OXFORD ROLLER DERBY PRIVACY POLICY

Oxford Roller Derby is a flat track roller derby league based in Oxford, UK. We can be contacted at oxfordrollerderby@gmail.com.

We are committed to a high ethical standard in all aspects of our activity, including safeguarding the privacy of our members and visitors.

This privacy policy explains how we use and protect personal data. Please contact us if you have any questions.

WHAT INFORMATION WE COLLECT AND USE

MEMBERS: We process the following data for the purposes of the administration of Oxford Roller Derby, on the basis of our legitimate interest in the efficient running the League:
• Name
• Email address
• Home address
• Phone number
• Whether you have passed WFTDA Minimum Skills and the date you were last assessed
• Your role in Oxford Roller Derby (eg, A Team skater; B Team skater; NSO, referee, Bench Manager, Line Up Manager)

We collect your date of birth on a contractual basis. Only people aged 18 or above can be members of Oxford Roller Derby, due to insurance restrictions, and therefore we require this information in order for you to become a member of the League. If you do not provide this information, you will not be able to be a member of the League.

We also collect information about your health and the details of individuals who can be contacted in an emergency. The health information is collected with your consent. You are not required to provide this information and are free to withdraw consent at any time.

During any of our trainings or events we may take photo and/or video footage of you which might be used for the promotion of Oxford Roller Derby on online platforms such as our website and Facebook. If you wish to opt out of your images and footage being used for these purposes, please contact oxfordrollerderby@gmail.com.

VISITING PLAYERS AND OFFICIALS: You are required to provide your name, date of birth and contact details for an emergency contact before taking part in a scrimmage or game at Oxford Roller Derby either on or off-skates.

Name and date of birth are required on a contractual basis as Oxford Roller Derby’s insurance only allows people aged 18 or over to take part in scrimmages or games. As such we require these details to be confident that only appropriate individuals are taking part. If individuals do not provide this information, they will not be able to take part in the scrimmage or game.

Emergency contact details are stored under our legitimate interest in protecting the welfare of our skaters and visitors.

MEMBERS OF THE PUBLIC: If you are interested in joining Oxford Roller Derby, we will ask for your name and email address. We will use your email address with your consent to contact you with information about forthcoming beginners’ courses and other ways to get involved with the League, for example as a Non-Skating Official (NSO). We will not use your email address for other marketing activity unless you have given us permission. If at any time you no longer wish to receive information about how to join Oxford Roller Derby, just let us know and we will remove you from our list.

HOW WE STORE DATA
Personal information about league members and visitors is stored in Google documents. Google have data centres in Europe, and comply with the EU-US Privacy Shield framework for the transfer of data outside of the EU. More information about how Google stores and use data is available in their Privacy Policy: https://policies.google.com/privacy/update

Access to these documents is restricted to relevant committee and subcommittee members of Oxford Roller Derby. Members wishing to provide sensitive or confidential information to the Welfare subcommittee can email welfare.ord@gmail.com, which is only accessed by the Welfare subcommittee.

WHO WE SHARE DATA WITH
With your consent we may share information about you with relevant medical professionals in the case of you being ill or injured at a training session, scrimmage or game. In the event of you being unable to consent, information may be shared with medical professionals in an emergency on the basis of your vital interests.

In the event that you transfer to another roller derby league, we may share the following information with your new league on their request:
• Name
• Role within Oxford Roller Derby (eg A Team skater; B Team skater; NSO)
• Whether you have passed WFTDA Minimum Skills and the date you were last assessed

We do not sell or share data with any other third parties.

HOW LONG WE KEEP INFORMATION

MEMBERS: We will retain your contact details and health information for as long as you are a member of Oxford Roller Derby. As long as you are a member, you will be asked to update your personal information every January in conjunction with renewing your minimum skills.

Data of former league members will be deleted at this point.

VISITING PLAYERS AND OFFICIALS: We will retain your data for 2 years so that you do not have to submit your details every time you take part in a scrimmage or game at Oxford Roller Derby. You are welcome to provide updated information at any time.

MEMBERS OF THE PUBLIC: Where we have your contact details for the purpose of communicating with people about joining Oxford Roller Derby, we will retain this information until the completion of the the next Beginners’ Course after you have submitted your contact details.

HOW WE USE COOKIES
Our website is hosted by WordPress and we use cookies provided by the WordPress content management system so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.

You can adjust all of your cookie settings on our website by following the link to settings in the information that pops up about cookies when you visit the website.

YOUR RIGHTS
You have a number of rights in relation to how your personal information is used:

• Right of access: You have the right to make a Subject Access Request and obtain a copy of the information we hold
about you.
• Right to rectification: You have a right to have any inaccurate information about you corrected.
• Right to be forgotten: In some circumstances you have the right to have your personal data erased.
• Right to restrict processing: In some circumstances you have the right to limit the way we use your data.
• Right to data portability: You have the right to receive personal data you have provided to us in a structured, commonly
used and machine-readable format.
• Right to object: In some circumstances (including where data is being used for marketing) you have the right to ask us
to stop storing or using your personal data.
• Rights related to automated decision-making including profiling: We do not carry out any profiling or automated
decision making.

If you would like to exercise any of your rights please contact oxfordrollerderby@gmail.com.

If you are not happy with the way we process your personal data you also have the right to lodge a complaint with the Information Commissioner’s Office: https://ico.org.uk/for-the-public/

CHANGES TO THIS PRIVACY POLICY
We reserve the right to make changes to this Privacy Policy. Significant changes to it will be communicated to our members using our regular communication methods (i.e. Facebook groups and the G-Drive) and will be advertised to the roller derby community using the usual channels of communication on Facebook.

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