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 association. This notice explains how we comply with the law on data protection, what your rights are and, for the purposes of data protection, to advise you that we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to the English Pool Referees Association (EPRA).
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 General Secretary 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.
1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU
When you take one of our examinations, are renewing your membership or buying any of our products, 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, postal address, email addresses and telephone numbers;
o membership number;
o membership start date;
o your grade;
o examination scores;
o records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
o any payment details you provide so that we can receive payments from you and details of the financial transactions with you;
o records of your attendance at any events we officiate;
o images in photographic form;
o your marketing preferences so that we know whether and how we should contact you;
o your membership status with the English Pool Association (EPA);
o records and assessment of any referee for upgrading;
o any disciplinary and grievance information;
2. WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about our members when you sit an examination that we conduct, when you renew your membership to the association, when you purchase any 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.
3. USES MADE OF THE INFORMATION
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 Lawful basis used
To administer any membership All contact and This is necessary to enable us to properly
you have with us and managing membership details, manage and administer your membership
our relationship with you, transaction and payment contract with us.
including dealing with payments information, records of
and product enquiries made by your interactions with us,
you and marketing
To arrange and manage any Contact details, This is necessary to enable us to properly
contracts for the provision of transaction and payment administer and perform any contract for the
any services or products information. provision of any services and products you
have purchased from us.
Records of your
interactions with us.
To send you information which Contact and This is necessary to enable us to properly
is included within your membership details. manage and administer your membership
membership, including details contract with us.
about forthcoming 8-ball pool
events that we may officiate in,
meeting minutes and other
To answer your queries or Contact details and We have a legitimate interest to provide
complaints records of your complaint handling services to you in case
interactions with us there are any issues with your membership.
Retention of records All the personal We have a legitimate interest in retaining
information we collect. 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
association and in some cases we may have
legal or regulatory obligations to retain
The security of our IT systems Your usage of our IT We have a legitimate interest to ensure that
systems and online our IT systems are secure.
To conduct data analytics Records of your We have a legitimate interest in doing so to
studies to better understand attendance at any ensure that our membership is targeted and
event attendance and trends events or competitions relevant.
hosted by the WEPF and
within the sport of pool
To gather evidence for possible All the personal We have a legitimate interest in doing so to
grievance or disciplinary information we collect provide a safe and fair environment for all
hearings members and to ensure the effective
management of any disciplinary hearings,
appeals and adjudications.
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.
4. DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
o Any party approved by you.
o Other service providers: for example ID card and clothing suppliers and IT services (website host);
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.
o The English Pool Association (EPA): only your name, county and grade will be shared.
5. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.
6. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
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 indefinitely. Exceptions to this rule are:
o Details regarding unsuccessful membership applicants where we hold records for a period of not more than 24 months;
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 can contact us by using the details set out in the "Contacting us" section below.
7. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
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.
8. CHANGES TO THIS NOTICE
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.
9. CONTACTING US
In the event of any query in connection with the information we hold about you, please email firstname.lastname@example.org
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9
5AF. Helpline number: 0303 123 1113
Version 1 dated February 2019