Privacy Policy

EUROPEAN SQUASH FEDERATION PRIVACY POLICY

May 2024

This policy sets out how European Squash Federation (registered number 04628339 whose registered office is at Solihull Arden Club, Sharmans Cross Road, Solihull, B91 1RG, England) (“European Squash Federation”, “we”, “us” or “our”) collects and uses any personal data we collect or receive about you, why we collect and use your personal data, who we might share this information with and your rights in relation to your personal data.

We are committed to protecting and respecting your privacy and complying with our obligations under the General Data Protection Regulation (“GDPR”) and all other laws relevant to the handling of your personal data. We are the data controller for the purposes of GDPR.

When we refer to “personal data”, we are referring to any information which can directly or indirectly identify you, as explained more fully below.

WHAT PERSONAL DATA WE COLLECT ABOUT YOU (OR RECEIVE FROM THIRD PARTIES)

  • Information that you provide to us – this may include any of the following types of personal data which you provide to us when you sign-up to be an European Squash Federation member, when you enter a tournament, SPIN, enquire about a coaching or referee course, provide bank details for expense payments, or otherwise when you communicate or interact directly with us:

    • Identity Data – first name, last name, gender, username or other user identifier, date of birth, nationality;

    • Contact Data – your phone numbers, email address and postal address;

    • Financial Data – bank details and details of any transactions made with European Squash Federation; and

    • Profile Data – you may provide feedback to European Squash Federation through surveys or feedback forms and indicate your preferences to receiving marketing (from us or third parties).

  • Information that we collect about you – when you visit the European Squash Federation website we automatically collect the following types of personal data, using cookies or other similar technologies:

    • Technical Data – this might include your IP address, account log-in information, browser information, location information, operating system and system configuration, network and software identification and device information; and

    • Usage Data – this includes information about how you use the European Squash Federation website, such as click throughs, time spent on page, download errors.

  • Information that we receive about you from others – we may receive information about you when you use our connected platforms (such as the Tournament Software platform referred to below) or from other relevant third parties, including your squash club or your country (provided in each case that the collection, transfer to, and use by, European Squash Federation is lawful). The information which we

    collect from these third parties may include any or all of the above types of information. If we

    receive information from third parties we may combine this with information that we currently hold about you and process such combined information for the purposes set out below.

    In addition to the above, please note that we may use and share aggregated data (such as demographic data). This may have originally generated from your personal data but is not treated as personal data under GDPR (as it doesn’t individually identify you). On such basis, we can use this data for any purpose. If this aggregated data is ever combined with other data in such a way that you can be personally identified, we will only use that data in accordance with this Privacy Policy.

    It is important that the information we hold about you is accurate. Please keep us informed of any changes to your personal information.

    Special Category Data – sometimes we may ask you to provide the following types of personal data, which are seen as more sensitive and are therefore afforded greater protection under GDPR. Prior to collecting and using any such data, we will obtain explicit consent from you (unless we have another legal basis for collecting and using this information) and will only use this data for the following purposes (or such other purposes as are explained to you at the time of collection):

  • Ethnicity data this will be used to identify and keep under review equality of opportunity within European Squash Federation and (anonymously) for statistical and reporting purposes.

  • Disability data – this will be used to identify and keep under review equality of opportunity within European Squash Federation and (anonymously) for statistical and reporting purposes.

  • Injuries and other medical data – this may be collected by us directly from you, your country or via your club e.g. through a tournament withdrawal form. It will be used to assist with tournament results and rankings information and (anonymously) for statistical and reporting purposes.

  • Anti-doping related data – if you are an elite player who is required to participate in doping control procedures undertaken by the appointed doping control officer or European Squash Federation, the results of such procedures may be used in results management, including associated disciplinary hearings, appeals and adjudications.

WHY WE USE YOUR DATA

Set out in the table below are the purposes for using your personal data and the legal basis for doing so:

Purpose

Types of Data

Lawful basis

To register you as an European Squash Federation member

Identity,

Contact, Financial

Performance of a contract with you

To register you for a coaching or referee course

Identity, Contact, Financial

Performance of a contract with you

For internal administration and record keeping purposes

All

Performance of a contract with you

Necessary to comply with a legal obligation

Necessary for our legitimate interests (for effective business administration and service provision)

To perform any services you have requested (such as providing you with the benefits of European Squash Federation membership or providing you with information you have asked for)

Identity, Contact, Financial

Performance of a contract with you

To notify you of changes to our Privacy Policy, our Terms and Conditions or other changes to our services or products

Identity, Contact

Performance of a contract with you

Necessary to comply with a legal obligation

To answer your enquiries which may involve contacting you by post, e-mail or phone

Identity, Contact

Performance of a contract with you

Necessary for our legitimate interests (to ensure our members and users are informed and satisfied with our service)

To enable us to process payments which you make, or your country makes on your behalf

Identity, Contact, Financial

Performance of a contract with you

To allow us to administer squash tournaments, including to assist with the running of tournaments, tournament entry and processing of results and rankings information.

Identity, Contact, Financial

Performance of a contract with you

Necessary for our legitimate interests (for efficiently managing tournaments and for the general development of the sports of squash)

To promote squash events

Identity

Necessary for our legitimate interests (to improve attendance at events and develop our business generally)

Issuing coach and referee qualifications and managing referee appointments

Identity, Contact, Financial

Performance of a contract with you

To contact you about squash events, offers and opportunities available from European Squash Federation

Identity, Contact, Profile

Necessary for our legitimate interests (to develop our business, including our events, products and services and to increase the profile of European Squash Federation)

Consent

To improve and personalise your experience of the European Squash Federation website by delivering more relevant content and advertising and to

Identity, Contact, Profile, Technical, Usage

Necessary for our legitimate interests (to develop our business, improve our website and overall

ensure that the website is delivered to you in the most effective way possible

user experience and inform our marketing strategy)

To administer the European Squash Federation website, including website trouble shooting, testing and analysis and to enable you to participate in interactive features of our website

All

Performance of a contract with you

Necessary for our legitimate interests (to ensure that our website is fully functional and operating in the most effective way for you)

European Squash Federation uses a service provider “Tournament Software”. The Tournament Software platform offers various services and tools to players and countries, including tournament and league management and rankings information and SPIN. We may process your personal data on the Tournament Software platform, strictly for the purposes of delivering to you the services offered by this platform and for internal European Squash Federation administrative purposes.

All

Necessary for our legitimate interests (namely to facilitate the effective administration of squash at a national, country and club level)

To verify your identity and detect fraud and security issues

All

Necessary for our legitimate interests (to prevent and detect fraudulent activity, security incidents and criminal activity)

To enable you to participate in prize competitions, prize draws or complete a survey

Identity, Contact, Profile, Technical, Usage

Necessary for our legitimate interests (to develop our business, promote new products and services, obtain feedback from customers and users to improve our services)

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

HOW LONG DO WE KEEP YOUR DATA FOR?

We will keep your data for as long as you are a European Squash Federation member and/or where you are still happy to hear from us about our latest news, products and services. Once you no longer wish to be engaged with European Squash Federation we may still need to keep hold of your data if there is a legal reason for doing so (such as for tax purposes or where we need to resolve any disputes with you). In such circumstances, we will only retain the minimum amount of data necessary for such reason.

THIRD PARTY WEBSITE LINKS

Please note that the European Squash Federation website may include links to third party websites. If you choose to click through to the relevant third party’s website, you will be subject to the terms and conditions of use and privacy policy of the relevant third party. European Squash Federation does not accept any responsibility or liability for these policies of your use of such third-party websites. Please check the terms of these policies before using the relevant third party’s website.

INTERNATIONAL TRANSFERS OF YOUR DATA

In the future, European Squash Federation may need to transfer your personal information to other countries outside of the European Economic Area (“EEA”). This may happen if any of our servers are from time to time located in a country outside of the EEA or if any of our service providers are located in a country outside of the EEA. Before we proceed with any such transfer, we will ensure that we have a legal ground for doing so and have made sure that all adequate protections are in place. These countries may not have similar data protection laws to the EEA. If we transfer your information outside of the EEA in this way, we will take the appropriate steps to ensure that your privacy rights continue to be protected and that we continue to process your data in a fair and lawful manner.

Where relevant, you will have the right to see a copy of any safeguards we put in place for international transfers of your data.

DISCLOSURE OF YOUR PERSONAL INFORMATION

We may disclose your personal information for the following purposes:

  • We may disclose your personal information to our country associations, clubs, coaches, tournament organisers, agents, sub-contractors, consultants and volunteers who will process it strictly on our behalf for the purposes set out above.

  • Details of your performance in events may be published on our website and be available to view by the general public. This information may include your date of birth because this uniquely identifies you and also allows event organisers to ensure that you are eligible.

  • Where you have explicitly consented to us doing so, we may disclose your personal data to third parties for marketing purposes. You can opt-out of any marketing preferences at any time by following the process referred to below.

  • We may also be required to share your personal data with third parties if required by law or regulation. In such circumstances, we will make sure that the disclosure is only to the extent required by law or regulation.

  • If you are an elite player, we may also be required to share your personal data with third party disciplinary panels and anti-doping bodies.

If we share personal data with third parties, we will ensure that access is limited on a strictly need to know basis and is subject to suitable obligations relating to confidentiality and security.

WHERE WE STORE YOUR DATA

We will store your data on UK servers and will ensure that such data is held securely in accordance with good industry standards. Where we have given you a password to access a part of the European Squash Federation website you are responsible for keeping this password secure and confidential. Please do not share this with anyone else.

Please be aware that the transmission of data via the internet is not completely secure. Although European Squash Federation uses its best endeavours to keep your data secure, we cannot guarantee that information transmitted to us via the internet will be completely secure and any transmission is at your own risk.

CHANGES TO OUR PRIVACY POLICY

If we amend our Privacy Policy, it will be published on the European Squash Federation website so please check the website regularly to see if there have been any changes. We may also email you to notify you of any substantial changes to this Privacy Policy by email if appropriate.

YOUR RIGHTS

In certain situations, you are entitled to:

  • access a copy of your personal data;

  • correct your personal data;

  • erase your personal data;

  • object to the processing of your personal data where we are relying on a legitimate interest (as set out in the above table);

  • restrict the processing of your personal data;

  • request the transfer of your personal data to a third party; or

  • where you have provided your consent to certain of our processing activities, in certain circumstances, you may withdraw your consent at any time (but please note that we may continue to process such personal data if we have legitimate legal grounds for doing so).

If you wish to exercise any of these rights, please contact us using the details set out in the “Contact Us” section below. You will not have to pay a fee to exercise any of these rights, unless your request is clearly unfounded, repetitive or excessive (in which case we can charge a reasonable fee). Alternatively, we may refuse to comply with your request in these circumstances.

In addition to the above, please note that you have the right to make a complaint at any time to the Information Commissioner’s Office if you are concerned about the way in which we are handling your personal data. https://ico.org.uk/

HOW TO OPT-OUT

You can opt-out of any third-party marketing that you have previously opted into (or any European Squash Federation marketing) either by contacting us using the details set out below in the “Contact Us” section.

CONTACT US

If at any time you wish to contact us, whether that is to exercise your rights or otherwise, please contact: Email: info@europeansquash.com