Privacy Policy

This privacy policy sets out how Club Organiser (and ABC PC Computer Services) uses and protects any information that you enter voluntarily when you interact with this website, or use Club Organiser software.

Club Organiser is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

In line with both the Data Protection Acts 1988 and 2003, and the forthcoming GDPR 2018 (General Data Protection Regulation) rulings, we confirm that Club Organiser is committed to ensuring that your privacy is protected at all times. Should we ask you to provide certain information by which you may be identified when using this website, then you can be assured that it will only be used in accordance with the terms and conditions of this privacy statement.

What information do we collect

When a club signs up and uses Club Organiser software, this means that the following information may be given by the club and stored on their behalf within the software's database, until such time as the club deletes it:

°Name, Sex, Date of Birth and Current Address (Including children under the age of 18 where necessary)
°Emergency Contact Information including Email Address(es), Landline and Mobile Telephone Numbers. (Club Organiser do not recommend email addresses or telephone number for Under 18s are stored - only parent/guardians)
°Personal Medical Details pertaining to a member as appropriate and necessary so as to ensure a member's safety and wellbeing in the event of a medical emergency during training/competition.

What do we do with the information we gather?

The aforementioned information is stored to enable clubs to use Club Organiser Software, allowing the authorised users to access the database and enable them to Email, Text or communicate with members regarding club events and fixtures where a member has elected to do so. All details are stored on an encrypted database which can only be accessed by authorised users gaining access via secure passwords and login details. Individual members may access their own (or their children's) accounts, but may not gain access or view any other members' details via the software system without pre-authorised access from that member.

Controlling your Personal information

Club Organiser (and ABC PC Computer Services) will never sell, distribute or lease your club or personal information with ANY third parties.

Should you believe that any personal information stored within Club Organiser is incorrect or incomplete, you can, as a member, log in to your member account and change and save all personal and medical details as preferred. You may also notify your club administrator and/or Club Organiser by email or written letter if you no longer wish to receive email communication and/or you may remove your email address from your personal details yourself. Please be aware however, that should you choose to do this, you may miss out on vital club communication as a direct result and Club Organiser will not be held responsible should this occur.

From the 1st February 2018, and in accordance with the GDPR, all details of members who are set to inactive, or who have been deleted by a club, will be deleted entirely within 24 hours of their 'leaving date' as inputted by the club . This means that after that date Club Organiser will no longer hold ANY details for inactive or deleted members whatsoever. If a member wishes to return and rejoin, they will need to be added to the system again from scratch.

We suggest that if you or anyone else in your club holds a spreadsheet of any sort, with members' personal details on it, that you do the same, as to be caught with such a spreadsheet could result in a huge fine in the future.

Club Organiser (and ABC PC Computer Services) do not carry out any processing of information stored and do not utilise any automated decision-making procedures of any sort.

In the event a club wishes to cease using Club Organiser software, all data entered by and on behalf of that club will be deemed portable should the club wish to transfer the details to a n other software provider, providing we receive a request in writing from the club secretary and/or chairperson.
In accordance with our Terms & Conditions of use, should a club not advise us of their wish to cease using the software and/or not pay their monthly amount after completion of the free trial, all details stored will be deleted from the server 7 days after the end of the free or paid for period expires.

You may, at any time, request a copy of the personal details which are held about you in Club Organiser under the Data Protection Acts and GDPR, to be posted to you, and a small admin fee of £5.00 will be requested at the time of written request of said details. If you wish to do this, please send written confirmation together with the admin fee to Club Organiser, 13 White Elm Road, Chelmsford, CM34LU and your details will be sent to you by first class, signed for delivery by Royal Mail.

It is strictly the responsibility of the club to ensure that Customer Consent is obtained from members PRIOR to their details being added to Club Organiser software. Club Organiser (and ABC PC Computer Services) will not be held responsible for any member details added to the system, without prior consent of said member. This is especially relevant in the case of underage subjects or vulnerable adults, where prior consent must be obtained from their parent/guardian first. Should a member withdraw their consent at any time, it is the responsibility of the club administrator to remove/delete that member's details from their club database immediately.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have in place suitable physical, electronic and managerial procedures to safeguard and secure the information that is entered by clubs online. In the event that you feel any club details or records have been breached, please advise us immediately at admin@cluborganiser.co.uk and we will investigate the matter right away and report it to the DPC where necessary. Similarly, if Club Organiser (or ABC PC Services) are victims of a security breach, we will notify any club or individuals concerned and the DPC accordingly within 72 hours.

Cookies

Club Organiser (and ABC PC Computer Services) do not use cookies to record information on your computer.

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor it's operations to your needs, likes and dislikes by gathering and remembering information about your preferences as you search.

Links to other websites

Both Club Organiser and ABC PC Computer Services' websites may contain links to other websites of interest. Please be advised that once you have used these links to leave our site(s), we do not have any control over that other website. Therefore, we cannot be held responsible for the protection and privacy of any information which you may provide whilst visiting any such site and such sites are not governed by this privacy statement. We always recommend you should always exercise caution and look at the privacy statement applicable to the website in question at all times.