West Wicklow RFC – Data Protection (GDPR) Policy
Aligned with IRFU Governance Guidelines
1. Purpose
The purpose of this policy is to ensure that Blessington Rugby Club complies with the General Data Protection Regulation (GDPR) and Irish Data Protection legislation. It explains how personal data is collected, stored, used, and protected for all members, volunteers, staff, and stakeholders.
2. Scope
This policy applies to all personal data held by Blessington Rugby Club, including:
Players (minis and youth)
Coaches and volunteers
Committee members
Parents/guardians
3. Data We Collect
We may collect the following personal data:
Name, address, phone number, email
Date of birth (especially for youth players)
Emergency contact information
Medical / health information (for participation and safeguarding)
IRFU registration data
Payment and financial information
4. Purpose of Processing
We process personal data for legitimate club purposes, including:
Membership administration and registration
Safeguarding and welfare of youth members
Team selection, training, and match participation
Communication with members and parents
Financial administration (payments, fees, donations)
5. Lawful Basis
Personal data is processed on the basis of:
Consent (e.g., membership registration forms)
Legal obligation (e.g., safeguarding reporting)
6. Data Sharing
Data may be shared with the IRFU for registration, competition, or compliance purposes.
Personal data is never shared publicly without consent.
Sensitive data (health, safeguarding) is shared only with relevant personnel.
7. Data Retention
Membership and financial records: minimum 7 years (for accounting purposes)
Safeguarding records: in line with IRFU and legal requirements
Other personal data: only as long as necessary for club purposes
Data no longer required will be securely destroyed
8. Rights of Members
Members, parents, and volunteers have the following rights under GDPR:
Access their personal data
Correct inaccurate data
Request deletion of data (subject to legal or IRFU requirements)
Restrict or object to processing
Withdraw consent where applicable
Requests should be submitted to the Club Secretary.
9. Security Measures
Personal data is stored securely.
Access is restricted to committee members or authorised personnel
Passwords and encrypted storage used for digital records
10. Breach Notification
Any suspected data breach must be reported immediately to the Club Secretary
Breaches will be managed in line with GDPR requirements
Where necessary, affected individuals and the Data Protection Commission may be notified
11. Consent for Youth Members
Parents/guardians provide consent for collection and use of their child’s data
Sensitive information (e.g., medical or safeguarding details) requires explicit parental consent
12. Review
This policy will be reviewed annually by the Blessington Rugby Club Committee or sooner if GDPR requirements change.
Approved by: Wren Fernandes (Public Relations Officer) Date: 15/06/26