• Staines Rugby Football Club Ltd uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.
• Some data is shared with the RFU & Middlesex Rugby Union, who use your data to regulate, develop and manage the game.
• Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.
• Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent; so that we can ensure we are aware of your condition and can that you are supported appropriately.
• Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.

What does this policy cover?
• This policy describes how Staines Rugby Football Club Ltd (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.
• It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.

What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
• Your name
• Your gender,
• Your date of birth,
• Your RFU ID (as assigned in GMS)
• Your home address, email address and phone number;
• Your passport and NI details, where we have to check your eligibility or ability to work for us;
• Your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
• Your payment and/or bank account details, where you provide these to pay for membership;
• Your marketing preferences, including any consents you have given us;
• Your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

Staines Rugby Football Club Limited – Privacy Policy 2024

What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.

We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.

How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
o taking payments;
o communicating with you;
o providing and arranging the delivery or other provision of products, prizes or services;

• As required by the Club to conduct our business and pursue our legitimate interests, in particular:
o we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
o we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
o We use CCTV cameras to maintain the security of our premises, and may use this video to investigate incidents at the Club or its premises.
o we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought.
o we use data of some individuals to invite them to take part in market research;

• Where you give us consent:
o we will send you direct marketing or promotional material by email;
o we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
o on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.

• For purposes which are required by law:
o we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
o we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
o we may respond to requests by government or law enforcement authorities conducting an investigation.

Data policy

STAINES RUGBY FOOTBALL CLUB LIMITED

DATA PROTECTION POLICY 2024

1. Policy Statement

Staines Rugby Football Club Limited (“Staines RFC” or “the Club”) is committed
to ensuring that personal data held by the Club about its employees, players, the parents and guardians of junior players, directors and officers of the Club, suppliers and other individuals involved with the Club is processed fairly and lawfully. The Club will take all reasonable steps to implement this policy, and to put in place procedures to ensure that the Club complies with all relevant statutory requirements. These procedures will be monitored periodically to ensure ongoing compliance.

2. Data Protection Act 1998 and the Data Protection Principles

The Club will implement and comply with the eight Data Protection Principles contained in the Data Protection Act 1998 (“the Act”) and subsequent amendments. These principles state that personal data (as defined in the Act) must be:
a. processed fairly and lawfully (for example, the individual should be made aware that their personal data is being processed or stored);
b. used only for the purpose or purposes for which it was obtained and not in any manner which is incompatible with that purpose or those purposes;
c. adequate, relevant, and not excessive in relation to the purpose or purposes for which they are used or processed;
d. accurate and, where necessary, kept up to date;
e. kept only as long as necessary for the purpose or purposes for which it is used;
f. processed in line with the rights of the data subject or subjects under the Act;
g. kept secure at all times in order to prevent unauthorised or unlawful processing or accidental disclosure, destruction, or damage of the personal data; and
h. not be transferred outside the European Economic Area (EEA) without the data subject’s permission unless that country has an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

3. Responsibilities and Implementation

The Club has a responsibility to ensure that personal data obtained by the club in the course of its business is handled in accordance with statutory requirements. The attention of all staff, players, coaches, managers, and volunteers is drawn to the data protection procedures adopted by the Club as contained in this document, and as adopted from time to time in future.

Data Protection is a responsibility shared by all officers of the Club. The Chairman has overall responsibility for Data Protection within the Club, with particular responsibility being delegated to the following individuals:
• Player records (Senior) Director of Rugby
• Player records (Junior) Rugby Manager Junior
• Membership records Club Secretary/Membership Secretary
• Staff records Director of Finance
• Supplier records Director of Finance
• Other third party records Director of Finance

The Executive Management Board (“EMB”) will ensure that all Club members, staff members,
players, coaches, managers, directors and officers with responsibility for handling personal data are made aware of the Club’s Data Protection Policy and procedures. The EMB will review periodically the adequacy and suitability of the Club’s Data Protection Policy and procedures.

The EMB may instigate disciplinary action against any Club member, staff member, player, coach, manager, director, or officer who fails to comply with the Club’s Data Protection Policy and procedures, and will determine the appropriate action to be taken in the event of any breaches of data security.

Staines Rugby Football Club Limited – Data Protection Policy

4. The Club’s Data Protection Policy

• All personal data held by the Club will be treated as strictly confidential.
• Personal data collected by the Club will not be disclosed to anyone outside the Club unless the individual concerned has consented to such disclosure. The Club will not ask for more information than the Club needs for the purposes for which the Club is collecting it.
• The Club will update its records when an individual data subject informs the Club that his or her personal details have changed.
• The Club will adopt appropriate procedures to review and assess the quality and accuracy of personal data held by it.
• The Club will implement and adhere to information retention policies relating to personal data and will ensure that personal data is securely disposed of at the end of the appropriate retention period.
• The Club will observe the rights granted to data subjects under applicable data protection legislation and will ensure that requests relating to personal data are promptly and transparently dealt with.
• The Club will train relevant officers and staff on the obligations of the Club under the Act and under any other relevant Data Protection legislation.
• The Club will ensure that it has appropriate physical and technological security measures to protect personal data regardless of where it is held.
• The Club will ensure that where any processes involving personal data are outsourced the supplier has appropriate security measures in place and will contractually require the supplier to comply with this Policy and procedures.
• The Club will ensure that suitable safeguards are in place before personal data is transferred to other countries.

5. Security of Personal Data

• Personal data must not be disclosed to anyone outside the Club without the written consent of the individual concerned, or (in exceptional circumstances) on the specific instruction of the Chairman of the Club.
• Personal data must not be disclosed to any unauthorised officer, member, or staff member of the Club.
• User passwords may be issued to officers and staff of the Club who deal with computerised personal data. User passwords are not to be disclosed to any third party or to any other member, officer, or staff member of the Club.
• Any actual or potential security breaches resulting in unauthorised access to or unauthorised disclosure of personal data must be reported to the Chairman, or to the relevant responsible Officer (as identified in Section 3 above).
• The EMB will review periodically the Club’s data security arrangements, monitoring the risk of exposure to major threats to data security, reviewing and monitoring any data security incidents, and establishing and implementing initiatives to enhance and improve the Club’s data security.
• The EMB will agree the appropriate action to be taken in the event of any actual or potential breaches of data security. This may include disciplinary action against any Club member, staff member, player, coach, manager, director, or officer found to be responsible for a breach of data security.
• The EMB will ensure that all Club members, staff members, players, coaches, managers, directors and officers with responsibility for handling personal data are made aware of the guidelines contained in Appendix 1 regarding the handling and security of personal data.
• All data no longer required must be securely disposed of.

6. Requests by Data Subjects

• Individual data subjects will have the right, on written request, to obtain a copy of such personal data held by the Club relating to the data subject, in accordance with the requirements of the Data Protection Act 1998.
• All requests by individuals for information about personal data held by the Club must be referred as soon as possible following receipt of the request to the Chairman or to the relevant responsible Officer (as identified in Section 3 above), who will co-ordinate the provision of the response to the individual.

Terms and Conditions

STAINES RUGBY FOOTBALL CLUB LIMITED

RULES

1. The Club shall be called “Staines Rugby Football Club” which is a Company limited by Guarantee and its Articles of Association together with the general rules of the Club shall be read as one. Where there is any conflict between the Articles of Association and the Club Rules, the Articles of Association will take precedence.

2. The Club colours will be Blue and Red Shirts, Blue shorts, with Blue and Red socks, and all members shall wear such colours in Club Matches.

3. For administrative and disciplinary purposes the Club is divided into two sections, namely the Senior Section and the Junior Section. Both sections come under the jurisdiction of these Rules.

4. The Club shall be managed by an Executive Management Board (EMB) elected at the Annual General Meeting (AGM), which shall consist of the President, Chairman, Deputy Chairman, Secretary, Treasurer, Property Manager, Grounds Manager, Director of Rugby, Junior Rugby Lead, Commercial Director & General Manager (non-voting: Safeguarding Officer, Diversity & Inclusion Lead, Senior Men & Senior women representatives). The EMB shall transact all the business of the Club, except the making of Rules. Four shall form a quorum.

5. The EMB shall within one month of the AGM appoint all other Club Officials save those elected directly by the Junior section, the Women’s teams, or the Senior Players.

6. The Club Manager shall control all purchases and sales of intoxicating liquor under the direction of the EMB.

7. The EMB shall nominate its members, which shall be placed on the Notice Board at least 28 days prior to the AGM and shall be circulated to the Club membership with the Notice of the AGM at least 21 days before the AGM, which shall be held in June. Club members may also nominate members of the EMB for election, such nominations to be sent by a proposer and endorsed by a seconder to the Secretary at least 14 clear days before the AGM, which shall be circulated to members at the same time as the EMB’s nominations. In the event that more than one person is nominated for a particular position a ballot shall take place at the AGM. Otherwise the EMB’s nominations shall stand. Any members nominated for election to the EMB must have been paid up members for at least 2 continuous years prior to nomination, save for the Club President, who will have been a fully paid up member for at least 5 continuous years prior to nomination.

8. An EMB meeting shall be held not later than one month after the AGM, at which the members of any Subordinate Committees shall be appointed.

9. Vice-Presidents may be elected by the EMB but must fulfil one or more of the following conditions: they must have performed some outstanding service for the Club or for Rugby Football; or they must have been a non-playing member of the Club for at least five seasons; or they must have been an official or playing member of the Club. Additionally the EMB may appoint some of the above as Senior Vice-Presidents.

10. The Secretary shall convene a Special General Meeting within one calendar month of receiving a requisition to that effect, signed by 20 members, with equal representation from the Senior and Junior sections.

11. The Secretary shall convene a Special General Meeting if so directed by the EMB.

12. If any vacancy occurs on any Committee, the EMB shall have power to fill such vacancy.

13. A Selection Committee, appointed annually by the Head Coach, shall select the teams for all senior matches.

14. Members selected to play in Club matches and unable to do so must give their Team Coach at least two days’ notice, so that he may be able to find a substitute. Players who fail to meet this requirement without adequate reason will be disciplined accordingly.

15. Club Membership
(a) Candidates for membership must complete a Form of Application for Membership. The EMB has the right to refuse an application. The Membership Secretary shall keep a Register of Members of the Club, which shall be a Register of paid-up Members.
(b) Candidates for membership of the Junior section (Under 6 to Under 17) must complete an application form for individual or family membership as appropriate. If such application is accepted the candidate shall become a member on payment of the appropriate subscription and completion of an indemnity form.
(c) Subject to any restriction which may from time to time be imposed by the EMB, the EMB may consider applications for membership of the Club in accordance with Rule 15 (a) by persons interested in sports other than Rugby Football and/or in other specified social activities, or other sporting bodies and companies may be accepted for affiliation themselves to the Club. Such affiliated groups may appoint one of their members or employees to be a full time member of the Club with full voting rights at General Meetings and will supply a full list of members or employees who may be elected as associated members of the Club subject to the Rules and discipline of the Club. The affiliated groups shall accept any instructions issued by the EMB on behalf of the Club.

The subscription to be paid by persons admitted to one membership under this Rule shall be determined by the EMB.

(d) The EMB may consider applications for membership of the Club in accordance with Rule 15 (a) by persons interested in joining the Club as social members. Persons joining the club under this Rule shall not be entitled to vote at a General Meeting of the Club.

16. Termination of Club Membership
(a) The EMB may terminate the membership of the Club of any person without stating the reason for so doing, such termination to take effect when the member is notified in writing by the Secretary of the EMB’s decision. Any person whose membership is terminated in this way will have a right of appeal to be delivered in writing to the Secretary within 14 days of being informed of the EMB’s decision. In this event a special Committee will be convened to consider the appeal, which shall consist of five members of the Club including two from the EMB. The person lodging the appeal shall have the right to call witnesses and others in support of his appeal. The verdict of the Appeal Committee shall be final and shall be delivered within 30 days of the appeal.

17. Disciplinary Procedures
(a) Any member of the EMB on receiving a complaint in writing regarding the behaviour of a member of either the Senior or the Junior section on or off the field, in any place where the Club’s name may have been brought into dispute, shall inform the Secretary. This will immediately be passed on to the Disciplinary Officer who will chair a Disciplinary Committee of at least three members to include at least one member of the EMB. Such Disciplinary Committee shall operate under the RFU Guidelines and shall have the power to take what action it may consider appropriate. Such action shall be reported to the EMB at its next meeting. Any member who is the subject of a complaint may be suspended from the Club until the Disciplinary Committee has met, which shall be not more than ten days after the incident wherever possible. The member will be required to attend the Disciplinary Committee meeting and may be accompanied by a representative of his choice, who will usually be another Club member.
(b) Any member sent off the field of play will pay any costs incurred by the Club.
(c) Members of the Junior section shall be disciplined in accordance with a Code approved by the EMB, copies of which are available from the Secretary.

18. Subscriptions
(a) Membership subscriptions, including VAT, for each category of membership are payable annually on 1st September or on joining the Club. All subscriptions may be liable to 25% surcharge if not paid by 30th September or within one month of joining the Club.

Subscriptions for the season 2024-25 are as follows:

Full Playing Members U18 - Senior £160.00

Full Non-Playing Members £145.00
U14 to U17 age group £105.00
(Family Membership***) + £10 per additional playing Child

U6 to U13 age group £100.00
(Family Membership***) + £10 per additional playing Child

Full time Students / Apprentices £85.00

Presidents, Past Presidents and Vice Presidents (Min) £145.00*

Debenture Holders Members – non voting £60.00

Social Members – non voting £70.00

Senior Family Membership £170.00

Life Members, one off payment £1,000.00

***2 adults & 2 children
*50% discount for non-Social members over 65 years

(d) For any person joining the Club after 1st November the subscription will become immediately payable. The EMB shall be empowered to erase from the Club’s records the name of any person whose subscription is not paid by 1st November or on joining the Club.

(e) Any member joining the Club after the commencement of the season but before 31st December is required to pay the full subscription listed in Rule 18 (a). A member joining after 31st December shall pay half the subscription listed in Rule 18 (a).

19. The Club Premises shall be open as the EMB may direct.

20. The hours during which intoxicating liquor may be supplied to members shall be the permitted hours currently in force as allowed by the London Borough of Hounslow.

21. Intoxicating liquor shall not be supplied on the Club premises other than to members and to visitors as defined in Rule 22 hereof or to their private bona fide guests.

22. Admission to Club Premises
(a) Subject to any restrictions which may from time to time be imposed by the EMB, the following persons shall be called visitors, be entitled to admission to the Club premises and to purchase intoxicating liquor for consumption on the premises, viz.:

• Members of visiting teams on match days.
• The Supporters and Officials of visiting teams on match days.
• Referees on match days.
• Members of visiting teams using the Club premises to play other visiting teams, and their respective Supporters and Officials on match days.
• The organisers of social functions held on the Club premises, and their guests.

(b) It is the intention of the Club to allow the premises to be used for social functions and to allow bona fide persons attending such functions to purchase intoxicating liquor on the premises subject to the following rules:

• The organisers of such functions shall be asked to provide prior to the date of such function a list of all the people attending the function;
• The organisers shall also be asked to nominate themselves or another person present at the function to be responsible for their guests in the event of a fire at the Club’s premises.

(c) All visitors shall be bound by the Rules and Regulations of the Club relating to the sale of intoxicating liquor and the behaviour of persons attending the Club.

23. No Rule shall be altered, rescinded, or added to without the consent of at least two-thirds of those paid-up members present at an Annual General Meeting.

24. Notice of amendment or alteration of any of these Rules shall be sent to the Secretary in writing at least 28 days before any General Meeting and the Secretary shall circulate such proposals at least 21 days prior to such General Meeting.

25. An accountant, who shall be appointed at the AGM, shall review the financial accounts of the Club covering the year to 31st May. The Director of Finance will furnish any member of the Club with a copy of these accounts on request.

26. Every member shall be furnished with a copy of these Rules and shall be bound thereby.

27. Without exception no member of the Club shall enter into any verbal or written contract or agreement on behalf of the Club without express prior permission of the EMB.

28. The EMB is empowered to borrow money on behalf of the Club solely for the benefit of the Club and in the ordinary course of the business of the Club but for no other purpose subject to the approval of the Reeves Sports Club Ltd‎. In any event any borrowings in excess of £50,000 must be approved by the members of the Club in a General Meeting.