Scottish Curling Privacy Notice

The Royal Caledonian Curling Club, trading as Scottish Curling, is the national governing body for the sport of curling in Scotland, and is a company limited by guarantee without a share capital, registered in Scotland under company number SC232571.

Scottish Curling will be a “controller” of the personal information that you provide to us online, over the phone and through paper forms. Scottish Curling uses an online system called RCCC Members’ Database provided by Software Foundation in order to process membership applications. Members can access their personal information stored in RCCC Members Database.

What we need

Members
When you register as a member of Scottish Curling 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, gender, telephone number, address, email address, (for children under 16 we will also require the email address of a parent or legal guardian);
  • date of birth;
  • membership category – e.g. Full, Junior, Honorary Playing, Honorary Non-Playing;
  • equality information – disability (if any), ethnic group, religious belief, gender identity and sexual orientation

Participants/Athletes
When you enter an event (conference, training course, assessment, competition, camp, tour or other events) organised by Scottish Curling, or organised by a third party and processed by Scottish Curling or if you join the Scottish Curling Academy or Performance Programme we may ask you for the following personal information:

  • contact details – name, gender, phone number, address, email address, (for children under 16 we will also require the email address of a parent or legal guardian);
  • date of birth;
  • details of the course being undertaken and training/qualifications to be certificated;
  • if booking directly; payment details – card details;
  • emergency contact details (name and phone number);
  • medical information (such as but not limited to allergies, medications, special dietary requirements); and
  • equality information – disability (if any), ethnic group, religious belief, gender identity, sexual orientation

If you represent Scotland at international level (any competitions recognised by World Curling Federation) we may ask you for the following personal information:

  • contact details – name, gender, phone number, email address
  • date of birth, birth place
  • current place of residence
  • language spoken
  • when you started curling, club name, delivery hand
  • position on team
  • occupation, marital status, children
  • curling achievements, sports awards, honours
  • most memorable sporting achievement
  • hobbies, other sports played
  • sports hero
  • social media (for example Team Facebook page, Twitter handle, website)
  • medical history and information
  • emergency contact information – name, address, phone number, relationship
  • bank details – account number, sort code

Volunteers
When you volunteer with Scottish Curling we may ask you for the following personal information:

  • contact details – name, gender, phone number, address, email address;
  • date of birth;
  • training or qualifications you hold relevant to curling;
  • equality information – disability (if any), ethnic group, religious belief, gender identity, sexual orientation;
  • Declaration of interests (for Scottish Curling Directors, committee members and other individuals engaged in specific Scottish Curling roles); and
  • bank details – account number, sort code
  • Curling club(s) and group(s) you will be coaching/ volunteering with
  • Completion of a Self Declaration including unspent convictions and cautions, details of any disciplinary action in relation to children and relevant non-conviction information
  • Completion of a Protection of Vulnerable Groups (PVG) Check

Why we need your personal information – contractual purposes

Members
We need to collect your personal information so that we can manage your membership. We will use your personal information to:

  • set up your online membership account;
  • provide you with core member services via post and email, including membership renewal information, coaching and training information and opportunities; member newsletters, information about General Meetings, the Your Curler digital magazine etc. (and any optional communications to which you subscribe through your membership);
  • to provide you with details of forthcoming activities, events and competitions, as well as those of selected third parties (including our partner organisations) which provides “Member Discounts” on behalf of Scottish Curling;
  • review, develop and manage new and existing programmes and projects and to promote curling;
  • monitor Scottish Curling compliance with equal opportunities legislation and the Equality Standard for Sport and to promote / maintain equality of opportunity or treatment; and
  • for statistical analysis

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.

Participants/Athletes
We need to collect your personal information so that we can manage events (including courses) in which you participate and any qualifications or awards that you gain through your participation. We will use participant/athlete personal information to:

  • administer the event;
  • set up your online account; and
  • process event results and, where applicable, send you confirmation of completion and/or certification

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to provide the above services.

Volunteers
We need to collect your personal information so that we can manage any training or qualifications that you gain through your participation. We will use volunteer personal information to:

  • maintain records of training and qualifications;
  • allocate appropriate roles to volunteers based on their qualifications;
  • determine your suitability to volunteer; and
  • offer appropriate training and support

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to provide the above services.

Why we need your personal information – legitimate purposes

Members

  • promote and encourage participation in curling by sending communications to individuals and members about booking information for upcoming competitions, courses and other events. Our competitions and events may be filmed for live streaming purposes 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 events in curling by accepting and managing entries and checking your personal information to ensure you are entered into the correct competition and/or category;
  • invite our members as award winners or guests to our annual awards celebration (currently part of the proceedings of our General Meeting), which includes asking our members to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by phone and/or email;
  • develop and maintain records of members training and qualifications, including sending email communication to individuals and 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 curling. We will use your personal information to investigate your complaint, to suspend membership and take disciplinary action where appropriate;
  • administer PVG processing as necessary;
  • assisting in developing new programmes for the strategic development of the sport and Scottish Curling; and
  • retaining personal data for historical and statistical purposes, such as but not limited to: competition results, qualifications, and 50 year medal entitlement

Where we process your personal information in pursuit of our legitimate purposes, 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 at dp@scottishcurling.org. If we agree with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Participants/Athletes
When you book a place with us for a course or other event or join the Scottish Curling Academy or Performance Programme we need to collect your personal information so that we can process your booking to enable you to participate in the event etc.

When you represent Scottish Curling at international level (any competitions recognised by World Curling Federation) we need to collect your personal information on behalf of World Curling Federation in order to comply with their requirements of participation at these competitions.

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 purpose. If you wish to object to any of the above processing, please contact us at dp@scottishcurling.org. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a participant / athlete.

Volunteers
The Protection of Vulnerable Groups (Scotland) Act 2007 requires Scottish Curling to ensure that all individuals in regulated work are suitable.  To ensure that we comply with this function, Scottish Curling requires a Self Declaration and PVG Check to be completed by all individuals for positions that require contact with children and/or adults at risk.  We will need to collect personal information relating to unspent convictions and cautions, any disciplinary action in relation to children, and relevant non conviction information.  Information will include your PVG certificate number, PVG number, date of issue and any relevant information in relation to the scheme.For some volunteer roles, 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 number, date of issue and any relevant information in relation to your membership of the PVG scheme.

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 at dp@scottishcurling.org. 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 legal obligations to process certain personal information relating to [members/participants/athletes/volunteers] for the purposes of complying with our obligations under:

  • the Companies Act 2006 to maintain a register of our members, which includes our member 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;
    • our sportscotland regulatory requirements to report on the size, achievements and profile of our members;
  • the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary; and
  • our Memorandum and Articles of Association and Bye Laws (Article 5.15), which requires us to publish personal information of our members in the annual publication known as The Annual, both electronically and in paper format on an annual basis.

Why we need your personal information – equality monitoring requirements

We are required to use member and participant personal information relating to your disability, ethnic group, religious belief, gender identity, age and sexual orientation for equality monitoring purposes as required by sportscotland. We will process such personal information through aggregated and anonymised reports to identity and keep under review the existence or absence of equality of opportunity or treatment between groups of people within the same categories to promote or maintain equality within our sport.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. For example, to display a list of coaches able to deliver a particular training or qualification course, or collect medical history for Tours. Where 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.

Members
Contact details (name and email address (embedded)) of those on Scottish Curling committees e.g. Board, Areas Standing Committee, Ladies Standing Committee etc. will be published on our website.

Contact details (name and email address (embedded)) of those appointed as a club secretary will be displayed on our website for the purpose of providing a directory for non-members wishing to join a club.

Who we share your personal information with

If your personal information is included in any images or videos taken by us at our competitions, courses, camps, events and tours, we may share this with members of the Scottish media, sportscotland, and Sports Partners (including but not limited to, British Curling, Scottish Local Authority, Scottish Disability Sport, Scottish Wheelchair Curling Association, sportscotland institute of sport, World Curling Federation, Ice Rinks, and affiliated Clubs, Areas and Provinces) for promotional and/or journalist purposes.

Members

  • Members benefit from Liability Insurance provided by XL Catlin. Where an insurance claim is made, or notification of a possible claim received, we will pass personal data relating to the potential/actual claim to XL Catlin for the purpose of administering the claim.
  • We share personal information with third party organisations, such as sportscotland for audit and reporting purposes.
  • For members who are undertaking UKCC courses run by Scottish Curling, we use a platform called OneFile to administer our courses. The OneFile system holds basic personal information (name, email, date of birth) and processes learners’ 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.

Participants/Athletes

  • For athletes who represent Scotland at international level, your personal information is shared with World Curling Federation. The World Curling Federation will be the “controller” of such personal information upon receipt.
  • For active competitive participants/athletes on the Academy and/or Performance Pathway programmes, your personal information may be shared with British Curling, sportscotland institute of sport in order for them to carry out their responsibilities as managers of these programmes. British Curling and sportscotland institute of sport will be the “controller” of such personal information upon receipt.
  • We publish the results of our competitions on our website and social media (Facebook, Twitter, Instagram). This may include competitor name, age/age category, result.
  • We publish photographs of our competitions and events on our website and social media (Facebook, Twitter, Instagram).

Volunteers

  • For active umpires, your name, phone number and email address will be shared with the Umpire Committee representative(s) responsible for allocating umpires to competitions.
  • For active coaches, your name, level of qualification and email address will be shared with the Development Group contact at your local ice rink in order for the Development Group to provide you with suitable coaching opportunities and information.
  • For any volunteer in regulated work with children and/or protected adults, PVG information will be shared with those officials responsible for making safe appointment decisions within the club(s) and/or group(s) for which you are being deployed.
  • For the purposes of child protection, safeguarding and well-being matters, if Scottish Curling received information of concern, it may share information about you with:-
    • Within the sport: Club(s) and group(s) for which you are being deployed, official bodies e.g. British Curling and World Curling Federation etc.
    • Out-with the sport: Statutory authorities e.g. police, local authorities, social work etc., other relevant organisations e.g. Children First, sportscotland etc.
  • In the event such sharing is deemed necessary, it will normally only be carried out by the Scottish Curling Welfare Office or Senior Management to the organisation’s nominated Safeguarding Officer or Senior Management.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and/or protected adults.

We may share personal information with our professional and legal advisors for the purpose of taking advice.

Scottish Curling employs third party suppliers to provide services, including IT, finance, and the mailing of information/magazines. 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 to 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 purpose.

How we store your personal information

Your personal information is stored on our electronic filing system and our servers are based in the UK and Europe, and is accessed by staff and volunteers for the purposes set out above.

We may be required to transfer your personal information outwith the EU for the purposes of booking travel and accommodation for training camps and competitions for athletes and competition entries. 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.

Scottish Curling does not keep Disclosure Information on an individual’s personnel file.  It is kept securely, in lockable non-portable storage containers.  Access to storage units is strictly controlled to authorised and named individuals, who are entitled to see such information in the course of their duties.

How long we keep your personal information

Members
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 6 years. We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Scottish Curling 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 and in the event of a claim against Scottish Curling. In certain circumstances e.g. regarding Safeguarding, we may keep information for longer periods of time.

Participants/Athletes
We normally keep participant/athlete personal information for 6 years. Data for athletes who belong to Scottish Curling Academy or Performance Programmes will be kept for longer in order to meet the Scottish Curling obligation for reporting to sportscotland and other relevant government agencies.

Volunteers
We normally keep volunteer personal information for 6 years.

Scottish Curling does not keep Disclosures or Disclosure Information for any longer than is required after a recruitment (or any other relevant) decision has been taken.  In general, this is no longer than six months.  This is to allow for the resolution of any disputes or complaints.  Disclosure Information will only be retained for longer than this period in exceptional circumstances, and in consultation with Disclosure Scotland.  The same conditions relating to secure storage and access will apply during any such period.

Your rights

You can exercise any of the following rights by writing to us at dp@scottishcurling.org or by logging in to your membership account at RCCC Membership Database.

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 that we restrict the processing of your personal information for specific purposes; and
  • if you wish us to delete your personal information, you may request that we do so

Any requests received by Scottish Curling 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

Changes to this notice and the way we treat personal information

We may update the terms of this privacy notice at any time, so please check it from time to time.

We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website www.scottishcurling.org. By continuing to use our websites and membership system you will be deemed to have accepted such changes.

Updated: 12/01/19

Our Fred. Olsen National Masters Championships continue at Greenacres Ice Rink this weekend, as well as junior curl… https://t.co/4XQL7PsjK3

#Lovecurling

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