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USP Privacy Policy

A legal disclaimer

The information contained in this Privacy Policy is intended to explain how United Services Portsmouth Rugby Football Club (“USP RFC”, “the Club”, “we”, “us” or “our”) handles personal information through this website.

This policy has been prepared with reference to UK data protection requirements, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our Commitment to Privacy

United Services Portsmouth Rugby Football Club is committed to respecting and protecting the privacy of our players, parents and guardians, volunteers, coaches, supporters and website visitors.
 

This Privacy Policy explains:

  • what personal information we may collect;

  • why we collect it;

  • how we use it;

  • when information may be shared;

  • how we protect it;

  • how long we may retain it; and

  • the rights individuals have regarding their personal information.
     

We aim to collect only the information that is reasonably necessary for the operation of the Club and its activities.

Who we are

United Services Portsmouth Rugby Football Club is a community rugby club based in Portsmouth.

This website provides information about the Club, including our Minis, Juniors and Colts sections, rugby activities, training, fixtures, events, volunteering and opportunities to join the Club.

For personal information collected directly through this website, USP RFC will normally act as the data controller, meaning that we determine why and how that information is used.

Information we may collect

The information we collect depends upon how you interact with the website.
 

Information you provide to us
 

For example, when completing a Join Us, Expression of Interest or contact form, we may collect:
 

  • your name;

  • parent or guardian name;

  • email address;

  • telephone number;

  • the age or age group of a prospective player;

  • information contained within an enquiry; and

  • other information that you voluntarily provide to us.


Where an enquiry concerns a child, we encourage parents or guardians to provide their own contact information rather than asking children to provide personal contact details.
 

Information collected automatically
 

When you visit the website, some technical information may be collected automatically through cookies and similar technologies.
 

This may include:
 

  • IP address;

  • browser type;

  • device type;

  • pages visited;

  • approximate location derived from technical information;

  • date and time of visits; and

  • information about how visitors interact with the website.
     

This information may be used to operate the website, maintain its security and understand how visitors use it.

Why we use personal information

We may use personal information to:
 

  • respond to enquiries;

  • provide information about joining USP RFC;

  • direct prospective players towards the appropriate age group;

  • communicate with parents, guardians, players and volunteers;

  • administer Club activities;

  • support safeguarding and welfare responsibilities;

  • manage volunteering enquiries;

  • operate and improve the website;

  • maintain the security and integrity of the website; and

  • comply with applicable legal, regulatory or sporting requirements.
     

We will not use personal information for purposes that are incompatible with the reason for which it was originally collected unless permitted by law.

Our lawful basis for using personal information

Under UK data protection law, we must have a lawful basis for processing personal information.


Depending upon the circumstances, we may rely upon:


Consent – where you have freely given us permission to use your information for a particular purpose.
 

Contract – where processing information is necessary in connection with providing membership or another service.


Legal obligation – where we need to process information to comply with a legal requirement.


Vital interests – in exceptional circumstances where processing information is necessary to protect someone's life.

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Legitimate interests – where processing is reasonably necessary for the operation and administration of the Club, provided those interests do not override an individual's rights and freedoms.

​

The appropriate lawful basis depends upon why particular information is being collected and used.

Children's privacy

USP RFC provides rugby activities for children and young people and takes the protection of their personal information particularly seriously.
 

Where practical, personal information relating to children should be provided by, or with the involvement of, their parent or guardian.
 

We aim to:
 

  • collect only information reasonably required for Club activities;

  • explain the use of children's information clearly;

  • use appropriate safeguards when handling children's information;

  • avoid requesting unnecessary personal information directly from children;

  • restrict access to children's information appropriately; and

  • consider the best interests of the child when deciding how their information should be used.
     

Children and young people also have data protection rights in relation to their personal information.
 

Where information relates to safeguarding or child welfare, additional legal and safeguarding requirements may apply.

Photographs and video

Photographs and video may be used by the Club to celebrate rugby activities, promote the Club and communicate information about matches, training, tournaments and other events.
 

The Club will manage photographs and video involving children in accordance with its safeguarding arrangements, RFU guidance and any relevant permissions or consent arrangements.
 

We will take reasonable steps to avoid publishing information alongside photographs that unnecessarily identifies or exposes personal information about a child.

Parents or guardians who have concerns about the use of an image of their child should contact the Club.

Sharing Personal Information

We do not sell personal information.
 

Where necessary, information may be shared with organisations or service providers that support the operation of the Club or website.
 

These may include:
 

  • website and hosting providers;

  • communication and membership platforms;

  • organisations supporting Club administration;

  • rugby governing bodies, including the Rugby Football Union where appropriate;

  • competition, event or tournament organisers where necessary; and

  • professional advisers, regulators, public authorities or law enforcement organisations where required by law.
     

We expect organisations processing information on our behalf to handle it appropriately and securely.

Website hosting and third party services

This website may use third-party technology and services to provide functions such as hosting, website analytics, forms, maps, embedded content and links to external services.
 

Those providers may process technical information when you use these features.

Where you follow a link from our website to another organisation's website or service, that organisation's own privacy policy will apply.
 

USP RFC is not responsible for the privacy practices of independent third-party websites.

Cookies

Our website may use cookies and similar technologies.
 

Cookies are small pieces of information stored on a user's device that can help websites operate correctly, remember preferences, maintain security and understand how visitors use a website.
 

Where required, visitors will be provided with options to manage non-essential cookies.
 

Further information about the cookies used by this website should be provided through our Cookie Policy and cookie settings.

How we protect information

We take reasonable organisational and technical measures to protect personal information against:
 

  • unauthorised access;

  • accidental loss;

  • inappropriate disclosure;

  • alteration; and

  • destruction.
     

Access to personal information should be limited to people who reasonably require it to perform their Club responsibilities.
 

No internet-based system can provide an absolute guarantee of security, but we will take reasonable steps to protect information entrusted to us.

How long we keep information

We will retain personal information only for as long as it is reasonably required for the purpose for which it was collected or where we have a legal, regulatory, safeguarding or administrative reason for retaining it.
 

Information that is no longer required should be securely deleted or anonymised where appropriate.
 

Different categories of information may therefore have different retention periods.

Your Data Protection Rights

Depending upon the circumstances, UK data protection law provides individuals with rights concerning their personal information.
 

These can include the right to:
 

  • be informed about how personal information is used;

  • request access to personal information held about you;

  • request correction of inaccurate information;

  • request deletion of information in certain circumstances;

  • request restriction of processing in certain circumstances;

  • object to certain uses of personal information;

  • request transfer of information in certain circumstances; and

  • withdraw consent where consent is the basis upon which information is being processed.
     

These rights are not absolute and may depend upon the circumstances and the lawful basis under which information is being processed.
 

Contracting us about your information

If you have a question about this Privacy Policy, how USP RFC handles personal information, or wish to exercise a data protection right, please contact the Club.
 

admin@usprfcjuniors.com

Complaints

If you have concerns about how we handle your personal information, we would encourage you to contact USP RFC first, so that we have an opportunity to address your concerns. You can raise any concerns by emailing admin@usprfcjuniors.com. 

You also have the right to raise any concerns with the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

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