Privacy Notice – PLAYER WELFARE INFORMATION

This privacy notice tells you about the information we collect from you when you have booked a place on one of our sports tours and we ask you to complete a Player Welfare Form through our website. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.

As part of our terms and conditions, we require that these details are completed by a parent or guardian of the person participating in the tour if the participant is under 18 years of age. We call the participant the ‘Player’..

 

Who are we?

We are Sports Tours Europe, a trading division of CMT Learning Ltd. Our address is 4th Floor, Bedser Stand, The Kia Oval, London, SE11 5SS. You can contact us by post at the above address, by email at info@sportstourseurope.com or by telephone on +44 (0)203 889 6326.

We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.

 

What personal data do we collect?

When you complete a Player welfare form, we usually ask you for the following information but this can vary depending on the individual details of the tour. We will never ask for more information than we need in order to successfully deliver the tour in accordance with our contractual obligations:

Player Information:

  • First initial
  • Last name
  • Date of birth
  • Gender

Emergency Contact Information:

  • Emergency contact 1 name
  • Emergency contact 1 email address
  • Emergency contact 1 phone number
  • Emergency contact 1 alternative phone number
  • Emergency contact 1 relationship to Player
  • Emergency contact 2 name
  • Emergency contact 2 email address
  • Emergency contact 2 phone number
  • Emergency contact 2 alternative phone number
  • Emergency contact 2 relationship to Player

Medical and Care Information:

  • Fitness confirmation
  • Whether the Player has any medical conditions or allergies
  • Whether the Player is taking any medication
  • Whether the Player has any dietary requirements
  • Whether the Player has had a tetanus injection in the last 5 years
  • Consent for swimming
  • Consent for administering medicines

Extra Information:

  • Room share request
  • Any other information
  • Consent to official photography
  • English language level

 

Why do we collect this information?

Player information: to match these details with your booking information. These are then stored together. We ask for shirt size information so we can provide the right sized tour shirt.

Emergency Contact Information: We will use your information to fulfil our contract with you: to provide the best possible care for the Player on the tour. We will use the emergency contact details to contact you in case of an emergency, medical or otherwise. We will always attempt to consult the Group Leader and get the consent of a parent/guardian if the Player is under 18 before agreeing to medical care but if we are unable to do so we will follow professional medical advice.

Medical and Care Information: This information is classed as a special category data, meaning that we are only able to collect this information because we need to use it for delivering medical care.

Extra information: We collect this information in order to deliver the best possible experience for the Player, so that we can arrange for them can share a room with friends or siblings and so we can make staffing/teaching arrangements based on the and English language abilities of Players.

 

What do we do with your information?

Your information is collected through the Squarespace website service but is stored in G-Suite. We download this data from G Suite and save it to our file server which is hosted in Lithuania (inside the EU). G Suite do not use or share your personal information and we have an agreement with them to that effect. You can find out more about their data processing obligations HERE and find our data processing agreement with them HERE and an additional agreement about the transfer of data HERE

For the security and protection of your personal data we have not shared here the name of our file server host but if you would like more information about these you can email us to request details at any time.

We share the Player’s personal and medical information with medical professionals when required in order for them to deliver the best possible medical care. We do this in paper version or by email. We also share details of allergies and dietary requirements with the catering staff at our tour venues. They are required to delete this data at the end of the tour.  

We do not use the information you provide to make any automated decisions that might affect you.

 

How long do we keep your information for?

We keep this data for 7 years. Your personal information and that of the emergency contact details you provide in the welfare information will then be removed. The data processors named above will store data in accordance with their own Privacy Policies so please see their individual policies for further details.

 

Your rights over your information

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.

You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.

To submit a request by email, post or telephone, please use the contact information provided above.

 

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF