Home Holmesdale Cricket Club

Privacy Policy

Data Privacy Policy

About this Policy
1.1 This policy explains when and why we collect personal information about our members and coaches, how we use it and how we keep it secure and your rights in relation to it.

1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website [www.holmesdalecricketclub.co.uk] or our the noticeboard in the pavilion regularly for any amendments (but amendments will not be made retrospectively).

1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2. Who are we? 
2.1 We are Holmesdale Cricket Club. We can be contacted in writing at: HCC, Montreal Park Worships Hill, Sevenoaks, KentTN13 2AP


and via email at: secretary@holmesdalecricketclub.co.uk or by calling 01732 452039.

3. What information we collect and why.

Type of information


Legal basis of processing

Member’s name, address, telephone numbers, e-mail address(es).

Managing the Member’s membership of the Club

Performing the Club’s contract with the Members and for the purposes of our legitimate interests in operating the Club

The names and ages of the Member’s dependants

Managing the Member’s and their dependants’ membership of the Club

Performing the Club’s contract with the Members

Emergency contact details

Managing membership categories which are age related

Performing the Club’s contract with the Members


Provision of adequate facilities for members & reporting information to the ECB

For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender. For the purposes of the legitimate interests of the Club to maintain diversity data required by Sports Councils.

Photos and videos of Members

Putting on the Club’s website and social media pages and using in press releases.

Consent – We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.

The Member’s name and e-mail address

Creating and managing the Club’s online Membership Directory

Consent – We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Membership Directory.

Bank account details of the member or other person making payment to the Club

Managing the Member’s and their dependants’ membership of the Club, the provision of services and events.

Performing the Club’s contract with the Member.

4. How we protect your personal data 
4.1 We will not transfer your personal data outside the EU without your consent.

4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

4.4 For any payments which we take from you online we will use a recognised online secure payment system.

4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5. Who else has access to the information you provide us? 
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.

5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

6. How long do we keep your information? 
6.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

6.2 We securely destroy all financial information once we have used it and no longer need it.

7. Your rights 
7.1 You have rights under the GDPR: 
(a) to access your personal data 
(b) to be provided with information about how your personal data is processed 
(c) to have your personal data corrected 
(d) to have your personal data erased in certain circumstances 
(e) to object to or restrict how your personal data is processed 
(f) to have your personal data transferred to yourself or to another business in certain circumstances.

7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner: 


0303 123 1113.

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to secretary@holmesdalecricketclub.co.uk


Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Holmesdale Cricket Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.