Privacy Notice Statement

May 29, 2024

1 INTRODUCTION

Cambridge University Touch Rugby Club (‘The Club’) and the University have a shared interest in a co-ordinated approach to their members, alumni and supporters. This statement explains how the Club handles and uses data it collects about its members, alumni, and its current and future supporters. We have our own database, and may also utilise the database of the University of Cambridge Development and Alumni Relations office to keep in touch with alumni and provide services to them (eg. invitations to events). We also use this data to focus on relationships with potential and existing donors.

All holding of personal data will be in accordance with the General Data Protection Act (2016) and the University Sports Service Privacy Policy.

2 TRANSPARENCY

Records are created upon joining the Club for the purpose of evidencing your membership of the Club, and to ensure that adequate medical and emergency contact information is available in the event of an injury or incident. In filling out your membership form, you consent to the creation of this record. Your membership information may also be used by the Club for insurance purposes, or any other purpose incidental to your affiliation as may be necessary to take part in club activities (eg. emailing of notices or events).

Membership records are also used by the Club and the University for alumni relations and fundraising purposes. These include publications, invitations, appeals, and the marketing of alumni events and services. Communications may be sent by post, telephone or electronic means. Your data may also be processed by the Club and the University (including the Sports Service) for analysis, monitoring, and research, including linking your sporting records with academic records held by the University. For full details of how your personal data is used by the University Sports Service, please see the statement at: https://www.sport.cam.ac.uk/files/documents/sports_service_data_protection_statement.pdf

Most membership records contain contact details, membership levels, competitive levels, and any achievements from your time in the Club. In some cases other data is added, such as data from external partners (see below); sensitive data you provide for a specific purpose (disability, health, or lifestyle status, for example); and information about your areas of interest and potential to support the Club and the University.

3 SECURITY AND CONTROLLED DATA SHARING WITH PARTNERS

All information is held and transmitted securely and (in addition to disclosure as permitted or required by law) may be shared on a considered and confidential basis only with the University and the Colleges. The Club and the University may also facilitate communication between individual alumni, but in doing so does not release personal contact details without prior permission.

4 CONTROL

You are in control. You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

If you have any queries, wish to restrict data processing or sharing including use for marketing or do not want to be contacted by the Club, please contact us. (Minimal information is always retained to make sure you are not contacted again inadvertently). Otherwise we will maintain your record in support of your life-long relationship with the Club and the University.

We will publish any changes we make to this statement and notify you where appropriate.