This Notice tells you how we handle your Personal Data and the rights you have, when we hold it. This Notice is intended to comply with the provisions of the UK General Data Protection Regulation which governs how Personal Data is processed within the United Kingdom.
We are always happy to explain anything which this Notice does not make clear to you.
Who are we?
Sevenoaks Hockey Club Ltd Our address is The Pavilion, Sevenoaks Vine, Hollybush Lane, Sevenoaks, Kent TN13 3UH
You will find our contact details at the end of this Notice.
We are the “data controller” for the purposes of GDPR. This means that we decide how your Personal Data is processed and for what purposes.
Your personal data –what is it?
Personal Data is data that relates to a living individual who can be identified from that data. We might be able to identify you from the data itself or by linking that data to other information we have access to. GDPR tells us how we must process your Personal Data.
How do we process your Personal Data?
We comply with our obligations under GDPR in the following ways:
by keeping Personal Data up to date;
by storing and destroying it securely;
by not collecting or retaining unnecessary or excessive amounts of data;
by protecting Personal Data from loss, misuse, unauthorised access and disclosure; and
by ensuring that appropriate technical measures are in place to protect Personal Data.
What is the legal basis for processing your personal data?
"We process your personal data for the following specific purposes and based on the following legal bases:
A. Contractual Obligation
This is our basis for processing data that is essential for fulfilling our membership agreement with you.
Purpose: To manage your membership information and process payments for the organisation.
Data Processed: Membership data, identity data, and payment information.
Why it's necessary: We cannot provide you with a membership or process your fees without this data. The provision of this data is a contractual requirement of becoming a member.
B. Legal Obligation
This is our basis for processing data when a law requires us to do so.
Purpose: To process health and safety information, as well as specific financial data.
Data Processed: Medical conditions, emergency contact details for health and safety purposes, and financial records for HMRC.
Why it's necessary: As an organisation, we have a legal duty to provide a safe environment for our members and to comply with financial reporting laws.
C. Legitimate Interests
We rely on this basis for activities that are necessary for running the club efficiently, without overriding your rights and interests.
Purpose: To inform you of news, events, activities, or services which we think you might like to hear about; to share your contact details with officials and other authorised people to deliver our services; to inform funding applications; and to demonstrate the impact of our charitable purpose.
For non-members participating in courses or camps, this includes communicating essential information about the course/camp, managing attendance, and ensuring a safe environment. We will retain your information unless you tell us not to after the course / camp has concluded to inform you of future events for 12 months, at which point it will be deleted.
Data Processed: Contact details and anonymised demographic data (e.g., age of participants, disability information, school data). For non-members, this may also include emergency contact information and any relevant health or medical details provided for the course/camp.
Why it's necessary: It is in our legitimate interest to communicate with members, organise club activities effectively, and secure funding to improve the club for all members. The processing of data for non-members is essential for the smooth and safe running of courses and camps, ensuring we can contact them or their emergency contacts if needed, and that we are aware of any relevant health and safety information.
We have conducted a Legitimate Interests Assessment (LIA) and determined that this processing does not have a disproportionate impact on your rights.
D. Special Category Data
We process special category data (such as health and disability information) for legal obligations relating to health and safety, and also for substantial public interest purposes, to ensure we are an inclusive club.
Sharing your personal data
Your Personal Data will be treated as strictly confidential and will be shared only with organisations whose services are required in order to provide the services we offer. We use other companies to help us process your Personal Data so that we can offer you the best possible service. These services include (and are not limited to) our membership platform, finance processing platforms and event management platforms.
All members of Sevenoaks Hockey Club Ltd are also members of the Vine Club. In the event that the Vine Club is required to provide HMRC with a list of its members, we will share your Personal Data with HRMC in order to comply with this legal obligation.
We will only share your Personal Data with other third parties with your consent. These third parties, in turn, may rely on data processors to provide services that help them help us.
Some third parties we use may operate outside the UK & EEA. In these cases, we will make sure that we have robust contracts in place with those third parties and that adequate safeguards exist to protect and secure your Personal Data.
How long do we keep your Personal Data?
We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it.
Membership Data: We will retain your core membership data for the duration of your membership. After you leave, we will keep your name, address, and payment history for a period of six years to comply with our financial, legal, and HMRC obligations. All other data will be securely deleted after a short grace period. You may choose to stay in touch with the club after your membership has been terminated, your data will then be processed under Legitimate Interests.
Health & Safety Data: This data will be retained only for the duration of your membership and will be permanently deleted upon your departure, unless a specific incident requires a longer retention period."
Other Data: This data may include volunteer or trustee information, which is personally identifiable, general enquiries to the club, visitor records etc. All data will be deleted after its purposeful use and within the retention requirements for legal or regulatory purposes.
International Data Transfers
Some third parties we use may operate outside of the UK or the European Economic Area (EEA). In these cases, we ensure that robust contracts and adequate safeguards are in place to protect and secure your personal data. This may include using standard contractual clauses approved by the ICO. Should you require more information on these third parties, please contact us using the details at the end of this privacy notice.
Your rights and your Personal Data
Unless we have an exemption under GDPR, you have the following rights with respect to your Personal Data: -
• The right to request a copy of the Personal Data which we hold about you, without any charge. (known as an Access Request)
• The right to request that we correct any Personal Data found to be inaccurate or out of date. (known as the right of rectification)
• The right to request that your Personal Data is erased where it is no longer necessary for us to keep it. (known as the right to erasure)
• The right, where there is a dispute in relation to the accuracy or processing of your Personal Data, to ask us to restrict further processing. (known as the right to restrict)
• The right to request that we provide you with your Personal Data and, where possible, to send that data directly to another data controller. (known as data portability)
• The right to object to the processing of Personal Data, including the withdrawal of where you have previously provided consent to us. (known as the right to object)
• The right to object to Automated-Decision making & Profiling. We do not use automated decision-making or profiling.
• The right to lodge a complaint with the Information Commissioners Office and to seek legal recourse.
Further processing
If we wish to use your Personal Data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use. We will do this before we start processing for the new use. We will set out the relevant purposes and processing conditions.

Contact Details
If you have a problem, complaint or, if there is something you don’t understand, please contact us first using the following:
data@sevenoakshockey.club
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
We are registered with the ICO under certificate reference ZB963055
Last Updated: September 2025