Policies

Overall statement of purpose

• To assist in the smooth running of the Club
• To act as figurehead of the Club to players
• To promote harmonious relationships within the Club

Reports to

Club Management Committee

Responsibilities

• Ensure Senior Team Captains fulfil their duties
• Ensure Players’ needs are represented within the Club
• Liaise with all other playing sections within the Club as necessary
• Chair Senior team player selection
• Promote the Club at all times
• Support Captains in the promotion of training sessions
• Report any disciplinary issues to Management Committee
• Ensure that team selection is carried out in a timely manner and any issues raised are addressed by the Management Committee
• Ensure that the Club’s Selection Policy is adhered to

The South Winchester Cricket Club in all its activities, is fully committed to the principles of equality of opportunity in cricket, and to ensuring that its members and all other individuals working or volunteering for South Winchester Cricket Club, and participating in or watching South Winchester Cricket Club’s activities are treated fairly and are able to conduct their activities free from discrimination, harassment or intimidation.

• South Winchester Cricket Club in all its activities will not discriminate, or in any way treat anyone less favourably against on the grounds of age, gender, disability, race, parental or marital status, pregnancy, religion or belief or sexual orientation.
• South Winchester Cricket Club will not tolerate harassment, bullying, abuse or victimisation of individuals.
• South Winchester Cricket Club will endeavour to create access and opportunities for all those individuals who wish to participate, and are lawfully eligible to participate, in its activities.
• South Winchester Cricket Club will ensure that it complies with the requirements of the Equality Act 2010 and shall take all reasonable steps to ensure that its employees, members and volunteers adhere to these requirements and this policy.
• This policy is fully supported by the South Winchester Cricket Club’s officers and management committee who are responsible for the implementation of this policy.

South Winchester Cricket Club is committed to the investigation of any claims when brought to its attention, of discrimination, harassment, bullying, abuse or victimisation of an individual, and reserves the right to impose such sanction as it considers appropriate and proportionate, where such is found to be the case.

• In the event that any member, volunteer, participant or spectator feels that he/she has suffered discrimination, harassment, bullying, abuse or victimisation, they should report the matter in writing to the Chairman of South Winchester Cricket Club.
• Any such report should include: details of what occurred; when and where the occurrence took place; any witness details and copies of any witness statements.
• If the accused individual is an employee, the management committee will regard the issue as a disciplinary issue and will follow South Winchester Cricket Club’s employment disciplinary procedure.
• If the accused individual is a non-employee, the management committee:
• may decide (at its sole discretion) to uphold or dismiss the complaint without holding a hearing;
• may (at its sole discretion) hold a hearing at which both parties will be entitled to attend and present their case;
• will have the power to impose any one or more of the following sanctions on any person found to be in breach of any policy: (a) warn as to future conduct; (b) suspend from membership; (c) remove from membership; (d) exclude a non-member from the facility, either temporarily or permanently; and (e) turn down a non-member’s current and/or future membership application; and
• will provide both parties with written reasons for its decision.
• A party may appeal a decision of the management committee to the relevant County Cricket board by writing to the relevant County Cricket Board within 3 months of South Winchester Cricket Club’s decision being notified to that party.
• If the nature of the complaint is with regard to the management committee of the South Winchester Cricket Club, the complainant may report the complaint directly to the relevant County Cricket Board.

This policy will be reviewed periodically by the South Winchester Cricket Club in consultation with the England and Wales Cricket Board Limited.

South Winchester Cricket Club Juniors Section recognises that there are individuals who are parents/carers/relatives of Junior who may wish to assist the Club with its activities and the Club positively welcomes such support.

Each new Junior member is required to complete an application form and a responsible adult can declare on the form that they are willing to offer support to the Junior Section (e.g. for coaching, scoring, providing transport etc).

Where this information is completed, the Club will make contact with the volunteer with a view to discussing how much and to what extent the offer of support is being given.

Any “ground rules” for the volunteering activity will be fully discussed and agreed between the Club and the volunteer.

Where the volunteer is going to be assisting with any coaching activities with young people, he/she will be made aware of Club Policies and Procedures in relation to Inclusion and Diversity, Child Protection, Notification of Accidents and First Aid.

Until such discussions have taken place between the Club and the volunteer, the volunteer would not be able to assist with any coaching activities with young people.

Where necessary, a volunteer may also be required to undertake a DBS check, depending upon the type of activities being undertaken.

South Winchester CC is fully committed to safeguarding and promoting the well-being of all its members and believes that it is important that members, coaches, administrators and parents/carers or guardians associated with the Club should, at all times, show respect and understanding for the safety and welfare of others.

As a member of South Winchester CC you are expected to abide by the following Code of Conduct:

Junior Players

· Play within the rules and respect officials and their decisions.

· Respect the rights, dignity and worth of all participants regardless of gender, ability, cultural background or religion

· Keep to agreed timings for training and competitions or inform their coach or team manager if they are going to be late

· Wear suitable kit (including safety equipment) for training and match sessions, as advised by the coach/team manager

· Pay any fees for matches, membership, training or other events promptly

· Junior members are not allowed to smoke on Club premises or whilst representing the club at competitions

· Junior members are not allowed to consume alcohol or drugs of any kind on the Club premises or whilst representing the club.

Parents and Guardians of Young Players (Juniors)

· Encourage your child to learn the laws and play within the spirit of cricket

· Discourage unfair play and disputes with opposing players, officials and coaches

· Help your child to recognise good performance, not just results

· Never force your child to take part if they do not wish to

· Set a good example by recognising fair play and applauding the good performances of all

· Do not enter a changing room without prior consent from a coach

· Never punish or belittle a child for losing or making a mistake

· Publicly accept the decision of officials without argument or comment

· Support your child’s involvement and help them to enjoy cricket

· Use the correct and proper language at all times

Adult Players

· Play cricket within the laws and in the spirit of the game

· Respect colleagues, opponents and officials and not shown dissent

· Not make derogatory comments or gestures about your colleagues or your opponents

· Never try to intimidate the opposition by threats or excessive triumphalism

· Keep to agreed timings for practice and matches or inform someone at the earliest opportunity if you are going to be late or cannot play

· Wear the appropriate kit properly

· Pay any fees for matches, membership, training or events promptly

· All players under the age of 18 must wear helmets in accordance with ECB rules and requirements.

Adult members and guests/spectators

· Respect the rights, dignity and worth of every person within the context of cricket

· Treat everyone equally and not discriminate on the grounds of race, age, gender, sexuality, religion, gender re-assignment, marital status, sexual preference, political or religious beliefs

· Not condone or allow to go unchallenged any form of discrimination if witnessed

· Promote the positive aspects of cricket e.g. fair play

· Display high standards of behaviour

· Encourage all participants to learn the Laws and rules and play within them, respecting the decisions of match officials

· Actively discourage unfair play, rule violations and arguing with officials

· Recognise good performance and not just match results

· Place the well-being and safety of young people above the development of performance

· Ensure that activities are appropriate for the age, maturity, experience and ability of the individual

· Respect Young People’s opinions when making decisions about their participation in cricket

· Not smoke, drink or use banned substances whilst actively working with young people in the Club

· Not provide young people with alcohol when they are under the care of the Club

· Follow ECB guidance set out in the “Safe Hands – Cricket Policy for Safeguarding Children” document and any other associated guidelines.

Members are encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club or its members with the Club Safeguarding Officer or the Club Secretary/Chairman.

All complaints regarding the behaviour of SWCC members or volunteers should be lodged in writing with the Club Secretary. Any complaint should include: details of what occurred; when and where the occurrence took place; who was involved, any witness details and copies of any witness statements.

Some matters can be responded to in writing without the need for a hearing to be convened. In these circumstances, the Club Secretary and at least one other Committee Member will consider the complaint and the complainant will receive a written response within 31 days of their complaint/grievance being received.

If the matter is more serious and requires more detailed information, consideration or investigation, the Club Secretary will contact the Management Committee who will appoint a sub-Committee to consider the matter. The sub-Committee should consist of at least two members. The sub-committee will hold a hearing to consider the matter to which the complainant and the named parties will be invited to attend. The Club will aim for the hearing to be held within 31 days of the complaint being received. The sub-Committee has the power to apply appropriate sanctions against any member of the SWCC for behaviour that is not conducive to the spirit of cricket or against the principles of the Club set out in the Code of Conduct.

Any SWCC member or volunteer requested to attend a sub-Committee shall be entitled to be accompanied by a friend or other representative and to call witnesses in support of their case.

Sanctions that can be imposed as a result of this disciplinary procedure, depending on the seriousness of the incident, include

• Being required to apologise to team-mates, the other team, umpire, team manager or other persons

• Receiving a verbal or written warning from the coach

• Receiving a verbal or written warning from the Club Committee

• Being immediately dropped or substituted

• Being suspended from training for a defined period

• Not be selected for the team for a defined period

• Being required to serve a suspension for a define period

• Being suspended from all Club events including social events for a defined period

• Membership being terminated

• Next year’s and future memberships not being renewed

Proposed Disciplinary sub-Committee membership

The sub-committee will consist of a minimum of two members, ideally including one of the following officers:-

Club Treasurer

Junior or Youth Manager

Club Cricket Secretary

Club Captain

The outline of the outcome of the hearing shall be put in writing to the complainant and the SWCC member or volunteer against whom the complaint was made, within 14 days of the hearing.

If an individual is dissatisfied with the outcome (either the decision, the findings or the sanction imposed), he/she has the right to appeal. An appeal should be lodged in writing to the Club Secretary within 14 days of receipt of the notification of the outcome.

The Club Secretary will contact the Management Committee who will appoint an Appeals Committee which shall not include members involved with the initial sub-committee hearing but may include non-members of the Club.

This Appeal Committee shall ideally include at least 2 members of the Management Committee and another independent person. The Appeals Committee shall consider the appeal within 31 days of the Secretary receiving the written appeal.

The SWCC staff, member or volunteer submitting the appeal shall be entitled to be accompanied by a friend or other representative and to call witnesses.

Proposed Disciplinary Appeal Committee membership

Club Secretary

Club Chairman

One other Management Committee member

One other person

The outcome of the Appeal hearing shall be put in writing to the person who lodged the complaint and the SWCC staff, member or volunteer against whom the complaint was made within 14 days of the hearing.

There is no further right of appeal.

A member of either committee can and is expected to exclude themselves if the complaint concerns an event they have an involvement or personal interest in, or a family or other particular link with any one of the people involved. In a situation of doubt the other members of the sub-Committee or Appeals Committee can rule.

The timescales set out in this Procedure may be amended by mutual consent.

1. Who is responsible for data protection?
   1. All our Workers are responsible for data protection, and each person has their role to play to make sure that we are compliant with data protection laws.
   2. We are not required to appoint a Data Protection Officer (DPO). However we have still appointed a Committee Member to be responsible for overseeing our compliance with data protection laws and they have the title of Data Compliance Officer.
2. Why do we have a data protection policy?
   1. We recognise that processing of individuals’ personal data in a careful and respectful manner cultivates trusting relationships with those individuals and trust in our Club. We believe that such relationships will enable our organisation to work more effectively with and to provide a better service to those individuals.
   2. This Policy works in conjunction with other policies implemented by us from time to time, and any other policies we implement from time to time.
3. Status of this Policy and the implications of breach.
   1. Any breaches of this Policy will be viewed very seriously. All volunteers, coaches and members must read this Policy carefully and make sure they are familiar with it. Breaching this Policy is a disciplinary offence and will be dealt with under our Club Disciplinary and Complaints Procedure.
   2. If you do not comply with Data Protection Laws and/or this Policy, then you are encouraged to report this fact immediately to the Data Compliance Officer. This self-reporting will be taken into account in assessing how to deal with any breach, including any non-compliance which may pre-date this Policy coming into force.
   3. Also if you are aware of or believe that any other representative of ours is not complying with Data Protection Laws and/or this Policy you should report it in confidence to the Data Compliance Officer. The principles of a Whistleblowing Procedure will apply in these circumstances.
4. Other consequences
5. There are a number of serious consequences for both yourself and us if we do not comply with Data Protection Laws. These include:
6. For you:
7. For the Club:
   1. Use of management time and resources: Dealing with assessments, investigations, enforcement action, complaints, claims, etc takes time and effort and can involve considerable cost.
8. Data protection laws
   1. The Data Protection Act 1998 (“DPA”) applies to any personal data that we process, and from 25th May 2018 this will be replaced by the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (“DPA 2018”) (together “Data Protection Laws”) and then after Brexit the UK will adopt laws equivalent to these Data Protection Laws.
   2. This Policy is written as though GDPR and the DPA 2018 are both in force, i.e. it states the position as from 25th May 2018.
   3. The Data Protection Laws all require that the personal data is processed in accordance with the Data Protection Principles (on which see below) and gives individuals rights to access, correct and control how we use their personal data (on which see below).
9. Key words in relation to data protection
   1. Personal data is data that relates to a living individual who can be identified from that data (or from that data and other information in or likely to come into our possession). That living individual might be a volunteer, member, customer, prospective customer, supplier, contractor or contact, and that personal data might be written, oral or visual (e.g. CCTV).
   2. Identifiable means that the individual can be distinguished from a group of individuals (although the name of that individual need not be ascertainable). The data might identify an individual on its own (e.g. if a name or video footage) or might do if taken together with other information available to or obtainable us (e.g. a job title and company name).
   3. Data subject is the living individual to whom the relevant personal data relates.
   4. Processing is widely defined under data protection law and generally any action taken by us in respect of personal data will fall under the definition, including for example collection, modification, transfer, viewing, deleting, holding, backing up, archiving, retention, disclosure or destruction of personal data, including CCTV images.
   5. Data controller is the person who decides how personal data is used, for example we will always be a data controller in respect of personal data relating to our employees.
   6. Data processor is a person who processes personal data on behalf of a data controller and only processes that personal data in accordance with instructions from the data controller, for example an outsourced payroll provider will be a data processor.
10. Personal data
11. Data will relate to an individual and therefore be their personal data if it:
    1. is an indication of our (or any other person’s) intentions towards the individual (e.g. how a complaint by that individual will be dealt with). 
    2. Information about companies or other legal persons who are not living individuals is not personal data. However, information about directors, shareholders, officers and employees, and about sole traders or partners, is often personal data, so business related information can often be personal data.
12. Examples of information likely to constitute personal data:
    1. Financial information and accounts (e.g. information about payments and receipts).
13. Lawful basis for processing
    1. For personal data to be processed lawfully, we must be processing it on one of the legal grounds set out in the Data Protection Laws.
14. For the processing of ordinary personal data in our organisation these may include, among other things:
    1. the processing is necessary for the legitimate interest reasons of the data controller or a third party (for example, keeping in touch with members, players, participants about competition dates, upcoming fixtures or access to club facilities).
15. Special category data
    1. Special category data under the Data Protection Laws is personal data relating to an individual’s race, political opinions, health, religious or other beliefs, trade union records, sex life, biometric data and genetic data.
    2. Under Data Protection Laws this type of information is known as special category data and criminal records history becomes its own special category which is treated for some parts the same as special category data. Previously these types of personal data were referred to as sensitive personal data and some people may continue to use this term.
16. To lawfully process special categories of personal data we must also ensure that either the individual has given their explicit consent to the processing or that another of the following conditions has been met:
    1. the processing is necessary for the purpose of preventative or occupational medicine or for the assessment of the working capacity of the employee.
17. To lawfully process personal data relating to criminal records and history there are even more limited reasons, and we must either:
    1. ensure that our processing of those criminal records history is necessary under a legal requirement imposed upon us.
    2. We would normally only expect to process special category personal data or criminal records history data usually in the context of our members/coaches/volunteers etc.
    3. When do we process personal data?
    4. Virtually anything we do with personal data is processing including collection, modification, transfer, viewing, deleting, holding, backing up, archiving, retention, disclosure or destruction. So even just storage of personal data is a form of processing. We might process personal data using computers or manually by keeping paper records.
18. Examples of processing personal data might include:
    1. Recording personal data in personnel or member files.
19. Outline
20. The main themes of the Data Protection Laws are:
    1. being able to demonstrate compliance with these laws.
21. In summary, data protection law requires each data controller to:
    1. keep adequate records of how data is processed and, where necessary, notify the ICO and possibly data subjects where there has been a data breach.
    2. Every member has an important role to play in achieving these aims. It is your responsibility, therefore, to familiarise yourself with this Policy.
    3. Data protection law in the UK is enforced by the Information Commissioner’s Office (“ICO”). The ICO has extensive powers.
22. Data protection principles
23. The Data Protection Laws set out 6 principles for maintaining and protecting personal data, which form the basis of the legislation. All personal data must be:
    1. processed in a manner that ensures appropriate security of the personal data using appropriate technical and organisational measures (“integrity and security”).
24. Data subject rights
25. Under Data Protection Laws individuals have certain rights (Rights) in relation to their own personal data. In summary these are:
    1. The right to not be subject to a decision made solely by automated data processing.
    2. The exercise of these Rights may be made in writing, including email, and also verbally and should be responded to in writing by us (if we are the relevant data controller) without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. We must inform the individual of any such extension within one month of receipt of the request, together with the reasons for the delay.
    3. Where the data subject makes the request by electronic form means, any information is to be provided by electronic means where possible, unless otherwise requested by the individual.
    4. If we receive the request from a third party (e.g. a legal advisor), we must take steps to verify that the request was, in fact, instigated by the individual and that the third party is properly authorised to make the request. This will usually mean contacting the relevant individual directly to verify that the third party is properly authorised to make the request.
    5. There are very specific exemptions or partial exemptions for some of these Rights and not all of them are absolute rights. However the right to not receive marketing material is an absolute right, so this should be complied with immediately.
    6. Where an individual considers that we have not complied with their request e.g. exceeded the time period, they can seek a court order and compensation. If the court agrees with the individual, it will issue a Court Order, to make us comply. The Court can also award compensation. They can also complain to the regulator for privacy legislation, which in our case will usually be the ICO.
    7. In addition to the rights discussed in this document, any person may ask the ICO to assess whether it is likely that any processing of personal data has or is being carried out in compliance with the privacy legislation. The ICO must investigate and may serve an “Information Notice” on us (if we are the relevant data controller). The result of the investigation may lead to an “Enforcement Notice” being issued by the ICO. Any such assessments, information notices or enforcement notices should be sent directly to our Data Compliance Officer from the ICO.
    8. In the event of a Worker receiving such a notice, they must immediately pass the communication to our Data Compliance Officer.
26. Notification and response procedure
27. If a member has a request or believes they have a request for the exercise of a Right, they should:
    1. inform our Data Compliance Officer or other member of the Club Committee of the request.
28. If a letter or fax exercising a Right is received by any member they should:
    1. our Data Compliance Officer will then respond to the data subject on behalf of the Club Committee.
29. If an email exercising a Rights is received by any member they should:
    1. our Data Compliance Officer will then respond to the data subject on behalf of the Club Committee.
    2. Our Data Compliance Officer will co-ordinate our response. The action taken will depend upon the nature of the request. The Data Compliance Officer will write to the individual and explain the legal situation and whether we will comply with the request. A standard letter/email from the Data Compliance Officer should suffice in most cases.
    3. The Data Compliance Officer will consult with the Club Committee and inform them of any action that must be taken to legally comply. The Data Compliance Officer will co-ordinate any additional activity required by the Club to meet the request.
    4. The committee member who receives the request will be responsible for ensuring that the relevant response is made within the time period required.
    5. The Data Compliance Officer’s reply will be validated by another/relevant committee member. For more complex cases, the letter/email to be sent will be checked by legal advisors.
30. Your main obligations
31. What this all means for you can be summarised as follows:
    1. Immediately notify the Data Compliance Officer or another member of the Club Committee if you become aware of or suspect the loss of any personal data or any item containing personal data.
32. Your activities
    1. Data protection laws have different implications in different areas of our club’s activities, and sometimes these effects can be unexpected.
    2. Areas and activities particularly affected by data protection law include coaching, security (e.g. CCTV), customer care, marketing and promotions, health and safety, criminal records checking and finance.
    3. You must consider what personal data you might handle, consider carefully what data protection law might mean for you and your activities, and ensure that you comply at all times with this policy.
33. Practical matters
34. Whilst you should always apply a common sense approach to how you use and safeguard personal data, and treat personal data with care and respect, set out below are some examples of dos and don’ts:
    1. If any personal data is lost, or any devices or materials containing any personal data are lost, report it immediately to our Data Compliance Officer or another member of the Club Committee.
    2. However you should always take a common sense approach, and if you see any areas of risk that you think are not addressed then please bring it to the attention of our Data Compliance Officer or another member of the Club Committee.
35. Foreign transfers of personal data
    1. Personal data must not be transferred outside the European Economic Area (EEA) unless the destination country ensures an adequate level of protection for the rights of the data subject in relation to the processing of personal data or we put in place adequate protections. This is mainly relevant to data held and accessed in Cloud-based services as well as some data processing the club may outsource like payroll processing or performance data analysis
    2. These protections may come from special contracts we need to put in place with the recipient of the personal data, from them agreeing to be bound by specific data protection rules or due to the fact that the recipients own country’s laws provide sufficient protection.
    3. These restrictions also apply to transfers of personal data outside of the EEA even if the personal data is not being transferred outside of our group of companies.
    4. You must not under any circumstances transfer any personal data outside of the EEA without the Data Compliance Officer or another member of the Club Committee’s prior written consent.
    5. We will also need to inform data subjects of any transfer of their personal data outside of the UK and may need to amend their privacy notice to take account of the transfer of data outside of the EEA.
    6. If you are involved in any new processing of personal data which may involve transfer of personal data outside of the EEA, then please seek approval of our Data Compliance Officer or another member of the Club Committee prior to implementing any processing of personal data which may have this effect.
36. Queries
    1. If you have any queries about this Policy please contact a member of the Club Committee.

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection, we will be the controller of any of your personal information.

References to we, our or us in this privacy notice are to the South Winchester Cricket Club.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Club Committee has overall responsibility for data protection compliance in our Club.

Personal Information we may collect from you

Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:

• personal contact details that allow us to contact you directly ,such as name, title, email addresses and telephone numbers
• date of birth;
• gender;
• membership start and end date;
• records of your interactions with us, such as telephone conversations, emails and other correspondence and your instructions to us;
• any credit/debit card/bank details you provide so that we can receive payments from you, and details of the financial transactions with you;
• use of and movements through our website, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
• records of your attendance at any events hosted by us;
• images in video and/or photographic form and voice recordings;
• your marketing preferences so that we know whether and how we should contact you;
• identification documents such as passport and identity for DBS purposes;
• details of next of kin, family members, coaches and emergency contacts;
• records and assessment of any players rankings, grading or ratings, competition results, details regarding matches attended and performance (including generated through player pathway programme);
• any disciplinary and grievance information

Special Categories of Personal Information

We may also collect, store and use the following "special categories" of more sensitive personal information regarding you:

• information about your health, including any medical condition, health and sickness records, medical records and health professional information;

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that

• the processing is necessary for reasons of substantial public interest, on a lawful basis;
• it is necessary for the establishment, exercise or defence of legal claims; or
• based on your explicit consent

In the table below we refer to these as the "special category reasons for processing of your personal data"

We may also collect criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

Where we collect your information

We typically collect personal information about our members when you apply to become a member of the club or to take part in one of our "open courses", when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

If you are providing us with details of next of kin, family members and emergency contacts they have a right to know and to be aware of how and what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the "Your rights in relation to personal information" section below.

Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

DIRECT MARKETING

Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in.

We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by notifying the Club Secretary.

Disclosure of your PERSONAL information

We share personal information with the following parties:

• Any party approved by you.
• To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.
• Other service providers: for example, payment processors, data analysis CCTV contractors, promotional advisors, contractors or suppliers and IT services (including CRM, website, video- and teleconference services);
• Our Commercial Partners: for the purposes of providing you with information on any tickets, special offers, opportunities, products and services and other commercial benefits provided by our commercial partners as part of your membership package
• The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
• Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
• The Junior Cricket Association/Hampshire Cricket League and other training providers for the purposes of training and education.
• The Hursley Sports and Social Club for the purposes of maintaining Club membership data, for the processing and receipts of payments, facilities bookings requests and management, annual budgeting purposes and for the processing of their legitimate purposes in relation to your membership of the cricket section as a sub-section of the Hursley Sports and Social Club.

TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY

[The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.]

HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period 6 years after your last contact with us or the end of your membership. Exceptions to this rule are:

• CCTV records which are held for no more than 30 days unless we need to preserve the records for the purpose of prevention and detection of crime;
• Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months;
• Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the “Contacting us” section below.

YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

You have the following rights in relation to your personal information:

• the right to be informed about how your personal information is being used;
• the right to access the personal information we hold about you;
• the right to request the correction of inaccurate personal information we hold about you;
• the right to request the erasure of your personal information in certain limited circumstances;
• the right to restrict processing of your personal information where certain requirements are met;
• the right to object to the processing of your personal information;
• the right to request that we transfer elements of your data either to you or another service provider; and
• the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” on our website.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

CHANGES TO THIS NOTICE

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

CONTACTING US

In the event of any query or complaint in connection with the information we hold about you, please email the Club Secretary or the Club Chairman. Contact information can be found on the Club’s website.

Social networking sites (such as facebook, youtube, twitter etc) are a useful way of keeping in touch with other players. However, players must not forget that what they post on any social site may be seen by others and they are reminded that they must not bring SWCC into disrepute or cause distress to any other member. SWCC will not tolerate any malicious communications, harassment or discrimination through social media.

Do not use social media to make malicious, insulting, offensive, obscene or false statements regarding our players, coaches, officials, staff, volunteers or spectators/family members. This applies regardless of whether:-

• You are posting yourself or sharing someone else’s post.
• The individual is tagged in the post or not
• The communication is by word, photograph, video or any other form.
• The post is anonymous or not. If we can trace it back to you, we will act.

Guidelines on use of the Club’s social media groups

Our facebook groups have been set up primarily for coaches, team managers and players to share information regarding matches, coaching and associated cricket events with Club members.

For the benefit of everyone at the Club, we ask that everyone observes the following guidelines:-

• DO always post as yourself – do not pretend to be someone else
• DO be kind and respectful to others – everyone is here trying to support our Club and its members
• DO show proper consideration for the privacy of others and avoid topics that may be objectionable or inflammatory
• DO show and offer your support to the Club – whether at training, at matches or to support the Committee
• DON’T say anything on facebook groups that may affect the reputation of the Club or any of its members
• DON’T post photos of your own or others’ children without their express prior consent
• DON’T post anything not related to cricket club matters
• DON’T ask others for personal information nor provide personal information if asked

Posts that are deemed out of line with our Club’s Social Media Policy may be removed without warning and followers may be blocked as a result. Any breach of this policy may also lead to disciplinary action and expulsion from the Club. You may also be liable to criminal proceedings and/or prosecution under libel and data protection laws.

The SWCC will monitor this Policy and will take action if they become aware of any breach.

Anyone who believes they may be subject to harassment, bullying or victimisation via social media by a player of SWCC should contact a member of the Committee for guidance.

South Winchester Cricket Club (The Club) is committed to ensuring that all children (*) participating in cricket have a safe and positive experience.

(* the word ‘Children’ should be taken to mean all persons under the age of 18.)

We will do this by:

• Recognising that all children participating in cricket (regardless of age, gender, race, religion, sexual orientation, ability or disability) have a right to have fun and be protected from harm in a safe environment.
• Ensuring individuals working within cricket at, or for, our club provide a safe, positive and fun cricketing experience for children
• Adopting and implementing for the England and Wales Cricket Board (ECB) “Safe Hands – Cricket Policy for Safeguarding Children” and future versions of this.
• Appointing a Club Safeguarding Officer and ensuring that they attend all current and future training modules required by the ECB, so they have the necessary skills to undertake their role effectively.
• Ensuring that all people who work in cricket at, or for, our Club (such as staff, officials, volunteers, team managers, coaches and so on) understand the “Safe Hands Policy” applies to them according to their level of contact with children in cricket.
• Ensuring that all people who work in cricket at, or for, our Club are recruited and appointed in accordance with ECB guidelines and relevant legislation
• Ensuring that all people who work in cricket at, or for, our Club are provided with support, through education and training, so that they are aware of, and can adhere to, good practice and Code of Conduct guidelines defined by the ECB and the Club.
• Ensuring the name and contact details of the Club Safeguarding Officer is available:
• As the first point of contact for parents, children and volunteers/staff within the Club
• As a local source of procedural advice for the Club, its committee and members
• As the main point of contact within the Club for the ECB County Welfare Officer and the ECB Child Protection Team
• As the main point of contact within the Club for external agencies in connection with Child Safeguarding
• Ensuring correct and comprehensive reporting procedures exist for raising and managing child safeguarding concerns. Such procedures should recognise the responsibility of the statutory agencies and be in accordance with pre-defined child safeguarding procedures as set down by the ECB, Statutory Agencies and Local Safeguarding Board (LSCB) guidelines and policies.
• Providing everyone connected with the Club (including parents, children and volunteers) with the opportunity to voice any concerns they have (about possible, suspected child abuse, and/or about poor practice) to the Club Safeguarding Officer(s).
• Ensuring that all suspicious concerns and allegations are taken seriously and dealt with swiftly and appropriately
• Ensuring access to confidential information relating to Child Safeguarding matters is restricted to the Club Safeguarding Officer(s) and the appropriate external authorities, such as the Local Authority Designated Officer (LADO), as specified within ECB Child Safeguarding procedures

Adults (including volunteers, coaches, umpires or staff) should not change or shower at the same time using the same facility as young people under the age of 18.

Young people should be allowed to use the changing facilities before the adults use them

If young people are uncomfortable changing or showering at the Club, no pressure should be placed on them to do so. They should be encouraged to do this at home.

The use of mobile phones or cameras in changing rooms is banned at all times

Note:  If adults and young people need to share changing facilities at an away ground, the team captain should ensure that the above guidelines are followed.

Thunder and Lightning

ECB Guidance for the Safety of Players and Officials – Thunder and lightning

 Lightning: What Should You Do?

 GO INDOORS IMMEDIATELY if:

• There is sudden thunder without lightning

• You see lightning in the clouds

• Flash to bang time is 30 seconds or less *

• You see lightning strike the ground or building etc nearby

 DO NOT:

• Waste time covering the pitch

• Go near or move metal-framed pitch covers or machinery

• Bunch together – spread out as you move indoors

• Shelter under a tree especially a single tall tree

• Stay outside if you can get into a building (or a car). [Sheltering inside a permanent metal-skinned or –roofed building is usually OK but avoid small sheds etc]

 WHEN TO RESUME:

• Keep watching and listening 30 minutes after the last thunder it should be safe to go out * – but: if in doubt – stay indoors!!

 DANGER SIGNS:

There is imminent danger of a lightning strike if:

• You feel your hair standing on end

• There is crackling in the air

• There is sudden thunder without lightning

 REMEMBER – THERE IS NO SAFE PLACE OUTSIDE IN A THUNDER STORM

Never lie flat on the ground during a lightning storm. Although the ‘Lightning Squat’ (crouching low with hands over head and ears and elbows on knees) has been mentioned by some as a last resort it doesn’t work. If you can get into a sturdy building or a car do this at once.

* the ’30/30 Rule’ – by no means infallible but a good guideline. Get indoors when thunder is audible within 30 seconds after you see the associated flash (the ‘flash to bang time’) and don’t venture out until thunder has not been heard for 30 minutes.

Please click this document for the ECB Anti-Discrimination Code 2022

South Winchester Cricket Club recognises the value of retaining its players but also recognises that from time to time, individual players may experience financial difficulties that may otherwise preclude them from playing for the Club on a regular basis.

Where any individual player experiences financial difficulties in continuing to play for the Club, the player should submit a financial assistance request to the Club Committee (either verbally to a member of the Committee or in writing). The Club will consider providing financial assistance to any player who has been with the Club for one year or longer. Each case will be considered by the Club Committee who will review each case on its own merits.

Financial assistance may include the following:

· temporarily reducing or waiving the annual membership fee

· waiving/reducing match fees

· making a contribution to travel costs for those residing outside of Hampshire.

Any contribution towards mileage will take into account inland revenue mileage rates set annually but my be rounded up/down to take account of individual circumstances.

All requests for financial assistance under this Policy will be discussed and agreed by the Club Committee and will be recorded in the Committee minutes for future reference.

The Committee’s decision on each case shall be final and there will be no right of appeal against its decision.

Membership and meetings

1. The club shall be called the ‘South Winchester Cricket Club’, hereinafter referred to as ‘SWCC’.

1. The main purpose of the Club is to provide facilities for and to promote participation in the sport of cricket.

2. The Club is affiliated to the England and Wales Cricket Board through the Hampshire Cricket Board.

3. The SWCC shall consist of 2 sections, a Senior and a Colts, both being governed by the articles in this Constitution.

4. The SWCC shall be controlled by a committee consisting of 4 officers, viz. the Chairman, the Club Captain, the Secretary, and the Treasurer, plus 7 additional members including the Club Safeguarding Officer. The Committee shall consist of not more than eleven, and not less than five, and four shall form a quorum. The committee shall appoint additional captains, plus roles and responsibilities as required.

5. At least three of the Committee must be unrelated to each other and not co-habiting.

6. All officers and members of the committee shall be elected by the members of the SWCC at the Annual General Meeting. They shall hold office until the next Annual General Meeting when their period of office will automatically terminate, but they may stand for re-election if they so wish.

7. The committee may co-opt additional members if required, but such members shall not be entitled to vote on formal proposals.

8. The Committee shall consider skills needed and diversity on the Committee.

9. The Committee shall meet at least four times each year.

10. The Committee shall appoint a Safeguarding Officer to ensure compliance with safeguarding legislation and the ECB Safe Hands policy. The Club Safeguarding Officer shall be a committee member and report to the relevant Committee meetings. Any reports and actions taken shall be minuted.

Bank Account

Any bank account in which any part of the Club’s funds are deposited shall be operated by the Committee and shall be held in the name of the Club. Unless regulations state otherwise, all cheques and orders for payment of money from such accounts must be signed by at least two people authorised by the Committee, including at least one committee member.

Delegation

The Committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers and its duty to report back to the Committee.

Disclosure

The Annual Club reports and statements of account must be made available for inspection by any member and all club records may be inspected by any Committee member.

Annual General Meetings

1. The committee shall call a general meeting of the SWCC, to be called ‘The Annual General Meeting’ not later than the 31st October each year and no longer than 15 months after the last AGM. Fourteen days clear notice must be given, and the notice must include full and sufficient detail of any special matter to be considered at the Annual General Meeting. The quorum at any general meeting shall be eight members.

1. The posting of a ‘suitable notice’ (including electronic) shall be considered to be adequate notice to all members of an Annual General Meeting or Extraordinary General Meeting.

2. Nomination of candidates for election as officers or committee members should be given in writing to the secretary at least seven days before the date of the Annual General Meeting, but the chairman may admit nominations up to the time of voting.

3. The Committee will provide a report on the Club’s activities and the Treasurer will produce an account of the Club for the latest financial year.

4. The members will discuss and vote on any resolution whether about policy or to change the rules)

5. An Extraordinary General Meeting may be called by the Secretary within 14 days of a request by the written application to the Secretary by any nine members of the club. The application must state the reason for the general meeting so requested. The secretary, upon receipt of such a written application, shall forthwith post fourteen days notice of the general meeting, stating the reason or reasons given by the requesters. The meeting shall be limited solely to the business posted.

6. The committee in office will establish working guidelines for committee business as considered appropriate.

Personal Interests

1. Whenever a Committee members has a personal interest in a matter to be discussed he/she must declare it, withdraw from the part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned. Any such conflict of interest must be recorded in the meeting minutes.

Affiliation

1. The Club shall adopt and implement the ECB “Safe Hands – Cricket’s Policy for Safeguarding Children” and any future versions of this Policy. The Club will also have a separate Safeguarding Policy as required by the ECB.

1. The Club shall adopt and implement the ECB Anti- Discrimination Code of Conduct and any future versions of this policy.

Permitted means of advancing the purposes of the Club

1. The Committee has the power to:

a) acquire and provide grounds, equipment, coaching, training and playing facilities

b) provide coaching, training, medical treatment and related social and other facilities

c) take out any insurance for the Committee, players, guests and third parties

d) raise funds by appeals, subscriptions, loans and charges

e) set aside or apply funds for special purposes or as reserves

f) deposit or invest funds in any lawful manner

g) co-operate with any organisation, club, sporting body, government or government-related agencies

h) do all things reasonably necessary to advance the purposes of the Club.

Membership

1. Membership of the Club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, sexual orientation, religion or beliefs, excepts as a necessary consequence of the requirements of cricket.

2. The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will have an equitable pricing policy and will use reasonable efforts to keep subscriptions at levels that will not pose a significant obstacle to people participating.

3. Subscriptions and match fees in respect of the following season shall be decided by the Committee at the Annual General Meeting.

Code of Conduct/Disciplinary issues

1. SWCC has a Code of Conduct and expects all of its members to adhere to the principles contained within it. Any breaches of the Code will be dealt with under the Disciplinary/Complaints Procedure. Both the Code of Conduct and Grievance Disciplinary/Complaints Procedure can be found on the Club’s website.

1. The Club and its members shall ensure that members, playing and non-playing, abide by the ECB Code of Conduct which incorporates the Spirit of Cricket and by the Laws of Cricket.

2. The Committee may refuse membership or remove it at their discretion but only for good cause such as conduct or character likely to bring the Club or cricket into disrepute. The Committee may only refuse to admit a new member if a resolution is passed at a meeting where the person in question has been notified in writing in advance and been given 14 days to provide a written submission for the Committee to consider at its meeting. Any appeal against a refusal of membership shall be dealt with by an Appeals Committee.

Amendments to the Constitution

1. Amendments to the Constitution may be made at general meetings only, and by consent of a majority of the members present. Any proposal involving an alteration must be included in the notice of the general meeting at which the matter is to be resolved.

Winding up of SWCC

1. The members may vote to wind up the Club if at lest three quarters of those present and voting support that proposal at a properly convened general meeting.

1. The Committee will then be responsible for the orderly winding up of the Club’s affairs.

2. After settling all liabilities of the Cricket Club, any remaining assets shall be transferred to the Hursley Sports and Social Club.

Original signed and held by the SWCC Secretary.

NOTE:

Original ‘rules’ Adopted by the First Annual General Meeting on 19th September 1962: 

and amended by:

 the Third Annual General Meeting on 14th October 1964,

 the Fourth Annual General Meeting on 13th October 1965,

 the Nineteenth Annual General Meeting on 27th October 1980,

 the Forty Eighth Annual General Meeting on 2nd November 2009,

 the Forty Ninth Annual General Meeting on 22nd November 2010.

 the Fiftieth Annual General Meeting on 30th November 2011

 the Fifty-Seventh Annual General Meeting on 29th October 2018

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