ARMY HOCKEY PRIVACY POLICY
The Army Sport Data Protection Manager (DPM) address is: 
Data Protection Manager
Army Sport
Mackenzie Building
Fox Lines
Queens Avenue
Aldershot
GU11 2LB
The Army Hockey Association Data Controller is the CEO Army Sport.
This privacy policy sets out personal information how Army Hockey uses and protects any information that you give when you use the Army Hockey website and register for events.
Army Hockey is committed to ensuring that your privacy is protected. You may be required to provide certain information by which you can be identified when using this website or when registering for events, when this is necessary you can be assured that it will only be used in accordance with this privacy statement. Failure to provide this information will result in individuals being unable to enter Army Hockey Association run events.
What personal information do we collect?
We may collect the following information:
| Regimental Number | Rank | Full Name | Gender | Date of Birth |
| Telephone Numbers | Email Address | Home Address | Unit Address | Job Title |
| Regular/Reserves | Corps | Coaching and Officiating Quals | Awards (e.g. CEO Coin, Colours) | Playing Level |
| Committee Membership |
Our legal basis for processing your personal data is legitimate interests We require this information to ensure the smooth running of events and in particular for the following purposes:
Members – Personal details including bank details will be held as long as an individual is a member of the Army Hockey Association. Once an individual is no longer a member their information will be removed from the database. The member’s administrator will conduct a review of the membership database within 30 days of the annual renewal date.
Hockey Players – In order to ensure we enter the players/teams into the correct level of competition and to ensure that the Ops Manager and Team Managers can make contact with players with regards to competition entry and to keep players and coaches updated with information for competition administration.
Corps Secretaries/Team Managers – These individuals are the conduits to all competitors at both Army/Corps level and Grassroots. Details held are only those required to allow contact no personal addresses will be held and unless requested e-mail addresses will normally be work e-mail addresses.
We collect personal information for the purpose of running events and for the following reasons:
Record Keeping: We maintain records to ensure efficient event management.
Email Communication: Throughout the season, we periodically send emails about competitions and events organised by Army Hockey Association. These communications are sent to the email address you have provided.
Participation Returns: We use the information to facilitate participation reporting.
Retention of Personal Information
We retain personal information as follows:
All players/coaches: Personal data is held for 12 months unless requested to be removed before this time period. After this period, members are asked to declare their intention to continue playing Army Hockey. If they plan to continue, their information is reviewed and kept on file for the upcoming season. If they choose to stop playing Hockey their details are removed from the database.
Event Results: Results obtained from events are retained in perpetuity as a historical record.
Anonymised Data: Certain collected information is anonymised and retained to assist team managers in future sport delivery.
Information Security
Our commitment to ensuring the security of your information is unwavering. To prevent unauthorised access or disclosure, we have implemented robust physical, electronic, and managerial procedures. These measures are designed to safeguard and secure the information we collect, whether it’s online or in paper format.
How we use Cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
At Army Hockey, we prioritise your privacy. Here’s how we handle your personal information:
No Selling: We never sell your personal information to third parties.
Limited Distribution: Your personal information is not distributed to third parties unless legally required.
Promotional Communication: With your consent, we may us e your personal information to send you promotional material related to third parties that we believe you might find interesting.
Additionally, you have the right to request details of the personal information we hold about you under the Data Protection Act 1998. If you would like a copy of the information we have on file, please write to:
Operations Manager Army Hockey
Army Sport
Mackenzie Building
Fox Lines
Queens Avenue
Aldershot
GU11 2LB
You have the right to rectification, erasure, restriction, and objection. If you believe that any information we are holding about you is incorrect or incomplete, or if you wish it to be erased, please write to or email Army Hockey at the address provided above. We will promptly take any corrective action required. If you wish to lodge a complaint, you have the right to do so with the Information Commissioner’s Office (see link below).
https://ico.org.uk/for-the-public/
Document Date: 1 Apr 24 Review Date: 31 Mar 25
<electronically signed>
B L Richardson
AHA Operations Manager
Army Hockey – Retention and Deletion Schedule
| Dept/Sport | Personal Data Description | Retention Period | Deletion Period |
| Hockey – Committee and key personnel | Name, address, tel no and email address | During tenure of position – not defined | Deleted on relinquishing appt |
| Hockey – List of umpires and coaches
|
Name, tel no, email address and NGB Reg No | During tenure, period of qual currency and working for the AHA only | Deleted when no longer current or ceases to work for the AHA |