Kings Hill Hockey Club is a field hockey club based in West Malling, Kent. This policy explains how the club collects, uses and protects personal data through its website and club activities.

Who We Are
Kings Hill Hockey Club is the data controller for the personal information it holds. Questions about this policy can be sent to the club by email at secretary@kingshillhockeyclub.co.uk or through the website contact page.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about how your data is used.

What We Collect
The club may collect personal details such as your name, address, email address, phone number, date of birth, emergency contact details and membership records. It may also collect information linked to hockey activity, volunteering, payments, safeguarding, and relevant medical or accessibility needs where necessary.

When you use the website, basic technical information such as IP address, browser type and cookie data may also be collected. For junior members, information will usually be provided by a parent or guardian.

How We Use Data
The club uses personal data to manage membership, organise training and matches, communicate with members, collect fees, support volunteers, meet safeguarding duties and run the club properly. Under UK GDPR, organisations must explain the lawful basis they rely on, which may include contract, legitimate interests, legal obligation, consent or vital interests.

Kings Hill Hockey Club will usually rely on:

Contract, to manage membership and participation.
Legitimate interests, to run the club and communicate with members.
Legal obligation, where records are needed for compliance or safeguarding.
Vital interests, where data is needed to protect someone’s health or welfare.
Consent, where required for optional marketing or use of images.

Sharing and Retention
The club may share relevant information with leagues, governing bodies, service providers, insurers, advisers or regulators where necessary for administration, participation, safeguarding, insurance or legal reasons. The club does not sell personal data.

Personal data is kept only as long as needed for club, legal, insurance and safeguarding purposes. Some basic historical records may be retained for club archives where there is a legitimate interest in doing so.

Your Rights
Under UK data protection law, you may have the right to access your data, correct it, erase it in some cases, restrict its use, object to certain processing, and complain to the ICO. Where the club relies on consent, you can withdraw that consent at any time.

Cookies
The website may use cookies and similar tools to help it function and to understand how visitors use it. Where required, cookie choices and further information should be provided separately on the website.

Juniors
The club recognises that children’s personal data needs extra care. Information about junior members will usually be handled through a parent or guardian and in line with safeguarding responsibilities.

Changes
This policy may be updated from time to time to reflect legal, regulatory or club changes. The latest version should always appear on the club website.

Last updated: June 2026.