
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 the EHUA website.
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:
- The right to the information about how your personal information is being used
- The right to access the personal information we hold about you
- The right to request the correction of inaccurate personal information we hold about you
- The right to request that we delete your data, or stop processing or collecting it, in some circumstances
- The right to stop direct marketing messages and to withdraw consent at any time
- The right to request that we transfer or port elements of your data either to you or another service provider
- 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.
We always want to hear from our customers, especially if you:
- Would like us to stop using and / or delete your information
- Want to exercise any of your rights as set out above, or have a complaint
You can contact our privacy team at email@example.com or else contact our administration team by visiting the contact us page on our website.
If you’re not satisfied with our response to your question or concern, or believe our processing of your information doesn’t comply with data protection law, you can make a complaint to the Information Commissioner’s Office (ICO) at https://ico.org.uk/global/contact-us/