Caledonian Thebans RFC agrees that all allegations or suspicions of abuse, neglect, harm or poor practice will be taken seriously and responded to swiftly, fairly and appropriately.
Caledonian Thebans RFC is a strictly over-18s Club, as specified in sections 3.2.1 and 4.1 of the Club Constitution and clause 17 of our Code of Conduct (Appendix 2 of the Constitution). However, the Club recognises that all children have the right to expect that their participation in rugby union will be supported and delivered by suitably recruited, vetted and managed staff, whether they are volunteering or officiating.
Any members of Caledonian Thebans RFC who undertake regulated work must be a member of the PVG Scheme with a Scheme Record Update if necessary.
Caledonian Thebans RFC acknowledges the Disclosure Scotland referrals process and agrees to action a referral if required.
Caledonian Thebans RFC agrees that any tours, oversees or domestic, must comply with the relevant Scottish Rugby Regulations and Guidance relating to tours.
Caledonian Thebans RFC Privacy Notice
1. What we need1.1 Caledonian Thebans RFC will be a “controller” of the personal information that you provide to us in this form, unless otherwise stated.1.2 When you register as a member of Caledonian Thebans or renew your membership, we will ask you the following personal information:1.2.1 contact details – your name, address, email address, telephone number and date of birth, as well as name, address and telephone numbers for emergency contacts;1.2.2 membership category – Full Player, Concession Player (student / unemployed / low income), Full Supporter, or Social Supporter; and1.2.3 equality information – gender identity, medical details / injuries (for Players).
2. Why we need your personal information – contractual purposes2.1 We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:2.1.1 provide you with core membership services, including insurance, licensing and any PVG checks, and to contact your next of kin in the event of an emergency;2.1.2 send you membership communications by email or post in relation to essential membership services, including but not limited to membership renewals, information on membership benefits, including but not limited to details of club social and fundraising events and general meetings of the club.2.2 If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
3. Why we need your personal information – legitimate purposes3.1 We also process our members’ personal information in pursuit of our legitimate interests to:3.1.1 promote and encourage participation in the sport of rugby union by sending members’ communications and registration information for upcoming fixtures and events. Our fixtures and events may be filmed or photographed and your personal information may also be used in images captured from our fixtures and events, which we will use for promotional, education and development purposes;3.1.2 provide competition in the sport of rugby union by accepting and managing entries for our fixtures and checking your personal information to ensure you are entered into the correct category;[Type here]Page | 23.1.3 develop and maintain our members’ qualifications, including sending email communications to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG requirements; and3.1.4 respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of rugby union. We will use your personal information to investigate your complaint, suspend membership and take disciplinary action where appropriate.3.2 Where we process your personal information in pursuit of our legitimate interests, you have the right to object us using your personal information for the above purposes. If you wish to object to any of the above processing, pleased contact the Chairman, Club Secretary, Membership Secretary, Fixtures Secretary and Coaches at data.protection@thebans-rfc.co.uk. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
4. Why we need your personal information – legal obligations4.1 We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake work with vulnerable adults.
5. Other uses of your personal information5.1 We may also ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these purposes.
6. Who we share your personal information with6.1 We may be required to share your personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health and Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding vulnerable adults and children.6.2 We may also share personal information with our professional and legal advisors for the purposes of taking advice.6.3 As an affiliated club of the Scottish Rugby Union (SRU) we are required to ensure that all of our Players are registered with the SRU as a condition of affiliation. We will share your name, date of birth and membership category with the SRU, through Scottish Rugby’s Registration System (SCRUMS), who will become a controller of your personal information when they receive it.6.4 The SRU’s privacy notice explains how they use your personal information and can be accessed here; http://www.scottishrugby.org/domestic-rugby/privacy-policy.[Type here]Page | 36.5 In the event we do share personal information, including emergency contact details, with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
7. How we protect your personal information7.1 Your personal information is stored on electronic password-protected filing systems and our servers are based in the UK, and is accessed by our volunteers for the purposes set out above.
8. How long we keep your personal information8.1 We will only keep your personal information for as long as necessary to provide you with membership services. We will review and possibly delete your personal information if you have not renewed your membership by 2 September each calendar year.
9. Your rights9.1 You can exercise any of the following rights by writing to the Chairman, Club Secretary, Membership Secretary, Fixtures Secretary and Coaches at data.protection@thebans-rfc.co.uk.9.2 Your rights in relation to your personal information are:9.2.1 you have a right to request access to the personal information that we hold about you by making a “subject access request”;9.2.2 if you believe any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;9.2.3 you have a right to request that we restrict the processing of your personal information for specific purposes; and9.2.4 if you wish us to delete your personal information, you may request that we do so.9.3 Any requests received by Caledonian Thebans RFC will be considered under applicable data protection legislation. If you remain dissatisfied, you have the right to raise a complaint with the Information Commissioner’s Office (www.ico.org.uk).
