Data Privacy Policy


We, Cheltenham Junior Hockey Club, are the “data controller” for the purposes of General Data Protection Regulation (GDPR). This means that we decide how your Personal Data is processed and for what purposes.

Your personal data – what is it?

Personal Data is data that relates to a living individual who can be identified from that data. We might be able to identify you from the data itself or by linking that data to other information we have access to. GDPR tells us how we must process your Personal Data.

What we do with your Personal Data

We use your Personal Data to:

  • maintain our membership database
  • contact you with information relevant to your player's membership including but not limited to training schedules, matches, club events and any other hockey related events which we think may interest you
  • enter teams in festivals, tournaments and matches
  • Club administration
  • comply with our obligations to our national governing body, England Hockey.  

Your consent

On accepting your membership of the Club, you will be asked to give your consent to our holding and processing your Personal Data as set out in this policy. If you would like to withdraw your consent, please contact the Club’s Membership Secretary.

How your Personal Data is stored

Your Personal Data will be stored securely online on our membership portal, Love Admin. 

A paper or electronic copy of the Personal Data may be held by the Membership Secretary and coaches or other CJHC volunteers, and taken to training or matches as part of our emergency system. This is used to ensure the well-being of your child whilst playing hockey.  

Who has access to your Personal Data

For the purposes of running the Club, each member of the CJHC Committee has access to your Personal Data. Coaches and team managers will also have access to your Personal Data on a need to know basis. We are also required to share some of your Personal Data with England Hockey, Gloucestershire Hockey Association, and other tournament organisers on a need to know basis.

Some third parties, in turn, may rely on data processors to provide services that help them help us.  Some third parties we use may operate outside the EEA. In these cases,we will make sure that we have robust contracts in place with those third parties and that adequate safeguards exist to protect and secure your Personal Data. When you give your consent to our holding of your Personal data you agree to us sharing your Personal Data (including special categories of Personal Data – where we have your explicit consent) with third party processors and sub-processors located both inside and outside the EEA.

We won’t share any other Personal Data with any third party without asking you, except in certain circumstances required by law, a regulatory requirement or to safeguard a child.

How long we will retain your Personal Data

We will hold your Personal Data on our systems for as long as you are a member of the club. After you cease to be a member, your Personal Data will be retained for a period of twelve months. You have a right to ask to see the Personal Data we hold about you and your child.

Contact details

If you any questions or there is something you don’t understand, please contact the Club Secretary.

You have a right to complain to the Information Commissioner’s Office if you have concerns about how we are using your Personal Information. You can contact them on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.