Privacy policy

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

References to we, our or us in this privacy notice are to the Sharlston Rovers Juniors

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Data Protection Compliance Manager has overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.

Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
o personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers.
o date of birth.
o Gender.
o membership start and end date.
o references and other information included in a CV or cover letter or as part of the application process for membership.
o records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us.
o any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you.
o use of and movements through our online portal, passwords, personal identification numbers, IP addresses, usernames and other IT system identifying information.
o records of your attendance at any events hosted by us.
o images in video and/or photographic form and voice recordings.
o your marketing preferences so that we know whether and how we should contact you.
o identification documents such as passport and identity cards.
o details of any county membership.
o details of next of kin, family members, coaches and emergency contacts.
o records and assessment of any player rankings, grading or ratings, competition results, details regarding [events/matches/games] attended and performance (including that generated through player pathway programme).
o any disciplinary and grievance information.
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
o information about your race or ethnicity, religious beliefs and sexual orientation.
o information about your health, including any medical condition, health and sickness records, medical records and health professional information.
We may not collect all the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that
o the processing is necessary for reasons of substantial public interest, on a lawful basis.
o it is necessary for the establishment, exercise or defence of legal claims.
o it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
o based on your explicit consent.
In the table below’ we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

We typically collect personal information about our members when you apply to become a member of the club, you register an account with us at www.sharlstonroversjuniors.co.uk when you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.
We also may collect personal information about you from any third party references you provide as part of the application process for membership.
If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
Purpose Personal information used Lawful basis
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.
This is necessary to enable us to properly manage and administer your membership contract with us.

To arrange and manage any contracts for the provision of any services or products Contact details, transaction and payment information.

Records of your interactions with us. This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.
To send you information which is included within your membership benefits package, including details about advanced ticket information, competitions and events, partner offers and discounts and any updates on Rugby League Contact and membership details. This is necessary to enable us to properly manage and administer your membership contract with us.

To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners Contact details and
marketing preferences. Where you have given us your explicit consent to do so.
To answer your queries or complaints Contact details and records of your interactions with us We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records All the personal information we collect. We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
The security of our IT systems Your usage of our IT systems and online portals.
We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport Records of your attendance at any events or competitions hosted by us. We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the club, our events and membership packages. Images in video and/or photographic form. Where you have given us your explicit consent to do so.
To comply with health and safety requirements Records of attendance, medical information about your health.
We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
To administer your attendance at any courses or programmes you sign up to All contact and membership details,
transaction and payment data.

Details of any county membership and performance data.
This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
To arrange for any trip or transportation to and from an event Identification documents details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information. This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities. Health and medical information We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

To gather evidence for possible grievance or disciplinary hearings All the personal information we collect We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
For the purposes of equal opportunities monitoring Name, title, date of birth
gender, information about your race or ethnicity and health and medical information
We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements Information about your criminal convictions and offences
For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us at sharlstonroversjuniors@gmail.com.

We share personal information with the following parties:

o Any party approved by you.
o To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.
o Other service providers: for example, email marketing specialists, payment processors, data analysis, promotional advisors, contractors or suppliers and IT services (including CRM, website).
o Our Commercial Partners: for the purposes of providing you with information on any tickets, special offers, opportunities, products and services and other commercial benefits provided by our commercial partners as part of your membership.
o The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
o Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 2 years after your last contact with us or the end of your membership. Exceptions to this rule are:

o Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12months.
o Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You will be able to update some of the personal information we hold about you by using the details set out in the "Contacting us" section below.

You have the following rights in relation to your personal information:

o the right to be informed about how your personal information is being used;
o the right to access the personal information we hold about you;
o the right to request the correction of inaccurate personal information we hold about you;
o the right to request the erasure of your personal information in certain limited circumstances;
o the right to restrict processing of your personal information where certain requirements are met;
o the right to object to the processing of your personal information;
o the right to request that we transfer elements of your data either to you or another service provider; and
o the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this 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.

In the event of any query or complaint in connection with the information we hold about you, please email sharlstonroversjuniors@gmail.com

Version dated 17th February 2020

Data policy

Code of conduct
Sharlston Rovers Juniors is fully committed to safeguarding and promoting the wellbeing of all its members. The club believes that it is important that members, coaches, administrators and parents associated with the club should, at all times, show respect, be encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club with the club secretary Michelle Potter or the Child Welfare Officer.
As a member or guest of Sharlston Rovers Juniors, you are expected to abide by the following:
Code of Conduct - General:
• Respect the rights, dignity and worth of every person within the context of rugby league.
• Treat everyone equally and not discriminate on the grounds of age, gender, disability, race, ethnic origin, nationality, colour, parental or marital status, religious belief, class or social background, sexual preference or political belief.
• Not condone, or allow to go unchallenged, any form of discrimination if witnessed.
• Place the well-being and safety of children above the development of performance.
• Ensure activities are appropriate for the age, maturity, experience and ability of the individual.
• Display high standards of behaviour.
• Promote the positive aspects of rugby league, For example fair play.
• Encourage all participants to learn the laws and rules of rugby league.
• Must play within the rules and respect officials and their decisions.
• Actively discourage unfair play, rule violations and arguing with match officials.
• Recognise good performance not just match results.
• Must respect opponents and set a good example.
• Should keep to agreed timings for training and competitions or inform their coach or team manager if they are going to be late.
• Will wear suitable kit for training sessions as agreed with the coach/team manager.
• Pay any fees for training or events promptly.
• Not smoke, drink or use banned substances while working with children in the club.
• Junior members are not allowed to consume alcohol or drugs of any kind on the club premises or whilst representing the club.
• Not provide children with alcohol when they are under the care of the club.
• No person under the age of 16 is allowed on club premises without adult supervision.
• Follow Sharlston Rovers Juniors safeguarding policy
• Respect children’s opinions when making decisions about their participation in rugby league.
• Never punish or belittle a child for losing or making mistakes.
• Support your child’s involvement and help them to enjoy their sport.
• Always use correct and proper language.
• Make sure all children must be changed out of their kits after every game and must wear their club polo shirts and tracksuits / club shorts.
• Parents and children must always conduct themselves in an appropriate manner, including training sessions, matches or events within the club or outside of the club. Any fine that is incurred through your inappropriate behaviour will be payable by you.
• If any unreasonable behaviour is reported to a member of the committee then the committee will invite you to a meeting to decide action required.
• As the pitch is owned by the parish council then alcohol is not permitted to be consumed at any time this includes during training sessions and match days.

We all have a responsibility to promote high standards of behaviour in the game.
As a player, your child has a big part to play. That’s why together with the RFL, Sharlston Rovers Juniors is asking every player to follow a Respect Code of Conduct, please read this with your child.
When playing rugby, I will:
• Always wear the correct kit
• Always play to the best of my ability
• Play fairly – I won’t cheat, complain or waste time
• Respect my team-mates, the opposition team, the referee or my coach / manager
• Play by the rules, as directed by the referee
• Shake hands with the other team and referee at the end of the game
• Listen and respond to what my coach / team manager tells me
• Talk to someone I trust or the club welfare officer if I’m unhappy about anything at my club.

I understand that if I do not follow the Code, any / all the following actions may be taken by my club or the Yorkshire Junior League:
I may:
• Be required to apologise to my team-mates, opposition team, referee or team manager
• Receive a formal warning from the coach or the club committee
• Be dropped or substituted
• Be suspended from training
• Be required to leave the club.
In addition:
• My club may make my parent or carer aware of any infringements of the Code of Conduct
• The Yorkshire Junior League could impose a fine and suspension against my club.

Codes of Conduct – Parents, Carers and Spectators
We all have a responsibility to promote high standards of behaviour in the game. Sharlston Rovers Juniors is supporting The RFL’s Respect program to ensure Rugby League can be enjoyed in a safe, positive environment. Remember children’s Rugby is a time for them to develop their technical, physical, tactical and social skills. Always play your part and observe The RFL’s Respect Code of Conduct for spectators and parents/carers.
I will:
• Ensure my child is brought to training and matches at the correct time.
• Ensure my child wears the correct clothing, including protective head guard.
• Remember that children play for FUN
• Applaud effort and good play as well as success
• Always respect the match officials’ decisions
• Remain outside the field of play and within the Designated Spectators’ Area
• Let the coach do their job and not confuse the players by telling them what to do
• Encourage the players to respect the opposition, referee and match officials
• Remain outside the field of play and within the Designated Spectators’ Area
• Avoid criticising a player for making a mistake – mistakes are part of learning
• Never engage in, or tolerate, offensive, insulting, or abusive language or behaviour.
• Remember children develop at different rates, the coaches recognise this and provide coaching / match play at a level suitable for the particular child

I understand that if I do not follow the Code, any/all the following actions may be taken by my club or the Yorkshire Junior League:
I may be:
• Issued with a verbal warning from a club or league official
• Required to meet with the club or Yorkshire Junior League
• Required to meet with the club committee
• Obliged to leave the match venue by the club
• Requested by the club not to attend future games
• Required to leave the club along with any dependents.
In addition:
• The Yorkshire Junior League could impose a fine and/or suspension on the club.

Additional code of conduct for club officials and volunteers
The essence of good ethical conduct and practice is summarised below. All volunteers must:
• Abide by all the above code of conduct.
• Have been appropriately vetted, if required.
• Hold the appropriate, valid qualifications and insurance cover (provided by Sharlston Rovers Juniors through the RFL)
• Attend appropriate training to keep up to date with their role, especially with respect to the safeguarding of children.
• Always work in an open environment ((i.e. avoid private, or unobserved, situations and encourage an open environment) NB this includes the online world – club officers and volunteers are actively discouraged from online or other electronic communication with children – any such communication should be via parents.
• Inform players and parents of the requirements of rugby league.
• Know and understand the RFL’s & Sharlston Rovers Juniors safeguarding policy.
• Consider the well-being and safety of participants before the development of performance.
• Develop an appropriate working relationship with performers, based on mutual trust and respect.
• Make sure all activities are appropriate to the age, ability and experience of those taking part
• Ensure physical contact is appropriate and necessary and is carried out within recommended guidelines with the young player’s full consent and approval.
• Not engage in any form of sexually related contact with a young player. This is strictly forbidden, as is sexual innuendo, flirting or inappropriate gestures and terms. The RFL adopts the Home Office guidelines. These recommend “people in positions of trust and authority do not have sexual relationships with 16-17year olds in their care”
• Promote the positive aspects of the sport (e.g. fair play)
• Display consistently high standards of behaviour and appearance
• Follow all guidelines laid down by the national RFL and the club
• Never exert undue influence over performers to obtain personal benefit or reward
• Never condone rule violations, rough play or the use of prohibitive substances

Equity policy statement
This club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

Version dated 17th February 2020

Terms and Conditions

1. Name

The club will be called Sharlston Rovers Juniors and will be affiliated to the Yorkshire Junior League
2. Aims and objectives
The aims and objectives of the Club will be:
• To provide facilities for and promote participation in the amateur sport of Rugby League in Sharlston and surrounding area.
• To offer coaching and competitive opportunities in Rugby League.
• To promote the club within the local community and in Rugby League.
• To manage Sharlston Rover Juniors.
• To ensure a duty of care to all members of the Club.
• To provide all its services in a way that is fair to everyone.
• To ensure that all present and future members receive fair and equal treatment.

3. Membership
Membership of the Club shall be open to anyone interested in rugby league on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. [However, membership may be limited according to available facilities on a non discriminatory basis.]
The Club may have different classes of membership and subscription on a non discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
The Management Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or the sport of rugby league into disrepute. Appeal against refusal or removal may be made to the members.
Membership should consist of officers and members of the club.
All members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept these regulations and all codes of practice that the Club has adopted.
Members will be enrolled in one of the following categories:
• Playing member.
• Club member.
• Family member.

4. Membership fees
Membership fees will be set annually and agreed by the Management Committee or determined at the Annual General Meeting.
Fees will be paid by: monthly subscription.
5. Officers of the club
The officers of the club will be:
• Chair.
• Secretary.
• Treasurer.
• Trustees

Each trustee of the committee shall cease to be such a trustee upon resignation or dismissal. Any vacancy caused by the cessation of the trustee shall be filled by appointment of the committee within 90 days.

6. Committee
The Club will be managed through the Management Committee consisting of:
• Chair, Secretary, Treasurer & at least 3 trustees. Only these posts will have the right to vote at meetings of the Management Committee.

• The Management Committee meetings will be convened by the Secretary of the club and held no less than four times per year.

• The quorum required for business to be agreed at Management Committee meetings will be: four

• The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.

• The Management Committee will have powers to appoint subcommittees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business

• The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations /constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.

7. Finance
All Club monies will be banked in an account held in the name of the Club.
The Club Treasurer will be responsible for the finances of the Club.
The financial year of the Club will end on: 31st December.
A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
Any cheques drawn against Club funds should hold the signatures of the Treasurer plus up to two other officers.

8. Property and Funds
(i) The property and funds of the Club cannot be used for the direct or indirect private benefit of members or third parties other than as reasonably allowed by these Rules and all surplus income or profits are reinvested in the Club.
(ii) The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
(iii) The Club may also in connection with the sports purposes of the Club:
a. sell and supply food, drink and related sports clothing and equipment;
b. employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Management Committee without the person concerned being present;
c. pay for reasonable hospitality for visiting teams and guests; and
d. indemnify the Management Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
(iv) The Committee will have due regard to the law on disability discrimination and child protection.

9. Annual General Meetings
Reasonable notice of Annual General Meetings (AGM) will be given by the Club Secretary.
The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.
The quorum for AGMs will be the number present.
The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

10. Discipline and appeals
All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
A sub-committee of the Management Committee (made up of at least [3] members of the Management Committee) will meet to hear complaints within 7 Days (or such longer period as the Management Committee deem appropriate to allow a proper investigation into the complaint) of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 3 days of the hearing.
There will be the right of appeal by the person against whom the complaint was made to the Management Committee following disciplinary action being announced. A sub-committee of the Management Committee (made up of at least [3] members of the Management Committee who to the extent possible shall not include any individual who sat on the initial hearing) should consider the appeal within 7 days of the Secretary receiving the appeal.
11. Dissolution
(i) Members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.
(ii) The Committee will then be responsible for the orderly winding up of the Club’s affairs
(iii) After settling all liabilities of the Club, the Management Committee shall dispose of the net assets remaining to one or more of the following:
a. to another Club with similar sports purposes which is a registered charity and/or
b. to another Club with similar sports purposes which is a registered CASC and/or
c. to the sport’s governing body for use by them for related community sports.
12. Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
13. Declaration
Sharlston Rovers Juniors hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Signed: Date: 10th February 2020
L Earley
Name: Leanne Earley
Position: Club Chair

Signed: Date: 10th February 2020
M Potter
Name: Michelle Potter
Position: Club Secretary