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Blythe Cricket Club – Data Protection, GDPR & Social Media Policy

Purpose

This policy sets out how Blythe Cricket Club (the “Club”) collects, stores, and uses personal data, and how members, parents, coaches, and volunteers are expected to behave when using social media or capturing photos/videos. We are committed to protecting the privacy, dignity, and safety of all members, especially children and vulnerable adults, in line with ECB Safe Hands guidance and UK data protection law.

 

Data Protection & GDPR

1. Data Collected

The club may collect the following personal data:

  • Member details: name, address, email, phone, date of birth

  • Medical information relevant to participation

  • Emergency contact details

  • DBS, training, and safeguarding records (for staff/volunteers)

  • Images or videos of players (with consent)

2. Lawful Basis & Consent

  • Data is collected for the legitimate interest of running the club safely and effectively.

  • Parental/guardian consent is required for all junior members (Under 18 years).

  • Explicit consent is required for use of photographs/videos for promotional purposes.

3. Storage & Access

  • All personal data is securely stored (password-protected files, locked cabinets).

  • Access is restricted to relevant officers (e.g., Secretary, Safeguarding Officer, Captains, Coaches).

  • Data is not shared outside the club except with the ECB, league, or authorities if required.

4. Retention & Deletion

  • Junior data will be retained until the child turns 21 (or 25 if safeguarding/disciplinary cases).

  • Adult data will be retained for 6 years after membership ends.

  • Members may request access, correction, or deletion of their data at any time.

 

Photography & Filming

1. General Principles

  • Photographs and videos are considered personal data under GDPR.

  • Consent must be obtained before use in media, social media, or publicity.

  • Children must never be identified by full name in published images.

  • Images must show cricket activity in a safe, positive context.

2. Match & Training Photography

  • Parents and spectators may take photographs for personal use only.

  • Any professional or commercial photography requires prior approval from the Club Safeguarding Officer (CSO).

  • Junior players should wear appropriate kit, no images in changing/showering areas are permitted.

3. Filming for Coaching

  • Coaches may use video analysis for player development with consent obtained at registration.

  • Videos are stored securely and deleted when no longer needed.

 

Social Media Policy

1. Club Accounts

  • The Club runs official accounts on Facebook, Instagram, Twitter/X, TikTok, etc.

  • Only authorised committee members may post content.

  • Content will promote positive cricket stories, achievements, fixtures, and events.

  • No personal data will be shared without consent.

2. Personal Accounts

  • Members, parents, and volunteers are reminded that social media is public.

  • Comments must not bring the club, members, or cricket into disrepute.

  • Posting of offensive, discriminatory, or abusive content will result in disciplinary action.

3. Junior Members Online

  • Coaches, captains, and volunteers must not directly contact juniors via private messaging.

  • All digital communication with juniors must go through parents/guardians or official group channels.

  • WhatsApp, Messenger, or similar direct contact with U18s is strictly prohibited.

 

Roles & Responsibilities

  • Club Data Protection Lead: The Club Secretary

  • Club Safeguarding Officer (CSO): Responsible for photography/filming consent and monitoring social media issues.

  • Committee Members: Ensure compliance with GDPR and ECB Safe Hands.

  • All Members: Expected to respect privacy and uphold this policy.

 

Breaches

  • Any suspected data breach must be reported immediately to the Club Secretary and CSO.

  • Serious breaches may be escalated to the ECB and the Information Commissioner’s Office (ICO).

  • Breaches of the social media or photography policy will be managed under the Club’s Disciplinary Policy.

 

Review

This policy will be reviewed annually by the Executive Committee, updated in line with ECB guidance, GDPR and safeguarding best practice, publicly available on the Club’s website.

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