DATA PROTECTION

Privacy Notice

How we handle your information

Who we are

HC Knole Park (“we”, “us”) is the data controller for the personal information we collect about our members, players, parents, volunteers and website visitors.

Contact for data queries: info@hcknolepark.com

What information we collect

Name, date of birth, contact details and emergency contacts
Medical information relevant to participation in hockey
Photographs and video (for club communications and promotion)
Membership and payment information via our registration system
Information you provide when contacting us or volunteering

How we use your information

We use your data to:

Administer membership, teams, training and matches
Ensure the safety and welfare of all participants (including DBS checks and safeguarding)
Communicate important club information
Comply with England Hockey and league requirements
Promote the club (with appropriate consent for images)

Sharing with England Hockey (GMS)

To play in competitive leagues and appear on official match sheets, players must be registered on England Hockey’s Game Management System (GMS).

We share necessary personal data (name, date of birth, contact details, club affiliation) with England Hockey for this purpose. This is a requirement of league participation.

You can find out more about GMS at gms.englandhockey.co.uk.

Other sharing

We may share limited information with:

Our registration platform (MyClubhouse)
Coaches and team managers (on a need-to-know basis)
Venue providers and tournament organisers
Legal authorities where required (e.g. safeguarding referrals)

We do not sell your data.

Legal basis

We process your data on the basis of:

Contract (membership agreement)
Legitimate interests (running a safe and effective club)
Legal obligation (safeguarding and league rules)
Consent (photography and marketing where applicable)

Your rights

You have the right to:

Access the personal data we hold about you
Request correction or deletion (subject to legal/sport requirements)
Withdraw consent for photography or marketing
Complain to the Information Commissioner’s Office (ICO)

How we keep your data safe

We use secure systems (including MyClubhouse) and limit access to those who need it. Data is retained only as long as necessary for club operations, legal obligations and sport governing body requirements (typically several years for safeguarding records).

If you have any questions about this notice or want to exercise your rights, please email info@hcknolepark.com.

Last updated: July 2026