Terms and Conditions
Wheatley RUFC .COM TERMS AND CONDITIONS
IMPORTANT LEGAL NOTICE
CHILDREN AGED UNDER 16
If you are under 16, you must ask your parent or a guardian before you:
email the website, or ask us to email anything to you;
send any information to us;
enter any competition or game that requires information about you or offers a prize;
apply to join the Wheatley RUFC Junior Membership Scheme;
post any information on any bulletin board or enter any chat room; or
offer or agree to buy anything online.
By continuing to use the Website and any of the services offered by it, you are confirming that you have received the consent of your parent or a guardian.
1. ABOUT US
This website is the official website of Wheatley Rugby Football Club ("the Club", "we" and "us"). If you have any comments or questions about this website or any of our services please contact us by one of the methods shown below.
Mail: Data Protection Officer
HOLTON PLAYING FIELD
Wheatley RUFC is associated with the RFU
3. Transactions with the Club
Unless otherwise specified, orders for goods and/or services placed through the Website are subject to the applicable WRUFC Terms and Conditions of Sale and you should
read them carefully before placing an order.
4. Commercial Partners
Our commercial partners and other third parties may occasionally promote their goods or services on the Website or through our email services. Whilst we try to encourage our partners to offer good quality products and services at competitive prices we have no control over them or other third parties and, we do not endorse the products or services they offer or give you any assurance that they will be suitable for your needs. It is your responsibility to satisfy yourself in this regard and we have no liability in connection with the sale of any goods.
5. Ownership Of Materials And Licence Terms
The Website and the materials on it or available through our email services (the “ WRUFC Materials”) are protected by copyright, trade mark and other intellectual property rights and laws throughout the world. The WRUFC Materials are owned by or are licensed to the Club. You are permitted to display the WRUFC Materials on a computer screen and to download and print a hard copy for your personal use provided you do not alter or remove any copyright, trade mark or other proprietary notices. You agree not to:
use any of the materials on this website for commercial exploitation without the Club's prior written consent;
establish a link to this website from any other website, intranet or extranet site without the Club's prior written consent;
do anything that may interfere with or disrupt this website or our services;
post any information on or send any information via the Website (whether on any bulletin board or in any chat room or otherwise) that does not comply with the Club’s Acceptable Use Policy set out at paragraph 6 below; or
do anything that may infringe the rights of any other person.
If you send any comments, suggestions or materials to us from or concerning the Website, our email services, the Club, its players, management or staff or any other matter (“User Materials”):
the Club shall be entitled to adapt, broadcast, copy, disclose, license, publish, sell, transmit and otherwise use such User Materials for any and all commercial and non-commercial purposes; and
you warrant that you have obtained all necessary licences and/or approvals in order to allow the Club such use..
6. Acceptable Use Policy
Any and all materials which you contribute to or send via the Website must:
be accurate (where they state facts);
be genuinely held (where they state opinions); and
comply with all applicable law in the United Kingdom and in any country from which they are posted.
Any and all materials which you contribute to or send via the Website must not:
be unlawful, harmful, threatening, defamatory, libellous, obscene, harassing or racially or ethnically offensive;
facilitate or promote illegal activity;
be or contain anything which is technically harmful (including, without limitation, a computer virus, logic bombs, Trojan horses, worms, harmful components, corrupted data or other malicious software or harmful data);
infringe the intellectual property rights or other rights of any third party;
promote unlawful violence, discriminate based on race, gender, colour, religious belief, sexual orientation, disability; or
be contributed or sent for commercial gain.
7. Website Availability
The Website is provided free of charge and we make no guarantee that it will be uninterrupted or error free. We reserve the right to suspend or withdraw the whole or any part of the Website at any time without notice and without incurring any liability.
8. Links From This Website
We may, from time to time, provide links from the Website to websites that are owned and controlled by third parties. These links are provided only for your convenience and we have no control over, and will have no liability in respect of, those third party websites.
Internet transmissions are never completely private or secure and there is a risk, therefore, that any message or information you send to us from the Website may be intercepted and potentially read by others. We will have no liability in respect of any transmissions you send to us and you do so entirely at your own risk.
10. Accuracy Of Information
We take care to ensure that all information available on the Website about the Club, its services and events is accurate and up-to-date. However, these are continually developing and updated and the information, images, specifications and prices on the Website may, occasionally, be inaccurate or out of date. We have no liability for any inaccurate information and reserve the right to correct it at any time.
11. E-Membership and other Areas with Restricted Access
Website users may be offered the opportunity to subscribe and/or register to receive additional restricted access to the Website or information. We are not under any obligation to accept a request for registration or subscription and reserve the right to suspend or terminate access at any time for any reason e.g. if your continued use is believed to prejudice us or other users.
If we do accept your registration, it is for a single user only. The Club does not permit you to share your user name and password with any other person nor with multiple users on a network.
Responsibility for the security of any passwords issued by us or chosen by you rests with you.
12. Email Service
13. Withdrawal of your Access to the Website
The Club, and all other parties (whether or not involved in creating, producing, maintaining or delivering the Website), and any of the Club's officers, directors, employees, shareholders or agents of any of them, exclude all liability and responsibility for any amount or kind of loss or damage that may result to you or a third party (including without limitation, any direct, indirect, punitive or consequential loss or damages, or any loss of income, profits, goodwill, data, contracts, use of money, or loss or damages arising from or connected in any way to business interruption, and whether in tort (including without limitation negligence), contract or otherwise) in connection with:
the use, inability to use or the results of use of the Website; and
any websites linked to the Website or the material on such websites,
including but not limited to loss or damage due to viruses that may infect your computer equipment, software, data or other property on account of your access to, use of, or browsing the Website or your downloading of any material from the Website or any websites linked to the Website.
death or personal injury caused by negligence (as such term is defined by the Unfair Contract Terms Act 1977); or
misrepresentation as to a fundamental matter; or
any liability which cannot be excluded or limited under applicable law.
15. Information Relating A Third Party
You undertake not to either include or otherwise disclose any confidential information or personal data relating to third parties in connection with your use of the Website without that third party's express written consent.
Wheatley RUFC (WRUFC) is committed to protecting your privacy and ensuring a secure online experience. In general, you can view this site and all the latest news and results without telling us who you are or revealing any information about yourself. Sometimes, however, the WRUFC needs to monitor website usage to help it to develop the website and our services.
Collection of Personal Information
WRUFC offers certain functions and services which, if you choose to use them, will require information from you in order to work, such as your name, email, address and mobile telephone number. WRUFC will endeavour to let you know before your personal information is collected from you on the internet.
Use of Personal Information
We use personal information for five primary purposes:
To perform the services you have requested (such as administering your subscription to a free online service or processing orders from the club shop)
To make the site easier for you to use by not making you enter your personal information more than once
To help you find what you're looking for quickly
To help us create and deliver content most relevant to you
To alert you to new services, special offers, and other info, unless you have indicated otherwise WRUFC is very much aware that some people will not want their information used other than for the purposes for which it was supplied; some will want to receive information from WRUFC on rugby issues only and others will want to receive more information.
WRUFC will use your personal data for the administration of the game, but will give you the choice as to what information if any you wish to receive by email.
In connection with commercial information, the categories have been divided into three groups, namely:
Products and commercial services available from WRUFC , these include Limited, CLUB SHOP and PAYMENTS
Products and services available from WRUFC official sponsors - these sponsors will be listed on the WRUFC website.
Products and services available from WRUFC official sponsors’ subsidiary or associate companies - WRUFC will not be able to list these entities
WRUFC has decided that for the first two categories you should be able to ‘Opt Out’ of receiving the information, but that for the third category you will only receive it if you ‘Opt In’.
WRUFC will not use (or pass to any third party) contact data on children under the age of 14 for any commercial mailing purposes.
Processing Your Data
If you choose to give us personal information to process an order or provide you with a subscription to a free service then this will be held and processed by the WRUFC in accordance with the GDPR Act 2016. The RFU may also need to transfer your personal information to its agents or sub-contractors who will process it on the RFU's behalf.
Providing you with information
WRUFC may use your personal information to supply you with information about the WRUFC and/or its related organisations, and new (unless you have indicated otherwise) services offered to the game, as well as their respective activities and ranges of goods, services and opportunities (and otherwise where you have given your consent).
WRUFC may also use your personal information for general statistical purposes. We also keep track of the domains from which users visit and analyse this data:
For trends and statistics and to evaluate the efficiency of our website and our internet infrastructure
To ensure that services offered (such as, but not limited to, chat and forums) are not abused
We may also use your information for detection of fraud and market research purposes.
WRUFC website contains links to other websites. WRUFC is not responsible for the privacy practices or the content of external websites.
Information may be sent to your computer in the form of an Internet "cookie" to allow the PITCHERO servers to monitor your requirements. The cookie is stored on your computer. The PITCHERO server may request that your computer return a cookie to it.
These return cookies do not contain any information supplied by you or any personally identifiable information about you.
Such measures are necessary to allow the PITCHERO to measure the usability of the systems, which will help to continually improve user experience of our websites.
Your browser software should however enable you to block cookies if you wish to. For more information about cookies, please visit www.allaboutcookies.org.
Summary of how we and the RFU use your data
Wheatley RUFC uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes. In addition, your name, address and or contact details are used within our EPOS system for management of your membership card and the discounts that it offers you across the bar
Some data is shared with the RFU, who use your data to regulate, develop and manage the game.
Data is also shared with Email Newsletter system.
Where we or the RFU rely on your consent, such as any consent we seek for email
marketing, you can withdraw this consent at any time.
Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.
Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.
What does this policy cover?
This policy describes how Wheatley Rugby Club (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.
It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
your date of birth,
your RFU ID (as assigned in GMS)
your home address, email address and phone number;
your passport and NI details, where we have to check your eligibility or ability to work for us;
your type of membership and involvement in particular teams, or any key role you may have
been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
your payment and/or bank account details, where you provide these to pay for membership;
your marketing preferences, including any consents you have given us;
your medical conditions or disability, where you provide this to us with your consent (or your
parent’s consent) to ensure we are aware of any support we may need to provide to you.
Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
o taking payments;
o communicating with you;
o providing and arranging the delivery or other provision of products, prizes or services;
As required by the Club to conduct our business and pursue our legitimate interests, in particular:
o we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
o we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
o we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought
o we use data of some individuals to invite them to take part in market research; Where you give us consent:
o we will send you direct marketing or promotional material by email;
o we may handle medical or disability information you or your parent provides to us, to
ensure we support you appropriately;
o on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
For purposes which are required by law:
o we maintain records such as health and safety records and accounting records in
order to meet specific legal requirements;
o we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
o we may respond to requests by government or law enforcement authorities conducting an investigation.
How does the RFU use any of my information?
The RFU provides GMS, but make its own use of the following information:
your date of birth;
your RFU ID (as assigned in GMS);
your home address, email address and phone number; and
your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.
The RFU uses this information as follows:
As required by the RFU to conduct its business and pursue its legitimate interests, in particular:
o communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;
o administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
o maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
o monitoring use of GMS, and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;
o maintaining statistics and conducting analysis on the make-up of rugby’s participants;
o ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
o communicating with you to ask for your opinion on RFU initiatives. For purposes which are required by law:
o The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
o The RFU may respond to requests by government or law enforcement authorities conducting an investigation.
Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.
Who will we share this data with, where and when?
Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and providers of our email marketing system.
Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor's Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
You have the same rights for data held by the RFU for its own purposes on GMS.
To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you or the RFU?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, you can get in touch at or by writing to Chair of Communications, Wheatley Rugby Club, Holton , Oxford , Oxfordshire.
If you have any concerns about how the RFU process your data, you can get in touch at firstname.lastname@example.org or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for 6 years after this.
Where we process personal data for marketing purposes or with your consent, we process the data ongoing unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract or for a competition, we keep the data for 6 years from your last interaction with us.
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.
Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.