Data Protection Policy
Reading Rockets (including associated organisations: Reading Rockets Ltd, Reading Rockets Basketball Club, Rockets Sport and Educational Foundation, Reading Rockets Coaching Services, Just Hoops, MJ Basketball Academy) is committed to complying with data protection law and to respecting the privacy rights of individuals. The policy applies to all of our staff, workers, directors, volunteers and consultants.
This Data Protection Policy sets out our approach to data protection law and the principles that we will apply to our processing of personal data. The aim of this policy is to ensure that we process personal data in accordance with the law and with the utmost care and respect.
The Principles of the UK GDPR (Article 5)
Personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed;
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Processing of Data / Privacy Notices
We are committed to respecting your privacy. Our privacy notices explain how we may use personal information we collect before, during and after your links with us. The notices explain how we comply with the law on data protection, what your rights are, and that for the purposes of data protection we will be the controller of any of your personal information.
There are privacy notices for the following groups:
- Members / participants
- Coaches, administrators and other ‘workers’
- Volunteers
- General
Copies of these privacy notices are available on request from info@readingrockets.co.uk.
We may update these privacy notices from time to time. When we change these notices in a material way, we will update the version date at the bottom of the final page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
Website Privacy Statement
This website is www.readingrockets.co.uk. If you browse the site without submitting a form, we do not ask you for any personal information; our web server automatically logs the IP address of visiting devices for system administration and security purposes only.
The site uses a small number of cookies, and — only if you consent — anonymised analytics to help us understand how the site is used. Full details of every cookie, what it does and how to withdraw consent are set out in our Cookie Policy.
Where you submit a form on this site (for example an enquiry or contact form), the information you enter is emailed to the club so we can respond to you, and is used only for that purpose.
Some pages link to or embed services run by other organisations — for example ticket sales are handled by Eventbrite. Once you leave this site, the privacy policy of the site you visit applies.
Virus Protection Awareness
We make every effort to check and test material at all stages of production. It is always wise for you to run an anti-virus program on all material downloaded from the internet. We cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material derived from this website.
Data / Policy Breach
Any breach of this policy will be treated seriously and may also constitute a breach of data protection law. Any suspected breach of this policy or data breach will be dealt with by Reading Rockets’ Data Protection Compliance Manager (DPCM) or a nominated lead investigator. Reading Rockets may take action against any member who has breached Reading Rockets’ Data Protection Policy in accordance with Reading Rockets’ disciplinary procedures.
Procedures
If a suspected data breach is found, Reading Rockets’ data breach policy will be followed:
- The DPCM or appointed lead investigator will firstly determine if the breach is still occurring. If so, the appropriate steps will be taken immediately to minimise the effect of the breach.
- An investigation will be undertaken by the DPCM or appointed lead investigator immediately and wherever possible within 24 hours of the breach being discovered or reported.
- The investigation will take into account the type of data involved and its sensitivity, any protections in place, what has happened to the data, whether it could be put to any illegal or inappropriate use, who and how many individuals are affected, and any wider consequences.
- The DPCM or appointed lead investigator will determine who needs to be notified of the breach, including whether the Information Commissioner’s Office (ICO) should be notified.
- Notification to affected individuals will include a description of how and when the breach occurred and the data involved, together with specific and clear advice on what they can do to protect themselves and what action has already been taken to mitigate the risks.
- Once the initial incident is contained, a full review will be carried out of the causes of the breach, the effectiveness of the response, and whether any changes to systems, policies and procedures should be undertaken.
To reduce the risk of any data breach occurring, Reading Rockets has taken the following steps:
- Reading Rockets will ensure that its name and address are on all paperwork as appropriate, identifying the use to which any information requested will be put.
- Data held is used responsibly and within the limits described in the regulations.
- The type of data collected is reviewed at least annually.
- Any error is rectified as soon as possible after Reading Rockets becomes aware of it.
- Financial records are kept for seven years or as long as is dictated by law.
- Paper records are destroyed when they are no longer required, through a confidential shredder based within the Rockets’ offices.
- Reading Rockets’ offices are only accessible to authorised persons.
Your Rights
Individuals and organisations on which Reading Rockets holds information have the following rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling
More information about each right can be found on the Information Commissioner’s Office website.
Responsibilities of Staff and Management
The management and staff of Reading Rockets are responsible for processing data in accordance with the regulations and for upholding the principles outlined in this policy for the processing and maintenance of data regarding its members. All personnel are expected to observe data protection good practice at all times and to ensure that the personal data they make available for processing is kept accurate, up to date and secure.
Contact
Questions about this policy, our privacy notices or your personal data — including requests to exercise any of your rights — can be sent to Reading Rockets’ Data Protection Compliance Manager at info@readingrockets.co.uk.