ORBL Data Protection Policy

Introduction

Oldham Rochdale Badminton League (ORBL) is a voluntary organisation serving badminton clubs in Oldham and Rochdale. To operate the league and provide services to members, ORBL collects and processes certain personal data. This policy explains how we handle personal data, the legal bases for processing, and the rights of individuals whose data we hold.

Purpose

The purpose of this policy is to set out how ORBL collects, stores, uses and protects personal data in compliance with applicable data protection laws and best practice. It applies to all personal data held by ORBL in any format.

Scope

This policy covers personal data relating to players, club contacts, volunteers, officers and other individuals whose information ORBL processes for league administration, communications, fixtures and results.

Definitions

Data controller

The organisation that determines the purposes and means of processing personal data (ORBL).

Data processor

An organisation or person that processes personal data on behalf of ORBL.

Data subject

An identifiable living person about whom ORBL holds personal data.

Personal data

Any information relating to an identified or identifiable natural person.

Special category data

Sensitive personal data such as health information, racial or ethnic origin, political opinions, religious beliefs, sexual life, or biometric data.

Lawful Bases for Processing

ORBL processes personal data only where there is a lawful basis, which may include:

• Performance of a contract (e.g., membership administration and fixtures);
• Compliance with a legal obligation;
• Legitimate interests of the league (e.g., running competitions, communicating with clubs), provided these do not override individual rights;
• Consent, where we ask for it (for example, for marketing or photography), which can be withdrawn at any time.

Types of Personal Data Collected

We typically collect and process the following categories of personal data:

• Contact details (name, club, phone number, email);
• Registration and membership details (teams, fixtures, match records);
• Any other information provided voluntarily by members or club representatives.

We do not routinely collect special category data unless it is voluntarily provided and there is a clear lawful basis for processing it.

How We Use Personal Data

Personal data is used to administer league membership, organise fixtures, record and publish results, communicate with clubs and members, and to meet any legal or regulatory obligations. Non-sensitive contact details may be published on the ORBL website where appropriate for league administration and communication.

Sharing and Disclosure

We do not sell personal data. We may share personal data with third parties who provide services to ORBL (for example, website hosting or results services). Where we share data, we require appropriate safeguards and contractual protections to ensure data is processed securely and only for the agreed purposes.

Retention of Personal Data

Personal data is retained only for as long as necessary for the purposes for which it was collected and to meet legal or regulatory requirements. Typical retention periods include:

• Registration and match records: current season plus a limited number of subsequent seasons as required for administration and historical records;
• Contact lists: retained until updated or removed on request.

Security Measures

ORBL implements reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. Access to personal data is limited to those volunteers and officers who need it to perform their duties. Any suspected data breach must be reported immediately to the League Committee.

Data Subject Rights

Individuals whose data we hold have rights under data protection law, including:

• The right to access personal data we hold about them;
• The right to request correction of inaccurate data;
• The right to request erasure of data where there is no lawful reason to retain it;
• The right to restrict or object to processing in certain circumstances;
• The right to data portability where applicable.

Requests to exercise these rights should be made to the League Secretary or another nominated officer. We will verify identity before responding and will respond within applicable statutory timeframes.

Consent and Photography

Where ORBL or clubs request consent for photography, marketing or other optional processing, consent will be requested explicitly and recorded. Individuals may withdraw consent at any time by contacting the League Secretary; withdrawal will not affect processing already lawfully carried out.

Data Breach Notification

In the event of a personal data breach, ORBL will assess the risk to individuals and, where required by law, notify the Information Commissioner’s Office (ICO) and affected individuals without undue delay.

Third-Party Links and Services

Where ORBL links to third-party websites or uses third-party services, those sites and services have their own privacy practices. ORBL is not responsible for the content or practices of external sites; users should review third-party privacy policies before providing personal data.

Responsibilities and Governance

The League Committee is responsible for ensuring compliance with this policy. Officers and volunteers who handle personal data must follow this policy and report any concerns or breaches to the Committee promptly.

Changes to This Policy

ORBL may update this policy from time to time. The policy’s last updated date will be shown at the top of this section. Significant changes will be communicated to member clubs.

Contact

For questions about this policy, to exercise data subject rights, or to report a breach, contact the League Secretary or a member of the League Committee using the contact details published on the ORBL website.