PRIVACY POLICY

 

  1. Introduction

 

  • The Official Tigers Trust website (homepage http://tigerstrust.co.uk) is an online resource owned and operated by the Tigers Trust. Where this Privacy Policy refers to the “site” it is referring to the Official Tigers Trust website.

 

  • The Tigers Trust is a private limited company by guarantee registered in England (Company Number: 04320313), whose registered office and correspondence address is at the Tigers Trust Arena, West Park, Walton Street, Hull, HU3 6GA. References to the “Trust”, “we”, “us” and “our” in this Policy are all references to the Tigers Trust.

 

  • We are committed to ensuring that all personal data we hold is treated properly and in accordance with applicable data protection legislation.  We are registered as a data controller with the Information Commissioner’s Office and our registration number is Z2110213. In accordance with applicable data protection legislation, we are required to explain to you how we will treat any personal data which we collect from you.

 

  • Whenever you submit your information to us in connection with our programmes, services and bookings or your use of our Site, whether it be by using and/or registering to use the Site, by E-mail, over the telephone or by any other means, you acknowledge that we will collect and use such information in accordance with the terms of this Privacy Policy.  If you opt in when requested by us, you will also be opting to be added to our mailing list.  Please see section 3 below for further information if you no longer wish to receive mailings from us.

 

  • If we change any of the terms of this Privacy Policy we will post the revised Policy on our site in the “About” section.

 

  • Please note that CCTV systems are in place in some areas of the Tigers Trust Arena for public safety. Signs notifying you that CCTV is in operation are displayed in these areas alongside contact details for further information. Images captured by CCTV are not kept longer than is necessary but may be shared with relevant legal authorities if required. Information on our use of CCTV in the Tigers Trust Arena can be found in our separate CCTV Policy, a copy of which can be accessed by contacting our Data Protection Manager.
  • The Trust welcomes the information and feedback from customers, which will enable it to improve the quality of service provided. We take all complaints very seriously. We will only use the personal information we collect to process and resolve the complaint, which may involve communicating with you the outcome.

 

  • You have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) if you have any concerns with regard to the way in which we process your personal data.  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

  • You warrant that any information you supply to us is accurate and up-to-date (whether or not the information is about you), that you will inform us if any information that we hold about you requires updating, and that if you submit a third party’s details to us (including but not limited to via our Site) you have that third party’s permission or an alternative legal justification for doing so. Periodically, we may send you an email asking you to update your details.

 

  1. What information do we collect and how we use it?

 

  • It is possible to visit and browse our Site without being required to tell us who you are or reveal any information about you, (e.g. if you do not make a booking for one of our “Juniors” coaching courses).

 

  • We may collect information from you when you interact with our Site (e.g. completing any “Bookings”) or when you correspond with us by phone, E-mail or otherwise.  This may include the following kinds of personal data:

 

  1. Identity Data – including name and date of birth;

 

  1. Contact Data – including correspondence address, E-mail address and contact telephone / mobile numbers;

 

  1. Financial Data – including bank account and payment card details;

 

  • We may use the above information about you where necessary for our legitimate interests in the following ways (so long as our interests are not overridden by the impact on you):

 

  1. To develop our systems and services and ensure that content from the Site is presented in the most effective manner for you and your electronic device used to access the Site;

 

  1. To provide you with information or services that you request from us or access via the Site;

 

  1. To notify you about changes or prospective changes to our services and programmes and/or our Site.

 

 

  • If you purchase any “Juniors” coaching courses, using our online booking system, via the Trust website, we will use your identity data, contact data and financial data for the purposes of performing our related contract of supply with you (e.g. to take payment from you in respect of such items).

 

  • If you correspond with us (e.g. using E-mail of via telephone), we may retain the content of your correspondence or message together with your contact details and our responses where necessary for our and your legitimate interests in order that we can appropriately manage your relationship with us, i.e. completing a booking, to reply to your correspondence or call, i.e. answering a query or resolving an issue and for training and quality purposes. All emails sent to us, including file attachments, are monitored for viruses or malicious software.

 

  • If you contact us via social media we may use the information you provide to us to carry out any requested service, such as answering queries, or providing you with a competition prize. 

 

  • Where we need to collect personal data in connection with any services or products which you request or order from us and you fail to provide that data when requested, we may not be able to provide such services or products or perform any related contract that we have or are trying to enter into with you.

Session Photography

  • Please note that there may be video filming or photographs taken of your child / children at some sessions (images will not be accompanied with names, although on occasion first names may be used, such as in TV interviews). We may use any such recordings and images for our charitable-related activities where such use is in our legitimate interests, (so long as our interests are not overridden by the impact on you). Such activities may include Trust promotional and informative activities and marketing materials, e.g. leaflets, newsletters and social media posts and displaying such images on the Official Trust website in relation to any programme updates or competition / promotion operated by the Trust. From time to time, the Trust may be visited by the Press / Media, e.g. Club (Hull City Tigers), radio, newspaper, TV, who may record interviews. Please note that many newspapers now have online copies of their papers and some also tag photographs and articles to their newspaper’s social network sites.

 

  • Photographs or images will only be used for a maximum period of four years and will automatically be deleted from our files after this time.

 

  • We believe the above is a sensible response and a balanced approach to ensuring the work and successes of the young people who attend our sessions and the Trust can be celebrated, whilst maintaining a balanced view on security and privacy.

 

  • Please note that you have the right to decline consent for filming / photographs being taken of your child / children, including those of any third parties.

 

 

  1. News Updates and Marketing Information

 

3.1   Where you have given us your consent, we may use your identity data and contact data to provide you with Trust news updates and to inform you of special offers, promotions, new services and new programmes via post, telephone, SMS or E-mail.

  • You may withdraw your consent to us using your information for the purposes mentioned in section 3.1 above at any time.  This can be done by E-mailing us at [email protected] or writing to us at Tigers Trust, Tigers Trust Arena, West Park, Walton Street, Hull, HU3 6GA. Any such withdrawal will not affect the lawfulness of us sending such communications to you before you withdrew your consent.

 

  • Please note that if you withdraw (or do not provide) your consent to us sending you such information, this will mean that you will not be notified by us of any such news or marketing information.
  1. Children and Young People
  • Through our “Juniors” coaching course “Bookings” we collect limited personal data relating to children under the age of 16, i.e. identity data of attendees, as provided by either a parent, legal guardian or a third party with permission from the parent / legal guardian, e.g. grandparent. This personal information will be retained for no longer than is necessary to fulfil the purpose for which we collected it, i.e. the particular coaching course for which the attendee/s is booked on. If you are a parent / legal guardian of a child / children under the age of 18 (‘minors’) and think that we may have information relating to that child / children please contact us using the details provided at the end of this Privacy Policy. We will ask you to prove your relationship to the child / children but if you do so you may (subject to applicable law) request access to and deletion of that child’s personal data.

 

  • The Trust website is a general audience website. However, we understand that children and young people under 18 may visit the Site, or otherwise interact with us. As such, we would encourage all potential users under the age of 18 to talk with their parents / legal guardians before submitting any content or information to this website, or indeed any other website. Parents / legal guardians should supervise minors when online and we recommend parental control tools be put in place. Users of the Site who indicate they are a minor may be asked to provide a valid E-mail address for their parent / legal guardian so that we may verify parental consent, where required.

 

  • Any personal information actively collected from children and young people, e.g. programme attendees, will be carried out in compliance with the Data Protection Act 2018. It is our policy not to make a minor’s participation in our activity contingent on the minor disclosing any more personal information than is reasonably necessary in order to do so.

 

  • No information collected from anyone under the age of 18 will be used for any marketing or promotional purposes.

 

  • If, whilst attending a session or programme, a minor has an accident, we will keep a record of this to comply with our Health & Safety practices. We may also need to keep the records for legal reasons and may need to share this information with our Insurers, the Health & Safety Executive or any other relevant authority. Accident record information is then collated anonymously to help improve our service to you by identifying areas of improvement. Once anonymised this data is kept indefinitely. This applies to all adult visitors, customers, or clients, if during their visit to the Tigers Trust Arena they may have an accident.
  1. Vacancies / Job Applicants

 

  • As part of any Recruitment process, we collect and process personal data, relating to job applicants which may be held on paper or in electronic format. It is non-contractual. For further information on the range of personal information which may be used and processed about you during the Recruitment process, please see our separate Staff Privacy Notice / Recruitment Policy, copies of which can be accessed by contacting our Data Protection Manager.

 

  • We will collect personal information about you during the Recruitment process either directly from you or sometimes from other external third parties, such as references from current and former employers and criminal record checks from the Disclosure and Barring Service (DBS). We will only seek personal information from third parties during the Recruitment process once an offer of employment or engagement has been made to you and we will inform you that we are doing so.

 

  • You are under no statutory or contractual obligation to provide personal information to the Trust during the Recruitment process.  Your personal information may be stored in different places, including on your application record, in our HR management system and in other IT systems, such as the E-mail system.

 

  • We will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your personal information in one or more of the following circumstances:

 

  1. Where we need to do so to take steps at your request prior to entering into a contract with you, or to enter into a contract with you;

 

  1. Were we need to comply with a legal obligation;

 

  1. Where it is necessary to pursue our legitimate interests (or those of a third party), provided that your interests or your fundamental rights and freedoms do not override our interests. Our legitimate interests include: pursuing our business by employing employees, workers and contractors; managing the Recruitment process; conducting due diligence on prospective staff and performing effective internal administration.

 

 

  1. Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law.

 

5.5   If you fail to provide certain personal information when requested, we may not be able to process your job application properly or at all, we may not be able to enter into a contract with you, or we may be prevented from complying with our legal obligations. You may also be unable to exercise your statutory rights.

5.6   We will only collect and use your sensitive personal information, which includes special categories of personal information and information about criminal convictions and offences, when the law additionally allows us to.
Some special categories of personal information, i.e. information about your health, and information about criminal convictions and offences, is also processed so that we can perform or exercise our obligations or rights under employment law and in line with our Data Protection Policy: Privacy Standard.

5.7   We may also process information about your health and information about any criminal convictions and offences where we have your explicit written consent. In this case, we will first provide you with full details of the personal information we would like and the reason we need it, so that you can properly consider whether you wish to consent or not. It is entirely your choice whether to consent. Your consent can be withdrawn at any time.

5.8   We will only use your personal information for the purposes for which we collected it, i.e. Recruitment process for which you have applied. However, if your job application is unsuccessful, we may wish to keep your personal information on file in case there are future suitable employment opportunities with us. We will ask for your consent before we keep your personal information on file for this purpose. Your consent can be withdrawn at any time.

5.9   Your personal information may be shared internally within the Trust for the Recruitment process. We will not share your personal information with third parties during the recruitment process unless your job application is successful and we make you an offer of employment or engagement. At that stage, we may also share your personal information with third parties, as detailed in point 5.2 above.

5.10 We will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed. If you have consented to us keeping your personal information on file in case there are future suitable employment opportunities with us, we will hold your personal information for a further six months after the end of the relevant Recruitment process, or until you withdraw your consent if earlier.

5.11 If your application for employment or engagement is successful, personal information gathered during the Recruitment process will be retained for the duration of your employment or engagement and in accordance with the Staff Privacy Notice / Data Retention Policy.

 

  1. Complainants

We are commited to providing a high-quality service to all our clients, however when concerns or complaints are raised with us we may have to collect Personal Data such as

 

  1. Identity Data – including name;

 

  1. Contact Data – including correspondence address, E-mail address and contact telephone / mobile numbers;

 

  1. Financial Data – including bank account and payment card details;

 

  1. Other Data – including information relating to the matter in which you sought our advice

All complaints will be dealt with in line with our Complaints Procedure, (a copy of which is available upon request from the Data Protection Manager).

  1. Security
  • We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know that information.  However, the Internet is global and no data transmitted via the Internet can be guaranteed by us to be completely secure during transmission.  We cannot guarantee the security of any information that you disclose online and we will not be responsible for any breach of security unless this is due to our negligence or wilful default.

 

  • We have put in place procedures to deal with any suspected data security breach and will notify you and/or any applicable regulator of a suspected breach where we are legally required to do so.

 

  • In order to process “Bookings” on the Trust website as securely as possible we have partnered with a third party provider, PayPal (Europe) S.à r.l. et Cie, to capture your payments. You will be redirected to a page hosted by PayPal (Europe) which adheres to the strictest Payment Card Industry Data Security Standard (PCI-DSS), as managed by the PCI Security Standards Council. During this process we will not store or collect your payment card details. That information is provided directly to our third party provider whose use of your personal information is governed by their Privacy Policy and in making the payment you are not required to open a PayPal account. Once the payment is completed you will be re-directed to the Trust website for confirmation. For more information on our payment processor, PayPal (Europe) and details on their Privacy Policy please visit: https://www.paypal.com/en/webapps/mpp/ua/privacy-full

 

  • No credit card details are held on our server.

 

 

  1. Disclosure (sharing) of your information

8.1   You will be asked before we disclose your personal information to third parties, unless:

  1. They are directly involved in dealing with any request, enquiry, complaint or other correspondence submitted by you;

 

  1. Such disclosure is required by law;

 

  1. The third party is providing us with professional advice where necessary for our legitimate interests and permitted by law;

 

  1. The disclosure is in connection with criminal investigations, legal proceedings or prospective legal proceedings where necessary for our related legitimate interests and permitted by law;

 

  1. The disclosure is necessary for our legitimate interests in establishing, exercising or defending our legal rights and permitted by law (including providing information to others for the purposes of fraud prevention and enforcing our terms of use or ground regulations);

 

  1. We have stated or informed you otherwise (e.g. in this Privacy Policy or on our Site).

 

8.2   In the event that you provide us with feedback regarding our Site or any of our products and services, we may disclose that feedback to our suppliers and to other users of that Site where it is in our legitimate interests to do so in order to improve that Site and/or the products and services that we provide.  This includes any information that you provide to us if you report a problem with our Site.

 

8.3   Where we share your personal information with third parties we will take reasonable steps to ensure that it is properly protected and processed in accordance with this Privacy Policy.

 

8.4   Except as provided in this Privacy Policy, we will not provide or disclose your information to third parties without your express consent for any purpose (including but not limited to direct marketing).  We do not sell personal information under any circumstances.

 

 

  1. Your rights

 

9.1   You have a legal right to see a copy of the personal information that we keep about you and to require us to correct any inaccuracies, subject to certain exemptions. In some circumstances you may also have the right to:

 

  1. Request that we erase any personal information held about you;

 

  1. Restrict our processing of your personal information (for example, to ask to suspend the processing of personal information to establish its accuracy or the reasons for processing it);

 

  1. Data portability (i.e. to request the transfer of personal information to a third party); and

 

  1. Object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party).

 

9.2   Requests in respect of the above should be made in writing to the Data Protection Manager, Tigers Trust, Tigers Trust Arena, West Park, Walton Street, Hull, HU3 6GA or via E-mail: [email protected]   Please contact the same address if you have any reason to believe that information we hold about you is inaccurate. We will respond to your request as soon as possible and, in any event, within one month from the date of receiving the request. Please note that we may, where legally permitted, reject any such request or limit the scope of our response (e.g. if, in the circumstances, the right does not apply to you).

 

9.3   In accordance with applicable data protection legislation, we follow security procedures in the storage and disclosure of your information. We may therefore request proof of your identity and rights before complying with any request of a nature described in section 7.1 above.

 

9.4   You will not generally have to pay a fee to exercise any of your rights described in section 7.1 above. However, we may charge a reasonable fee if you make a request to see a copy of your personal information which is clearly unfounded or excessive. Alternatively, we may refuse to comply with your request in such circumstances.

 

9.5   The Trust will not transfer your personal information to countries outside the United Kingdom (UK) without your express consent.

  1. Retention and destruction of your personal information

10.1 Any personal information held by us in relation to any of the purposes described in this Privacy Policy will be retained by us for as long as we need it to fulfil the purpose(s) for which it was collected. Further details of our specific retention periods are set out in our Data Retention Policy, (a copy of which is available upon request from the Data Protection Manager).

10.2 For example, if you have consented to receiving news and marketing communications from us, your preferences in that regard will be retained by us unless and until:

  1. we cease producing such communications; or

 

  1. you withdraw your consent,

following which we will destroy or suppress such personal data without delay so that you no longer receive such communications from us.

10.3 Save for any contact preferences suppressed under section 8.2 above, your information will be securely destroyed at the end of the relevant retention period described or otherwise referred to in this section 8.

10.4 Whilst taking into consideration our legal obligations, we will on an ongoing basis:  review the length of time that we retain personal data for; consider the purpose or purposes for which we hold the personal data in deciding whether (and for how long) to retain it for; securely delete personal data that is no longer needed for such purpose or purposes; and update, archive or securely delete information if it goes out of date.

  1. How will you know if we make any changes to this Privacy Policy?

 

We may amend this Privacy Policy from time to time.  Any changes we make to this Privacy Policy will become effective from the date of the change.  If we make any substantial changes to the way in which we use your personal information collected via our Site or in any of the other circumstances covered by this Privacy Policy, we will notify you (e.g. by sending you an email). You can view the current version of our Privacy Policy in the “About” section of our Site.

  1. What about third party websites that you can access via the Site?

12.1 The Site contains links to other websites, such as YouTube, Twitter and Facebook, which are outside our control and are not covered by this Privacy Policy. If you access such other websites using the links provided the operators of those websites may collect personal data from you which will be used in accordance with their respective privacy policies which you should read. We are not liable for the practices of such third party website operators in respect of your personal information.

12.2 You acknowledge that any information that you post using our social media facilities (such as Facebook and Twitter) will be viewable by anybody who visits those facilities and that such information is also subject to the relevant provider’s Privacy Policy.  You are advised to consult each such Privacy Policy to see how they will use your data.

 

  1. Contact

 

If you have any questions about this Privacy Policy or our treatment of your personal data, please write to us by E-mail to: [email protected] or by post to the: Data Protection Manager, Tigers Trust, Tigers Trust Arena, West Park, Walton Street, Hull, HU3 6GA