Keynsham Hockey Club is committed to managing information responsibly, securely and in accordance with applicable data protection legislation and best practice.

This policy outlines the principles that guide how the club handles data relating to its members, volunteers, coaches, officials and website users.

Data Management Principles

The club aims to ensure that all data held by the organisation is:

Maintained accurately and kept up to date where practical.
Accessible only to authorised individuals who require it for legitimate club purposes.
Stored securely using appropriate technical and organisational measures.
Used fairly, responsibly and proportionately.
Retained only for as long as necessary.
Disposed of securely when no longer required.
Roles and Responsibilities

Club officers, committee members, coaches and volunteers who have access to club information are responsible for:

Handling data in accordance with club policies.
Maintaining appropriate confidentiality.
Reporting any concerns relating to data security or misuse.
Ensuring information is only accessed where there is a legitimate club need.

Access to club records will be restricted according to role and responsibility.

Information Security

The club will take reasonable measures to protect information held electronically and in paper form, including:

Appropriate password protection.
Secure storage of records and equipment.
Controlled access to shared systems and accounts.
Regular review of who has access to club information.
Data Retention

The club will periodically review the information it holds and remove records that are no longer required for operational, legal, financial or safeguarding purposes.

Records required for safeguarding, governance, insurance or regulatory reasons may be retained for longer periods where necessary.

Data Breaches

Any suspected loss, unauthorised disclosure or misuse of club information should be reported to the Club Committee as soon as reasonably possible.

The club will investigate reported incidents and take appropriate corrective action where required.

Training and Awareness

The club encourages all individuals who handle club information to understand their responsibilities regarding confidentiality, information security and data protection.

Guidance may be provided to committee members, coaches and volunteers as appropriate.

Policy Review

This policy will be reviewed periodically by the Club Committee to ensure it remains appropriate for the club's activities and responsibilities.