West Wicklow RFC – Data Protection (GDPR) Policy

Aligned with IRFU Governance Guidelines

1. Purpose

The purpose of this policy is to ensure that West Wicklow 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. Data Controller

West Wicklow Rugby Club is the Data Controller for the personal data it collects and processes in connection with the administration and operation of the club.

3. Scope

This policy applies to all personal data held by West Wicklow Rugby Club, including:

● Players (minis and youth)

● Coaches and volunteers

● Committee members

● Parents/guardians

4. Data We Collect

We may collect the following personal data:

● Name, address, phone number, email

● Date of birth

● Emergency contact information

● Medical / health information (for participation and safeguarding)

● IRFU registration data

● Payment and financial information

5. Purpose of Processing

We process personal data for:

● Membership registration and administration

● Team selection, training and competition

● Safeguarding and welfare

● Insurance and incident reporting

● Communication with members and parents

● Financial administration

● Compliance with IRFU, Leinster Rugby and legal obligations

6. Lawful Basis

Personal data is processed on the basis of:

● Consent (e.g., photography, certain communications).

● Legal obligation (e.g., safeguarding, financial records).

● Legitimate interests (e.g., administration of membership, team management, club communications and activities).

● Health and medical information is processed only where necessary for player welfare, safeguarding, participation in rugby activities, or emergency medical treatment and with appropriate safeguards in place.

7. Data Sharing

● Personal data may be shared where necessary with the IRFU, Leinster Rugby, competition organisers, insurers, statutory authorities or other organisations where required by law or for the administration of rugby activities.

● Personal data will not be disclosed to third parties except where required for the operation of the club, to comply with legal or regulatory obligations, or where consent has been obtained.

● Sensitive data (health, safeguarding) is shared only with relevant personnel.

8. 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.

9. Rights of Members

Members, parents, and volunteers have the following rights under GDPR:

● Request access to their personal data.

● Request correction of 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. Data protection queries may be directed to the Club Secretary at honsec@westwicklowrfc.com. Members also have the right to lodge a complaint with the Data Protection Commission if they believe their personal data has been processed unlawfully.

10. Security Measures

Personal data is stored securely in both paper and electronic formats. Access is restricted to authorised committee members or volunteers who require the information for legitimate club purposes. Password protection and, where appropriate, encrypted storage are used for digital records. Paper records are stored securely and confidentially.

11. Breach Notification

● Any suspected personal 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 will be notified in accordance with applicable legal requirements.

12. Consent for Youth Members

● Parents/guardians provide consent for collection and use of their child’s data.

● Parents/guardians provide information necessary for the participation, welfare and safeguarding of youth members.

● Sensitive personal data will be processed only where necessary and in accordance with GDPR and safeguarding requirements.

Review

This policy will be reviewed annually by the West Wicklow Rugby Club Committee or sooner if GDPR requirements change.

Approved by: Club Committee

Date Approved: 16/07/2026

Review Date: July 20027