Data protection
Why we need personal data
We need to gather and store certain personal data about parents and junior players in order to run junior cricket. This is needed for various practical reasons, such as:
Contacting you in the event of an accident
Safeguarding (protecting children from abuse)
Insurance
Keeping you informed of what's happening at the club
Informing coaches and designated team managers of junior players' disabilities or medical issues that they need to be made aware of
By registering your child to play cricket at SMCC Juniors, we assume that you are happy with the club collecting and storing the personal data that is needed to run junior cricket.
Taking an sharing photos and videos
Please only take and share photos and videos if you have permission from those in the photos, unless children are not personally identifiable in the photos (they are in the distance or looking away from the camera).
We occasionally take photos or videos to use on the club's website or social media, for the purpose of enabling prospective parents and players know what the club is like. In the past, we asked parents whether they were happy for their child to be featured in such photos or videos, and we found that about 5% of parents objected, sometimes for strong reasons (such as to avoid the risk of a disabled child being subject to online bullying). However, as the club has grown to over 300 children, it has become impractical for anyone to recognise every child's face.
We therefore now only use photos in which children are not recognisable (or at least very hard to recognise). If we ever use a photo that you object to, just let us know and we will remove it as soon as possible.
Digital services that we use to run SMCC Juniors
We use the following services:
Spond - (registration database, payments, mailing list, fixtures, availability, selection and messaging) - From 2023, we intend to use Spond for capturing your registration data, emailing you, processing summer membership payments, fixtures, availability and selection. We ask you to upload your contact details so that other parents including team managers will be able to contact you on match days, and we ask you to upload profile photos so that team managers and other parents are able to 'put a name to a face' which greatly helps with selection and with generally getting to know each other. It can also used for sending group messages, and you can upload photos with the other parents in your team (see below). The club pays for this service. Spond will replace LoveAdmin and Teamo for junior cricket. Teamo will continue to be used by the senior section of the club.
LoveAdmin (mailing list, registration database, payments) - this is the system that we use for capturing your registration data, emailing you, and for processing summer membership payments. The club pays for this service. In 2023, we intend to replace LoveAdmin with Spond, but we will continue to use LoveAdmin for a few months in order to send email to our old mailing list, while our subscribers are gradually transitioning to Spond.
Teamo - We use this app for fixtures, availability and selection. We ask you to upload your contact details so that other parents including team managers will be able to contact you on match days, and we ask you to upload profile photos so that team managers and other parents will be able to 'put a name to a face' which greatly helps with selection and with generally getting to know each other. It is also used for sending group messages, and you can upload photos with the other parents in your team (see below). The club pays for this service. From 2023 onwards, we intend to replace Teamo with Spond for junior fixtures, but Teamo will still be used by the senior section of the club.
Whatsapp - We use this popular messaging app for communicating between various groups of parents. This app makes communication much, much easier than text messages or emails. You can also share photos, videos and other documents (see below).
Gmail and Google Drive - We use this for email and for storing most documents, including player and parent details, with access restricted to a minimal number of people
The club's facebook group - We encourage parents to join this group (which covers senior players as well as junior) and to follow the group in order to see match reports. This will be our primary place to post match updates and reports, rather than the newsletter, as compiling them into a weekly newsletter is slow and very time consuming. It's more fun to get the results in real time. It is a public group (all posts can be read without needing to be a member) and like our website, acts as a 'shop window' for potential joiners to see we are a thriving and friendly club. Please be sensible about what you post to this group (see section on sharing photos and videos below)
The club's twitter account - We use this much more rarely, but might on occasions (with permission) post about a team or individual, if we have something to celebrate. Again, if you object to any posts, please let us know and we will remove them.
The club's Instagram account - Used similarly to our Twitter account.
How we protect your data
We only collect data that we genuinely need
We share personal data with the minimum number of people who need access to it in order to run the activities of the club
We won't store your data longer than we need it (we will periodically clear down old data)
You have the right to request to see what data we hold about you
You have the right to request that we delete your data
Sharing your data with our coaching service partners, 360 Cricket
SMCC and 360 Cricket work in partnership and as such need to share the data that you provide about yourself and your children.
We will share your data with 360 Cricket in order for them to run coaching sessions safely and appropriately and for them to keep you informed about junior cricket camps that they are running.
360 Cricket will share your details with us for the purposes of running junior cricket at the club safely and appropriately and for us to keep you informed about junior cricket at the club.
We both take your privacy seriously and will never share your data with any other parties without your consent unless required to do so by law.
Who else we share your data with
Some of the data that we request is shared with appropriate governing bodies such as the Surrey Cricket Foundation or the England & Wales Cricket Board. For example, we share with them anonymised data on numbers of players, genders, ages and ethnicity (if you have chosen to provide that data) so that they can better understand who is playing cricket and how well they are doing at raising participation. This is a requirement of our Clubmark accreditation.