Privacy Policy

EXTERNAL FACING PRIVACY POLICY

1. Introduction

English Lacrosse Association Ltd, a company limited by guarantee and registered in England and Wales under company number 3476816, and also known internationally as "England Lacrosse", is herein referred to as "English Lacrosse"/"we"/"us"/"our".

English Lacrosse is registered as a data controller with the Information Commissioner's Office, under registration Z8420804.

We are committed to protecting and respecting your privacy. Our policy and procedures on the handling of personal data have been developed in line with the requirements of the 1995 European Union Data Protection Directive (Directive 95/46/EC) and the General Data Protection Regulation (in force from 25 May 2018) and applicable national law.

2. What information do we collect?

We collect and process personal data, including special categories of personal data, about you when you interact with us through our website or otherwise. The personal data we process may include:

• your name;
• your date of birth;
• your gender;
• your ethnicity;
• your home or work address, email address and/or phone number(s);
• health, medical and disability information (including test results for anti-doping purposes);
• your image and other visual content relating to your physical appearance;
• your location and whereabouts (e.g. through the use of CCTV at our offices);
• details of your social media addresses/accounts and content;
• your identity documents (for example, a copy of your passport and driving licence);
• your next of kin and/or emergency contact information;
• your educational and employment history;
• any criminal convictions or related information (including any spent criminal convictions which, where applicable, will be confirmed to us by a certificate from the Disclosure and Barring Service ("DBS"));
• financial information, such as bank or card payment details;
• your English Lacrosse registration number and registered account information;
• name of any club(s) of which you are a member, including details of any educational establishment with which the club is affiliated;
• your role at the club of which you are a member;
• information relating to you and the British Universities & Colleges Sport ("BUCS");
• any results, records and rankings relating to you;
• information relating to any disciplinary matters in which you are involved;
• references and assessments about you from previous paid/unpaid employment or voluntary positions;
• information related to the browser, device and operating system you use to access our website;
• your Internet Protocol (IP) address;
• information relating to how you use our website;
• other information in the public domain about you;
• any other information you provide or which is provided to us on your behalf.

3. Where do we obtain this information?

We obtain the information we process from:

• you directly (e.g. via online forms, telephone, email or otherwise);
• the club of which you are a member, and any educational establishment with which it is associated;
• any regional associations who are affiliated to us but which have their own constitutions and organisational structures;
• our partner organisations, including national and international committees;
• anti-doping agencies including UK Anti-Doping ("UKAD") and the World Anti-Doping Agency ("WADA");
• those acting on your behalf;
• agents acting on our behalf;
• public domain sources;
• third parties providing fraud prevention, criminal record checking such as by the DBS;
• third parties that introduce you to us;
• HM Revenue & Customs, regulators and other authorities, including law enforcement bodies; and,
• search engine and web analytics services providers.

4. How do we use this information and what is the legal basis for this use?

We process the personal data listed in paragraph 2 above for the following purposes:

• To deliver our products and services, including to administer registration, our leagues, tournaments and competitions, as well as to enable participation in international events, and provide training opportunities, in accordance with our legitimate interests and/or with your consent;
• to provide and administer international insurance coverage for registered members (to include public/product liability, professional indemnity, personal accident and equipment coverage) in accordance with our legitimate interests and/or our legal obligations;
• for marketing and reporting purposes, including (i) in connection with our regular website newsroom: "Lacrosse Talk", our monthly newsletters: "Shooting Strings" and "The Draw" and our video/audio website area: "Lacrosse TV", (ii) to provide you with information about competitions and events, (iii) to promote our products and services, and (iv) to provide promotions and offers from our sponsors, where you have provided your consent to receive these communications and/or in accordance with our legitimate interests;
• to determine your suitability for our services and positions connected to us (for example, registration, volunteering, coaching or officiating applications and assessments) in accordance with our legitimate interests;
• to enable us to comply with anti-doping rules, in accordance with our legitimate interests and/or our legal obligations;
• to enable us to investigate and determine disciplinary issues, in accordance with our legitimate interests;
• to verify your identity, in accordance with our legitimate interests and/or our legal obligations;
• to enable us to maintain our records and manage our relationship with you, in accordance with our legitimate interests and/or our legal obligations;
• to provide advice or guidance about our products and services, in accordance with our legitimate interests and/or our legal obligations;
• to establish, fulfil and manage a contract with between us and you, as necessary at your request prior to entering into a contract and/or in accordance with our legitimate interests (for example, assessing and processing of paid or unpaid job applications, registration forms and payments and processing payments for tickets to events/hospitality and/or relevant courses);
• to investigate any complaints received from you or from others, in accordance with our legitimate interests;
• for diversity monitoring and talent management in accordance with our legitimate interests and/or our legal obligations;
• for funding purposes, in accordance with our legitimate interests;
• to enable us to comply with applicable law and regulation, in accordance with our legal obligations;
• to identify, assess and manage risk on an ongoing basis within our organisation, in accordance with our legitimate interests;
• to prevent, detect, investigate and report suspected or actual financial and other crime, in accordance with our legal obligations and our legitimate interests;
• to investigate and handle legal, compliance and regulatory issues, including litigation, in accordance with our legal obligations and our legitimate interests;
• to monitor the use of our website and to help us check, improve and protect our content, services and websites, both online and offline, in accordance with our legitimate interests;
• to monitor the use of our office and to help us keep our office building, staff and information safe and secure, in accordance with our legitimate interests;
• to invite you to take part in market research or surveys, where you have consented and/or in accordance with our legitimate interests; and,
• to assess and process any job application, and for subsequent employment, legal and administrative purposes including confirming your right to work, as necessary to take steps at your request prior to entering into a contract or to perform a contract (in which case we will be unable to progress your application without it), and/or in accordance with our legitimate interests.

5. With whom and where will we share your personal data?

We may share your personal data with:

• Our staff and volunteers, including members of our Board, Groups, Committees and Safeguarding officers;
• Affiliated member organisations which include the club of which you are a member, schools, universities and regional and county associations;
• anti-doping agencies including UK Anti-Doping ("UKAD") and the World Anti-Doping Agency ("WADA");
• our professional advisors, such as our auditors, external legal and financial advisors and insurers;
• our suppliers, business partners and sub-contractors;
• online service providers, such as Survey Monkey and DotMailer;
• search engine and web analytics services providers;
• HM Revenue & Customs, regulators and other authorities, including law enforcement bodies, the DBS and Local Authorities (e.g. for funding purposes);
• credit reference and fraud prevention agencies;
• your advisors and/or other entities linked with you.

In the event that English Lacrosse or any part of it is sold or integrated with another business, your personal data will be disclosed to our advisors and those of any prospective purchaser and will be passed to the new owners of English Lacrosse and their advisors.

Our website may, from time to time, contain links to and from the websites of third parties such as our sponsors. If you follow a link to any of these third party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these third party privacy policies before you submit any personal information to such websites.

6. How long will you keep my personal data?

We will not keep your personal data for any purpose(s) for longer than is necessary and we will only retain the relevant personal information that is necessary in relation to the purpose for which it was collected.

We will retain information relating to recruitment for paid or unpaid positions for so long as it takes to process your application and, if it is unsuccessful, for an additional period of no greater than 6 months. If your application is successful, we will retain your personal data in accordance with our staff privacy policy.

We will retain information relating to the following activities as follows.

Otherwise, we will retain your personal data for as long as we have an ongoing relationship and for a further period of 3 years thereafter, unless there is a legal or regulatory reason to retain it for a longer period in which case we will delete it when it is no longer necessary for that purpose.

We will retain your data for a short time beyond the specified retention period, to allow for information to be reviewed and any deletion to take place.

7. Where is my data stored?

All personal data collected by us will be stored on local individual computers within our office in the UK. Where required, we may transfer or share certain of your personal data to the facilities management company which operates our office.

In addition to local storage/transfer within the UK as above, we will also transfer and store your personal data elsewhere in the European Economic Area ("EEA") through our use of the Microsoft Office 365 suite of software and DotMailer hosting services.

The personal data that we collect from you may be transferred to, and stored outside the EEA. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers or for our partner organisations, including national and international committees and  other organisations, for example, the Federation of International Lacrosse. Where we do so, the third country's data protection laws will have been approved as adequate by the European Commission or other applicable safeguards are in place.

8. What are my rights in relation to my personal data?

You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your personal data, clicking the unsubscribe button on any communication we have sent to you or by contacting us.

Where you have consented to us using your personal data, you can withdraw that consent at any time by contacting us.

If the information we hold about you is inaccurate or incomplete, please notify us and ask us to correct or supplement it.

You also have the right, with some exceptions, to ask us to provide a copy of any personal data we hold about you.

Where you have provided personal data to us and it is processed by automated means, you may be able to request that we provide it to you in a structured, machine readable format.

If you have a complaint about how we have handled your personal data, you may be able to ask us to restrict how we use your personal data while your complaint is resolved.

In some circumstances you can ask us to erase your personal data if you withdraw your consent, it is no longer necessary for us to use your personal data, you object to the use of your personal data and we don't have a good reason to continue to use it, or we haven't handled your personal data in accordance with our obligations.

9. Personal data of children and vulnerable adults

We are only entitled to collect and process personal data of individuals under the age of 13 and vulnerable adults with consent from a parent or legal guardian.

For more information about how we meet our obligations in relation to vulnerable adults, including how we may share personal data in this context when necessary, please refer to our Adults at Risk Policy and also our Code of Ethics and Behaviour Policy.

10. Where can I find more information about English Lacrosse's handling of my data?

For further information or to raise a concern, please contact:

Name:                         Kerrie Lawler

Postal address:           English Lacrosse Association Ltd

                                    National Squash Centre

                                    Rowsley Street

                                    Manchester

                                    M11 3FF