Privacy Notice

Old Pats RFC takes your data privacy very seriously

We do not share you data with any third party other than our Data Processors (see below) required for the storage and processing of data only.  They do not use the data for their own purposes or share it with any third party.

This PRIVACY NOTICE informs you of what personal data we collect, why we collect it, how we collect it, where it is stored and what we do with it.

For more information about GDPR and our Privacy Policy please go to https://www.oldpatesiansrfc.co.uk/privacy-policy/

Personal Data Collected Via Our Registration System

What information do we collect

Click here to see list of information collected via our registration system

Why do we collect it

Register a player with the RFU
Register a player with the Club
Alert team managers and coaches to any relevant medical condition
To enable team managers and head coaches to communicate with parents in respect of training and fixtures(see above)
To enable the club to alert parents to latest news, events, special offers and sponsor info

How/Where is it Stored

This information is stored within our on-line registration system www.memmbermojo.com

Membermojo is a ‘data processor’ (See below)

Gareth Morris, our club registrar has access to Membermojo.  A single copy of the membermojo database is stored as an Excel file on a secure PC belonging to Gareth.

Laurence Hale our communications manager also has access to Membermojo.  Laurence has a single copy of the key contact information (Parent First Name, Last Name and e-mail address) as an Excel file on a secure PC belonging to him. This data is also backed up to OneDrive Microsoft’s secure cloud-based storage/back-up system.

What do we do with it

We do not share this information with any third party

Key contact information only is given to the head coach/team manager for the purposes of managing the team (see above)

Parent first names, last names and e-mail addresses are downloaded as a CSV file and then imported to Mailchimp our e-mail management system (see below). This CSV file is then deleted.

RFU Player Registration Cards

The RFU requires that each player has a Registration card for the current season showing
These cards are generated from the registration details and comprise the following:

Player Photograph
First Name
Last Name
RFU Number
RFU Registration Date
Brief description of any medical condition

For the younger age groups these cards are the responsibility of the Team Managers/Head Coaches and will be kept by them and shown at events/tournaments when required.

Personal Data Collected Via Our Contact Forms

What information do we collect

Your Name
Your E-mail
Your contact subject
Your contact description

Why do we collect it

The contact form on this website is for users to contact us for answers/information.

How/Where is it Stored

This contact information is immediately converted into an e-mail and e-mailed to webmaster@oldpatesiansrfc.co.uk

This e-mail is stored on our e-mail server with our ISP (Internet Service Provider) Heart Internet and accessed via webmail using a secure username and password.  These emails are not stored locally (on a PC or SmartPhone)

What do we do with it

We answer any questions or provide further information then will delete both the inbound and outbound e-mails within 3 months.

Personal Data Collected Via Our On-line Shop

What information do we collect:

Key Contact Details:

Your Name
Your E-mail Address
Your Mobile Number

Address Details:

Your Billing Address
Your Delivery Address (When Applicable)

Product Specific Details:

This will vary from product to product and might include:

Player Name (child’s name)
Item Options e.g. shirt size, colour etc
Event Options (e.g. seating arrangement)

Credit Card Details:

The payment gateway for the Old Pats shop is PayPal
When proceeding to checkout your name, purchase details and billing address will be transferred to PayPal
PayPal then requests your credit card details which are used to complete the transaction
Once the purchase is complete PayPal then deletes your credit card details unless you have paid using your own PayPal account.
No credit card details captured or stored by our website.

Why do we collect it:

We have to capture some or all of the above data to operate an online shop
Key contact details are used for contacting the purchaser should there be an issue with purchase or purchase delivery
Billing address details are required for payment
Delivery address details (optional) are required to deliver products when applicable

How/Where is it Stored

There is an option for you to save your key contact info, billing address and delivery address details for repeat purchases.
If you do you are then registered as a ‘User (Customer)’ and your key contact information, billing address and delivery address are saved within the ‘user’ section of the website (WordPress) database.
THE WEBSITE DOES NOT COLLECT OR SAVE YOUR CREDIT CARD DETAILS
WEBSITE ADMINISTRATORS CANNOT SEE OR HAVE ACCESS TO CREDIT CARD DETAILS

All purchase information (see above) is also captured by Metorik our sales reporting system (See below)

What do we do with it

We only use data captured via the shop for fulfilment purposes only (see exception below)
We have taken the decision not to use this data for any further marketing purposes
We will delete data captured when purchasing a product three months after the purchase*
apart from data collected for Old Pats Events**

*This does not include data saved when registering as a customer for repeat orders’
** We will keep key contact information of event attendees so that we can alert them via e-mail to the next Old Pats Event

E-mail Confirmations

E-mail confirmations are sent by the website online shop system (WooCommerce) to the purchaser via the e-mail address supplied by the purchaser when the purchase has been completed by PayPal then again when the purchase has been marked as complete by the website administrator.

Data Processors

MemberMojo

Purpose: Member/Player Registration

Website: https://membermojo.co.uk/old-pats-juniors

GDPR Statement: https://membermojo.co.uk/mm/help/gdpr

Privacy Policy: https://membermojo.co.uk/mm/help/privacy

Where are they based: UK

MemberMojo is Old Pats cloud-based Member/Player Registrations system
It is solely used to capture parent and player information as required by the RFU and process registration fees.
MemberMojo does not use the data for their own purposes or share it with any third party
MemberMojo  uses PayPal as its payment gateway and does NOT sore any credit card details.

Currently Gareth Morris (Club Registrar) and Laurence Hale (Club Communications) have sole access to MemberMojo. Both have to sign in with a username and password each time to access the data.

Heart Internet

Purpose: Website Hosting

Website: https://www.heartinternet.uk/

Privacy Policy: Heart Internet Privacy Policy

Where are they based: UK

The website is hosted with www.heartinternet.com
The website has a SSL certificate that secures (via encryption) all data transfer between server and browser

The website administrator is Laurence Hale a member of Old Pats
The shop system is a plugin provided by www.WooCommerce.com (who do not have access to any data)
The shop reporting system is a plugin provided by www.metorik.com (see below)

Net9 Design

Purpose: Website Technical Management

Website: www.net9design.com

Privacy Policy: TBC

Where are they based: Gloucester UK

The site is built and technically managed by Net9Design. Net9Design have two members of staff both of whom have access to the website management system including the database which contains user data described above.

Mailchimp

Purpose: E-mail Marketing and Communications

Website: https://mailchimp.com

Privacy Policy: https://mailchimp.com/legal/privacy/

Where are they based: United States

Mailchimp is Old Pats e-mail system used for the purposes of communicating club news, events, special offers, and sponsor to parents.
Mailchimp stores key contact data only namely First Name, Last Name and E-mail Address
Mailchimp does not access or use this data for their own purposes
Mailchimp does not share this data with any third party

Metorik

Purpose: On-line Shop Sales Reporting

Website: http://www.metorik.com

Privacy Policy: https://metorik.com/privacy

Where are they based: Australia

Metorik is used for our on-line shop sales reporting
Data collected and stored by Metorik includes all purchase data other than credit card details (see above)
This data is stored on-line within Metorik’s secure servers
Metorik does not use the data for their own purposes or share it with any third party

PayPal

Purpose: On-line Shop Payment Gateway

Website: https://www.paypal.com

Privacy Policy: PayPal Privacy Policy

Where are they based: Unites States

PayPal is Old Pats Payment Gateway
It is solely used for the secure processing of payments
Once the purchase is complete PayPal does not retain any credit card details unless the purchaser has set up a PayPal account or is using a current PayPal account