Club Policy Manual 1 of 24

1. Privacy and Data Policy

Hartley Wintney Cricket Club takes the protection of the data we hold about you as a member seriously and are committed to respecting your privacy. HWCC will only use your personal information, and that of your children, if enrolled in our junior section, to administer your Club membership and where applicable to manage the actual playing of cricket matches, unless otherwise given additional direction from individual members.

This Privacy Notice explains how we may use and protect the personal data we obtain about you and your rights in respect of your personal data.

Name of data controller
Hartley Wintney Cricket Club

Categories of personal data we collect

  • Name
  • Date of birth
  • Gender
  • Ethnic origin (if you choose to provide it)
  • Contact details such as email addresses and telephone numbers
  • Emergency contact details information
  • Sporting experience information
  • Records and information collected via Play Cricket
  • Details of any county membership
  • Records and assessment of any player rankings, grading or ratings, competition results, details regarding events/matches/games attended and performance
  • Disability information
  • Medical information
  • CCTV footage and other information obtained through electronic means such as swipecard
  • Your video/photography preference
  • Images in video and/or photographic form and voice recording, subject to your approval
  • Your marketing preferences so that we know whether and how we should contact you.
  • Records of your attendance at any events hosted by us
  • Records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us
  • Any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you
  • Any disciplinary and grievance information
  • Membership start and end date
  • Your participation confirmation
  • Your membership declaration and signature

Our sources of personal data

  • You or the individual applying for you to be a member of the Club
  • The England and Wales Cricket Board (ECB)
  • Leagues (where relevant)
  • County Boards (where relevant)
  • Club coaches / leaders
  • Medical practitioners

Purposes for which we process your personal data

  • Administering your application for membership of the Club
  • Administering bookings and attendance at sessions
  • Dealing with medical needs/specific requirements
  • Supporting the delivery of cricket sessions
  • Training and competition entry
  • Reporting of participation and any incidents and of figures and trends (including equality and inclusion information)
  • Quality and improvement monitoring

Direct Marketing
From time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in.

When you register with HWCC, you are given the opportunity to opt-in or out of receiving this information. You can change this preference at any time by signing into your account on Pitchero and changing the preference, or by emailing us.

To whom we may disclose your personal data

  • Leagues where you have been nominated for / agree to play for a League
  • The ECB where you are registered for or express an interest in an ECB programme
  • The County Cricket Board that supports the local Cricket Club whose programmes you have registered for
  • Coaches and other volunteers for administrating training and other sessions

Legal basis for processing your personal data

  • for administration and programme delivery: that it is necessary to fulfil the contract that you are going to enter into or have entered into with us
  • for dealing with medical needs: that you have given your explicit consent or it is in your vital interests.
  • in all other cases: that it is necessary for our legitimate interests or those of the ECB which are to build a programme to encourage participation in cricket and this does not prejudice or harm your rights and freedoms.

Your right to withdraw consent
Where you have given your consent to any processing of personal data, you have the right to withdraw that consent at any time. If you do, it will not affect the lawfulness of any processing for which we had consent prior to your withdrawing it.

Location of your personal data
The Club stores your data on the following systems:

  • The Pitchero Club Management System
  • The ECB-run PlayCricket website
  • The personal computers of some committee members who are made aware of their responsibilities

How long we will keep your personal data for
We will not retain your personal data for longer than is reasonable and necessary for the purposes for which it was collected. We shall retain your personal data for such time as you are registered with Hartley Wintney Cricket Club as a member.

2 years after you cease to be a member of Hartley Wintney Cricket Club or play an active part in Hartley Wintney Cricket Club, we shall delete your data excepting that needed to keep historical scorecard and statistical records

Your rights in respect of your personal data

  • You have a right to request a copy of your personal data.
  • You have a right for any data of yours held by the Club that has been shown to be inaccurate to be corrected. You can correct most of it yourself on your Pitchero account, or you can request this verbally or in writing/by email.
  • You have the right to have any data of yours held by the Club to be erased.
  • You have the right to restrict the processing of any data of yours held by the Club. You can make this request verbally or in writing/by email.
  • You have the right to request certain types of data of yours held by the Club be made available to you in a structured, commonly-used and machine readable format. You can make this request verbally or in writing/by email.
  • You have the right to object to the processing of your personal data. The Club will do its best to comply with your request whilst continuing your membership of Club (for example, it would be hard to pick you as a player in a team unless the Club can contact you at short notice via email and/or mobile text).

Please contact the Membership Secretarythe who will ensure your request is fulfilled within one month of the request.

Who is responsible for ensuring compliance with relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The Committee is responsible for ensuring that HWCC discharges its obligations under the GDPR and is responsible for maintaining a log of data breaches and notifying the ICO and any members affected as necessary, in accordance with our legal obligations.
If you have any concerns or complaints about how we are handling your data please or wish to exercise any of your rights do not hesitate to get in touch with the Membership Secretary at the Club. You can also contact the Information Commissioner’s Office (details can be found at

Reviewed April 2023. Next Review April 2025.


Privacy Policy 2023