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GDPR Resources

The new General Data Protection Regulations (or GDPR for short) came into effect on 25th of May 2018The new regulations govern how organisations use personal data and is a positive step towards individuals having more control over how their data is used.

Does it apply to clubs?

Yes! Clubs will be “controllers” of personal data (for example name, address, date of birth) that is collected, stored, used, shared and deleted. Clubs will process personal data of members, volunteers, committee members etc. Therefore GDPR will apply to clubs, regardless of size.

What do I need to do?

In partnership with Harper Macleod LLP (legal partners) sportscotland have produced the attached templates which provide an overview about what compliance should look like at your club. Included is a Five-Step Action Plan for Clubs which outlines the steps in which you should take to comply with the new regulations, with template wording that you can adapt for your club.

What is a Privacy Notice and do I need one?

A “Privacy Notice” is a statement by a controller (club) explaining to individuals what they do with personal data.

When collecting or receiving personal information from anyone, clubs must give a privacy notice to the individual whose personal data they are processing. For example, the privacy policy notice should be included in applications for membership, membership renewal forms, booking forms and employment/volunteer contracts.

We have provided relevant documentation in Word format for easy editing below.

Club Data Processing Agreement Wording Template
Club Briefing Paper on GDPR
Club Example Privacy Notice Members Wording
Club Data Processing Clause Wording Template
Club Example Privacy Notice Employees Wording
Club Privacy Notice Template
Guidance Notes for Data Processing