Privacy Policy: Summary of how we and the RFU use your data
(updated 24.5.18)
The London Society of Rugby Football Union Referees (LSRFUR) uses your personal data to manage and administer your membership and your involvement with its referees and member clubs, and to keep in contact with you for these purposes.
Some data is shared with the RFU, who use your data to regulate, develop and manage the game. Data is also shared with other referee societies so as to support appointments outside of London and where you are seeking to transfer society, and in respect of videos of games made by us. Where we or the RFU rely on your consent you can withdraw this consent at any time.
Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately. This policy describes how the LSRFUR (also referred to as “the Society”, “we” or “us”) will make use of the data we handle in relation to our members and referees, including our use WhosTheRef (“WTR”) provided by the Rugby Football Union (“RFU”). It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you (or your parent) when you join and when we carry out annual renewals/reviews of your membership. This includes:
- your name;
- your gender;
- your date of birth;
- your home address, email address and phone number;
- your type of membership and involvement in a particular club/region, or any key role you may have been allocated, such as referee, coach or observer, along with your current and historic grading, and for member clubs, Membership Secretary, etc.;
- your payment and/or bank account details, where you provide these to claim expenses or pay membership fees or other expenditure;
- your fitness test results.
- Some information will be generated as part of your involvement with us, in particular data about fixtures and your appointments to games and feedback reports from observers and clubs.
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are under 18 years of age we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies, such as other referee societies
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
- As required by the Society to conduct our business and pursue our legitimate interests, in particular:
- we will use your information to manage and administer your membership and your involvement in refereeing either as a referee or as part of our member clubs, and to keep in contact with you for these purposes;
- we will also use data to maintain records of your performances and history, including match reports, assessments, coaching reports, club cards and fitness test scores.
- Where you give us consent:
- on occasions where we ask you for consent, we will use the data for the purpose which we explain at that time (for example, we may video your game for training and development purposes and create training clips from such footage).
- For purposes which are required by law:
- we maintain records (such as accounting records) in order to meet specific legal requirements;
- we may respond to requests by government or law enforcement authorities conducting an investigation.
Withdrawing consent
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above.
Who will we share this data with, where and when?
Some limited information may be shared with other stakeholders in rugby, such as the RFU, other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU and providers of WTR and iMediaSports Library (our videoing provider).
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
You have the same rights for data held by the RFU for its own purposes on GMS.
To exercise any of these rights, you can get in touch with us- or, as appropriate, the RFU or its data protection officer - using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with the Society or the RFU?
The GDPR gives individuals a number of rights in relation to their data. We hope that we can satisfy queries you may have about the way we process your data.
If you have any concerns about how we process your data, or if you wish to make a Subject Access Request on respect of data held by the Society, you can get in touch at peter.coulthard@londonrugby.com or by writing to The General Secretary, LSRFUR, c/o Meadow View, Bagshot Road, Chobham, Woking, Surrey GU24 8BY.
Please note if you would like to make a Subject Access Request in respect of data held by a club, constituent body, another referee society, the RFU World Rugby or another rugby body, you will need to contact that body directly.
If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for 3 years after this.
Where we process personal data in connection with performing a contract we keep the data for up to 6 years from your last interaction with us. We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.
Records of your involvement in a particular match, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.