Rugbyclub Haarlem attaches great importance to protecting the personal data of its members. In line with privacy law, the General Data Protection Regulation (GDPR), we have therefore taken measures to safeguard our members' privacy. With this statement we want to give clear and transparent information about how we, as a club, handle personal data. This statement applies to all personal data of members, donors, volunteers, coaches and sponsors that is processed by or on behalf of the club.

Obligations (core GDPR principles) that we must comply with:

  • The board of Rugbyclub Haarlem is the controller of the personal data;
  • Rugbyclub Haarlem will only process personal data in line with the purpose for which it was provided. These purposes and types of personal data are described in this privacy statement;
  • Rugbyclub Haarlem will limit the processing of personal data to only the data that is strictly needed for the purposes for which it is processed;
  • Where needed, we will ask for explicit consent to process personal data;
  • We will take appropriate technical and organisational measures to secure personal data;
  • We will not pass personal data on to other parties, unless this is needed to carry out the purposes for which it was provided;
  • The board is aware of the rights its members have regarding their personal data, will respect these rights and will inform its members about them.

Article 1. Purpose of processing personal data for club membership

The personal data given on the registration form is added to the Rugbyclub Haarlem membership records and processed for the following purposes:

  • Membership administration
  • Organising or giving training sessions, taking part in rugby matches and/or tournaments, and supporting members and volunteers
  • Recording and collecting membership fees and donations, including handing over outstanding claims to third parties for collection
  • Registering membership with Rugby Nederland
  • Handling disputes and carrying out a financial audit
  • Carrying out or applying a legal requirement
  • Communication about all relevant matters (by email, post, etc.)
  • Promoting the rugby club and rugby in general

Article 2. Lawfulness of processing

The legal basis for processing personal data is that it is necessary to carry out the membership agreement. By signing the registration and reading this privacy statement, you consent to the processing of the personal data you have provided. The privacy statement is published on the rugby club's website and a paper copy is available in the clubhouse.

Minors (under 16)

We only process personal data of people under 16 if a parent or guardian has given written consent via the registration form. In principle, photos of underage members may only be published on the website if their parent or guardian has given consent.

Article 3. What data is collected

To carry out this agreement, we ask for the following personal data:

  • Surname/initials/name prefix
  • Address/postcode/town/country
  • Phone number(s)
  • Email address(es)
  • Gender
  • Date of birth
  • Bank account number
  • (Passport) photo (for the player card)
  • Player's nationality
  • Photo/video (see separate section)
  • Any role within the rugby club, for example match secretary

Personal data in the membership administration

Rugbyclub Haarlem uses the e-rugby application for its membership administration, for the following purposes:

  • Online membership registration
  • Team selections by team managers and coaches
  • Communication with our own members
  • Communication with interested external parties about relevant matters such as meetings, tournaments, training sessions and/or other news, based on their role within a club. For example, an invitation to all match secretaries about a tournament, or a message from the union about a change to the laws of the game.

Photos and videos of matches, teams and events

Photos and videos taken on behalf of the rugby club at training sessions, matches and tournaments are used for match analysis and promotional purposes. For posters, where a close-up photo is used, the person shown will be asked for approval.

The photos and videos mentioned above of members, members of other clubs or visitors may be posted on the rugby club's website, Facebook page or other social media, and are publicly accessible.

Photos and videos of club events such as parties and rugby tours are not shared.

Because of their historical value, no deletion period applies to this material.

The board is not responsible for photos and videos taken by members and shared via social media.

The photo provided at registration is only used for the Rugby Nederland player card.

Our website, Facebook page and other social media are also used to promote our club. We do this by publishing photos of our events. The basis for taking and publishing photos is, in principle, consent. People who consent to a photo being taken do not automatically consent to it being published. For adult members, images may be published freely, unless the person shown has a 'reasonable interest' in objecting to publication.

Opt-out: if you object to particular photos and/or videos that have been posted, you can raise an objection via info@rugbyclubhaarlem.nl. The material concerned will then be removed as soon as possible. This opt-out does not apply to general action or atmosphere shots in which the person is not shown centrally and clearly recognisable, or where the person has clearly posed for the photo.

The website and the use of cookies

Cookies are small text files that a website automatically places on a visitor's computer. Where Rugbyclub Haarlem uses such cookies, they are only meant to make the website work more efficiently, not to collect personal data about the visitor or their individual internet use. You can set your system (browser) to refuse cookies.

Security cameras at the clubhouse

The Rugbyclub Haarlem clubhouse has a security camera system. It was installed because of the repeated vandalism and break-ins in the past, which made it necessary. Recording footage falls under the GDPR rules. At the time, the board carefully weighed the interest of the club against the interest of privacy. As there was no good alternative, the board decided to install the equipment.

The recordings are used for security only and are viewed only when there is good reason to do so. Under no circumstances are these images used for any other purpose. The images are deleted after at most four weeks, or once an incident has been dealt with. A separate camera protocol is available for inspection in the clubhouse.

Article 4. Sharing with third parties

We may share the data you give us with third parties where this is necessary to carry out the purposes described above. These are the following organisations:

  • Rugby Nederland
  • E-rugby, for the membership administration

Rugbyclub Haarlem will not pass personal data on to third parties with whom we do not have a data processing agreement, or will not shortly sign one, unless required by law. In the data processing agreements between Rugbyclub Haarlem and these third parties, we agree on the security and correct processing of personal data as the law requires.

Article 5. Security and confidentiality

We have taken appropriate technical and organisational measures to protect members' personal data against unlawful processing. For example, we have taken the following measures:

  • Everyone who may see your data on behalf of the rugby club's board is bound to keep it confidential;
  • We apply a username and password policy on our systems;
  • We make backups of personal data so that we can restore it after physical or technical incidents.

Article 6. Retention periods and former members

Rugbyclub Haarlem keeps members' personal data for the duration of the membership and then for a period of up to 7 years (tax retention requirement), unless you require otherwise. When membership ends, we will specifically ask whether address details may be kept longer for reunions and anniversaries.

Article 7. Your rights regarding your data

You have the right to access, rectify or erase the personal data we have received from you. You can also object to the processing of your personal data (or part of it) by us or by one of our processors. You also have the right to have the data you provided transferred by us to yourself or, on your instruction, directly to another party. We may ask you to prove your identity before we can act on these requests.

Where we process your personal data on the basis of your consent, you always have the right to withdraw that consent.

Questions or objections

If you have questions and/or comments about the processing of your personal data, you can contact us by sending an email to our secretary: secretaris@rugbyclubhaarlem.nl.

If you feel that your question or request has not been handled properly by us, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Changes to this privacy statement

This privacy statement may be changed without prior notice.