Ratoath Harps FC GDPR statement: May 2018
Record keeping: Bohemian Youth Academy keeps a record of the personal details of the following groups of people: young players, their parents / guardians and volunteers eg coaches.
Data held on players includes: Name, DoB, Address, Parent/ guardian, the team they play for, who coaches them, the League they play in and their League Registration No, a Social Media Permission flag, image/ video / sound
files where Social Media Permission is given, subs payment record, a history of fines, suspensions, bans or other disciplinary findings.
Data held on parents/guardians includes: Name, Address, Email, Phone, their player(s) and the team(s) they are involved with, copies of any correspondence on behalf of themselves or their player, a history of any sponsorships and
donations and a history of any fines, suspensions, bans or other disciplinary findings.
Data help on volunteers including coaches: Name, Address, Email, Phone, eVetting Confirmation, attendance at mandatory and discretionary training relating to their role, the team(s) they are involved with, progress of their teams in their Leagues, copies of any correspondence on behalf of themselves or their teams and a history of fines, suspensions, bans or other disciplinary findings.
This information is both required by TUSLA and An Garda Siochana (in the case of eVetting), NDSL, LoI, MGL (in the case of League Registration), FAI (in the case of appropriate training) and is vital to the smooth running of Bohemian Academy.
Data is held on individuals for as long as they are involved with Bohemian Academy and an audit is conducted at the end of May each year to purge the database of player and parent/ guardian details no longer associated with the Academy.
Volunteer details will be kept for as long as the Academy deems appropriate after the volunteer has left the Academy, to facilitate potential future queries about service provision.
Records of correspondence, donations, sponsorships, team/ league performances, fines, suspensions, bans and other disciplinary findings and media reports will be kept for archival purposes.
Notification of breaches: Data breaches that impact on privacy will be notified to the Office of the Data Protection Commissioner and any individuals that are affected within 72 hours of the occurrence of the breach.
Transparency: Data held by Bohemian Academy will not be shared with any organisation or individual outside of our organisation or affiliate organisation groups with a valid right to access the data: An Garda Siochana, Tusla, North Dublin Schoolboys / Girls League, League of Ireland, Metropolitan Girls League and the Football Association of Ireland. All data is held within EU borders.
Consent: All data is gathered with the consent of the individual data providers and where necessary (U16 yrs) with the permission of their parent / guardian.
Right to Access: Under the Data Protection Bill (2017) all individuals about whom Bohemian Academy collects data have the right to request access to see all the data held about them. This will be made available to the individual making the request within one month of their request application, in a common, readable format eg. csv, pdf, excel or doc format.
Right to be forgotten/ Right to erasure: Any player and parent/ guardian requesting the right to erasure upon leaving the Academy will have that request complied with directly. Even if the right to erasure is not requested the records will be deleted by the end of May in that or the following year in the annual purge of non-current members / parents and guardians.
In the case where a player, parent/ guardian or volunteer has entered into written correspondence with the Academy or has received a fine, suspension, ban or any other disciplinary finding against them a record of these will be held for archival purposes.
Sensitive data: Sensitive data is not held on individuals by the Academy. (eg medical or mental health records).
Role responsible for GDPR Compliance:
- Youth Development Officer, Bohemian Academy.
- Roles responsible for data collection:
- Co-ordinator – Bohemian Jnr Academy (Players age 4-6yrs and parents)
- Co-ordinator – Bohemian Girls Academy (Female players age U7-U19 and parents)
- Youth Development Officer – Bohemian Yth Academy (Coaches and volunteers)
- Secretary – Bohemian Yth Academy (NDSL, LoI, MGL team info U7-U19 and parents)
- Commercial Dir – Bohemian Yth Academy (Subs and payments info U7-U19)
- Youth Director – Bohemian Yth Academy (Complaints, discipline and correspondence)
Key to Organisations:
- FAI = Football Association of Ireland
- NDSL = North Dublin Schoolboys / Girls League,
- LoI = League of Ireland,
- MGL = Metropolitan Girls League
- NFIS = National Federation of Irish Sports