Last Updated: November 2025
Approved by: Club Management Committee
Applies to: All club officials, coaches, players, parents, volunteers, and administrators.

1. Purpose of This Policy

This Data Protection Policy sets out how Daman Iconz Cricket Club (“the Club”, “we”, “our”) collects, uses, stores, and protects personal data in compliance with the UK GDPR and the Data Protection Act 2018.

The aim is to ensure all personal information handled by the Club is:

Stored securely
Used lawfully and fairly
Kept accurate and up to date
Only accessed by authorised individuals
Deleted when no longer required

2. Scope

This policy applies to:

All members (adult and junior)
Parents/guardians
Coaches and volunteers
Committee and management members
Team managers, activators, administrators
Anyone handling or processing club data

It covers all data collected through:

Membership forms
WhatsApp groups
Website or email communication
All Stars and Dynamos registration
Training and match attendance
Club events and presentations
Financial transactions and kit purchases

3. Types of Data We Collect
A. Personal Data

Name
Address
Date of birth
Phone number / email
Emergency contacts
Parent/guardian details (juniors)

B. Sensitive Data

Medical information
Injuries
Allergies
Disability or support needs

C. Cricket-Related Data

Player statistics
Match availability
Payment records
Disciplinary records

D. Photos & Media

Photographs
Videos
Promotional content

4. Lawful Basis for Processing

The Club processes personal data based on one or more of the following:

Consent (junior photos, marketing)
Contractual necessity (membership registration, league participation)
Legal obligation (safeguarding, accident reporting)
Vital interests (medical emergencies)
Legitimate interest (communications, team operations)

5. Data Storage & Security Measures

We commit to:

Storing all digital data on password-protected devices
Limiting access to authorised committee members only
Encrypting sensitive and safeguarding data
Keeping physical documents locked securely
Not sharing member information unnecessarily
Using Google Drive, ECB systems, or secure club devices only
Reviewing and deleting old data annually

No club data shall be stored on unsecured personal devices without committee permission.

6. Sharing of Data

Data may be shared with:

ECB (for league registration, DBS checks, All Stars/Dynamos)
Leicestershire & Rutland Cricket League
Insurance providers
Medical professionals (in emergencies)
Local authorities (grounds & events)

Data will never be sold to third parties.

Photos may be published on:
Club website
Social media
Posters
Printed material
But only if consent is provided (especially for minors).

7. WhatsApp & Communication Data

The Club uses WhatsApp for communication about:

Fixtures
Training
Cancellations
Announcements

Members agree that:

Their phone number is visible to others in the group
Group rules must be followed
No personal or sensitive data should be shared unnecessarily

Admins may remove members violating data safety rules.

8. Data Retention

We retain data only for as long as required:

Data Type - Retention Period

Adult membership data - 6 years after leaving

Junior membership data - Until age 21

Financial records - 6 years (HMRC)

Accident/injury forms - 3–6 years depending on age

WhatsApp groups - Reset annually

Photos/videos - Until consent withdrawn

DBS checks - Renewal date only

At the end of retention, data is securely deleted or destroyed.

9. Individual Rights Under UK GDPR

Every individual has the right to:

Access their data
Rectify incorrect data
Request deletion of data
Restrict or object to processing
Withdraw consent
Data portability
Be informed about data usage

Requests shall be processed within 30 days.

10. Data Breach Procedure

In the event of a data breach:

The Data Protection Lead (Secretary) must be informed immediately.
The breach will be assessed for severity.
Affected individuals will be notified promptly.
Serious breaches will be reported to the ICO within 72 hours.
Preventative actions will be documented and implemented.

11. Roles & Responsibilities
Committee

Must ensure the club operates within data protection laws.

Secretary (Data Protection Lead)

Oversees all data handling
Responds to data requests
Maintains secure storage
Reports breaches

Safeguarding Officer

Ensures safe handling of junior data
Works with ECB safeguarding teams
Manages photo/video permissions

Administrators

Handle registration data
Ensure secure collection and storage
Report any accidental data exposure

Treasurers

Protect all financial information
Maintain secure transaction records

Coaches & Team Managers

Use player data only for cricket purposes
Keep team lists and medical information secure

12. Acceptance of This Policy

By joining or participating in Daman Iconz Cricket Club activities, members agree to adhere to this Data Protection Policy as part of their membership conditions.