YOUNG PEOPLE COMMITMENT

Oundle Hockey Club adopts England Hockey’s Safeguarding and Protecting Young People in Hockey Policy, Procedures and Guidance to ensure all those in the hockey family have a safe and positive experience.

We will do this by:

• Recognising all young people participating in hockey (regardless of age, gender, race, religion, sexual orientation, ability or disability) have the right to play in an environment free from poor practice, abuse and harm.
• Ensuring all people who work in hockey at, or for, our club (including staff, officials, volunteers, team managers, coaches) have a responsibility for safeguarding young people and understand how the safeguarding policy and guidance applies to them.
• Ensuring all individuals working at, or for, the club are recruited in accordance with England Hockey’s recruitment guidance.
• Ensuring all individuals working within hockey at, or for, the club are provided with support, through education and training, so they are aware of and adhere to England Hockey’s Code of Ethics and Behaviour.
• Always approaching safeguarding with a young person perspective, ensuring the individual’s wellbeing is the prime focus.
• Ensuring that the responsibility of determining whether or not abuse has taken place, lies with child protection experts, however it is everyone in hockey’s responsibility to report concerns.
• Oundle Hockey Club will ensure the name and contact details of the Welfare Officer are available:
• As the first point of contact for parents, young people and volunteers/staff within the club. 
• As the main point of contact within the club for the England Hockey Safeguarding team as well as relevant external agencies in connection with safeguarding young people.
• As a local source of procedural advice for the club, its committee and members. 
• Oundle Hockey Club fully endorse and accept the England Hockey policies, procedures and guidance on Safeguarding and Protecting Young People.

Parental Information and Guidance

If you have any questions or concerns about your child’s participation in hockey, please contact the club Welfare Officer who is responsible for dealing with concerns and working with England Hockey’s Safeguarding team for those of a more serious nature.  

All concerns will be taken seriously and treated in the strictest confidence.
The club Welfare Officer is Sarah Reeves​. Get in touch with her by clicking one of the buttons below. 

Call

Email

What do we expect of your child?

What do we expect from your child?
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• To play fairly and respect the rules of the game.
• To respect their coaches and teammates.
• To adhere to the young people’s code of conduct and behaviour.

What do we expect of you?

What do the Hockey Club expect of me?

• Ensure my child is dropped off and picked up promptly from the venue.
• Contact session organisers/coaches if I am running late to collect my child.
• Adhere to the Parents section of the Code of Ethics and Behaviour.
• Use appropriate language at all times.
• Stay off the pitch during training and matches.
• Provide emergency contact details and any relevant information about your child including medical history.

Safeguarding and protecting young people in hockey

Oundle Hockey Club, together with England Hockey, believes that all young people have the right to be safe and enjoy their involvement in hockey.

Like all other affiliated Clubs, Oundle Hockey Club is bound by England Hockey’s Safeguarding and Protecting Young People in Hockey Policy.  This policy shows commitment to creating and maintaining a safe and positive environment for all young people involved hockey.

DEFENITIONS
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• England Hockey defines The Hockey Family as all individuals, clubs, county and regional associations, leagues and other organisations involved in any capacity in the game of hockey, and whether or not they are members of England Hockey. For the avoidance of doubt, this includes all players and anyone working within hockey (in a paid or voluntary capacity, and whether as an employee or on a self-employed or other work basis) including all coaches, umpires, referees and other officials. Parents and spectators at hockey events and activities are also deemed members of the Hockey Family, as are Commercial Partners.
• Young people are defined as children that have not reached their 18th birthday.

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​This Safeguarding and Protecting Young People in Hockey Policy (the “Safeguarding Policy”) applies to all employees of England Hockey and each member of The Hockey Family. The Safeguarding Policy sits alongside all other EH policies and regulations including, but not limited to, the Code of Ethics and Behaviour. Adherence to the Safeguarding Policy will be managed through the Safeguarding and Protecting Young People Complaints and Disciplinary Regulations (“Safeguarding Regulations”).

GENERAL PRINCIPLES

The following general principles regarding safeguarding and protecting young people will be applied by England Hockey and should also be applied by everyone within The Hockey Family.

• The safety and welfare of young people is paramount.
• The views and opinions of young people are sought, considered and integrated into all aspects of hockey.
• All young people, regardless of age, disability, gender reassignment, race (including ethnic origin, nationality and colour), religion or belief, sex (gender) and sexual orientation have the right to be protected from harm.
• It is recognised that some young people have additional vulnerability, which may be due to disability, language, sexual orientation, culture or for the fact that they perform in an elite environment. It is therefore important to raise awareness of additional risks and address particular needs, as required – see Safeguarding Education and Training guidance document.
• The rights, dignity and worth of all young people should always be respected.
• Safeguarding is everyone’s responsibility, but it is the responsibility of child protection experts to determine whether or not abuse has taken place. It is everyone’s responsibility in hockey to report concerns.
• Statutory agencies have a role in safeguarding young people and information should be shared with them as appropriate.
• The Safeguarding Policy is only effective when The Hockey Family works in partnership to support the implementation, monitor and evaluate its progress.

REPORTING PROCEDURES

For clarity, the Safeguarding Policy and any related procedures and good practice relating to the safeguarding of young people in hockey need to be applied both in relation to activities for young people specifically and where young people may be involved within the adult game, for example, where players or umpires under 18 years of age are incorporated into adult team hockey.
Reporting Procedures
Reporting Procedures England Hockey has developed policies, procedures and systems to manage concerns or allegations of poor practice and abuse against young people. Oundle Hockey Club, with England Hockey, will always work in accordance with procedures as set out in the guidance.
The responsibility of The Hockey Family is to read, implement, monitor and evaluate the safeguarding policies, procedures and systems, so that in the event of a concern being raised a smooth process can be followed. These reporting procedures are fully detailed in the England Hockey Reporting Procedures document. A summary of these procedures are shown below. 

RESPONDING TO CONCERNS

If a young person or adult has concerns, it is important that they are able to report them to someone at the club.  It is therefore important that the club members know how to respond, and who will do this.

There are a number of reasons a person might need to report a concern:

• something a young person has said to you – a disclosure
• signs or suspicions of abuse
• allegations made against a member of staff or a volunteer
• allegations made about a parent, carer or someone not working within the sport
• bullying
• a breach of the Code of Ethics and Behaviour
• observation of inappropriate behaviour
• anything which makes them uncomfortable based on inappropriate behaviour of an adult or changes in behaviour of a young person
• behaviour being contrary to England Hockey’s Safeguarding and Protecting Young People in Hockey Policy and Procedures and Code of Ethics and Behaviour.

It is important to note that even if an incident occurs outside the hockey environment, it should still be reported to England Hockey if the adult or young person concerned is involved in hockey.  This is in accordance with standard practice in sport.

ALWAYS stay calm

• Reassure the person reporting their concerns that they have done the right thing in telling you
• Keep an open mind
• Listen carefully to what is said and take them seriously
• Find an appropriate early opportunity to explain that it is likely that the information will need to be shared with others – do not promise to keep secrets
• Ask questions for clarification only, and at all times avoid asking questions that suggest a particular answer. To help you to do this, try to ask questions starting with tell me about, explain to me, describe.
• Tell them what you will do next and with whom the information will be shared
• Report the incident to your Welfare Officer or England Hockey Ethics and Compliance Manager
• Record in writing what was said using the young person’s own words as soon as possible, using the England Hockey Safeguarding Referral Form

 
TAKING APPROPRIATE ACTION

Once a concern has been reported, it is important that appropriate action is taken.  It will not be the club’s responsibility to decide if action needs to be taken, unless a child is at immediate risk of harm.  It is, however, the club’s responsibility to report the concerns appropriately in accordance with England Hockey’s policies, procedures and systems.

It is acknowledged that taking appropriate action is never easy and the discovery that a member of a club or colleague may be acting inappropriately, bullying or abusing a child will raise concerns and emotional feelings for the person receiving the concern, and among other colleagues.

It is NOT the club’s responsibility to decide if a child is being abused or poor practice has occurred.  Any concerns or allegations will be managed by England Hockey, with the club’s cooperation and assistance.

It IS your responsibility to report your concerns, not act on them.

Speak to your Welfare Officer or England Hockey Ethics and Compliance Manager who will:

• support you
• listen to you
• take all concerns seriously
• act immediately within hockey’s policies, procedures and systems
• advise you what actions you need to take (if required).

IMPORTANT REMINDERS

• The Welfare Officer should be your first point of contact 
• Welfare Officers should not deal with issues in isolation, they should receive support in dealing with issues by other trusted people (will vary according to organisation)
• Minimise the number of people that you share a concern with, only share information on a need to know basis

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If in doubt – ask for advice from your organisation’s Welfare Officer or England Hockey (Ethics and Compliance Team)

Deal with incidents and concerns quickly – problems escalate when they don’t get addressed.

Guidance for photography and recordings of young people

Oundle Hockey Club adopts England Hockey’s policy for the taking and use of Photographic and Recorded Images of Young People and works in accordance with the following statements:

Please note that our membership form includes a permission section for photography so that all our juniors are covered, unless a parent specifically opts out (Team Captains to be aware of who has opted out).

Captains are reminded that they must advise the opposition if parents are recording or taking photos and there may be junior players in their ranks. This particularly applies to parents recording for GCSE PE purposes.

Oundle Hockey Club does not wish to prevent parents or other spectators being able to take legitimate photographs or recorded images.  Use of recorded images can also be a valuable coaching aid.  However Oundle Hockey Club is committed to providing a safe environment for young people under the age of 18.  Included in this commitment is ensuring that all necessary steps are taken to protect young people from the inappropriate use of their images in resources and media publications, on the internet, and elsewhere.

Photographic and recorded images can be used as a means of identifying young people if accompanied by personal information.  This has the potential to make a young person vulnerable to individuals seeking to ‘groom’ young people for abuse.  Additionally, images can be used or adapted for inappropriate use.  There is evidence of adapted sporting images being used on websites displaying images of child abuse.

This policy covers the following key areas:

• The taking and/or publishing of photographic and recorded images of young people
• The use of photographic or record image equipment at hockey events
• The use of photographic or recorded image equipment as a coaching aid

 
PHOTOGRAPHIC OR RECORDED IMAGES:

This includes images or recorded images using a camera, digital camera, video recorder, mobile phone or Personal Digital Assistant devices (PDA).

OBLIGATIONS UNDER THIS POLICY:

• Everyone within Oundle Hockey Club must act in accordance with the general principles in England Hockey’s Safeguarding and Protecting Young People Policy and the principles set out in this policy for taking and use of photographic and recorded images of young people.
• In addition, Oundle Hockey Club adopts and implements this policy relating to the taking and use of photographic and recorded images of young people in hockey, in accordance with the general principles in England Hockey’s Safeguarding and Protecting Young People Policy, and in accordance with this particular policy and principles together with the supporting good practice guidance.

HOW ENGLAND HOCKEY WILL HELP:

England Hockey is also committed to ensuring that concerns relating to the misuse of photographic or recorded images of young people in hockey are taken seriously and acted upon swiftly and appropriately.  To achieve this, England Hockey has developed procedures for reporting concerns.  England Hockey may refer concerns to the relevant statutory agencies, instigate proceedings under its own Safeguarding and Protecting of Young People Complaints and Disciplinary Regulations, or refer the matter to a club or association for resolution as appropriate.

PRINCIPLES:

• Everyone within Oundle Hockey Club should have an understanding of the issues relating to taking and use of photographic and recorded images of young people and what England Hockey’s policy is on this.
• Parents and young people have a right to decide whether young people’s images are to be made, and how those images may be used.
• In accordance with good practice guidance for hockey activities and events, parents and young people must provide written consent for young people’s images to be taken and used.  
• There may be legitimate reasons for denying consent i.e. subject to legal restrictions.
• A registration process should be used for photographers in accordance with the good practice guidance on photography and recorded images.  This will help deter those wishing to take photographs or recorded images for inappropriate use.
• Images should convey the best principles and aspects of hockey, such as fairness and fun.
• Care should be taken to ensure that images are not sexual or exploitative in nature, nor open to obvious misinterpretation and misuse.
• All images of young people should be securely stored to avoid inappropriate use.
• In the case of images used on websites, particular care must be taken to ensure that no identifying details facilitate contact with a young person by a potential abuser.
• Where used for coaching purposes, players and their parents should be made aware that this is part of the coaching programme and be clear of the purpose of filming as a coaching aid.
• Suspected inappropriate taking of photographic or recorded images should be challenged and reported.
• When assessing the potential risks in the use of images of players, the most important factor is the potential of inappropriate use of images of young people.  Awareness of the risks, and taking appropriate steps, can reduce the potential for misuse of images. 

Please contact the club if you wish to come and take photographs or record video.

Guide for Young People

WHAT CAN I EXPECT FROM MY HOCKEY CLUB?

MEMBERSHIP - you will receive information on costs, kit, rules and training/match information.
COACHES - all of our coaches are qualified and have had the necessary checks to help you play the best hockey you can.
VOLUNTEERS - all adults working at the club have been on training to ensure your safety and wellbeing. These include first aiders, team managers and our welfare officer.
RESPECT - as a club, we want to engage with you as much as possible and want to hear about what you like about the club, what you don’t like, and what you think needs changing. We respect everyone’s views and want your experience to be fun and feel enjoyable whilst being safe.
TRAINING/COMPETITIONS - there are many training sessions and competitions throughout the season for you to get involved with and play.
SAFETY - we adopt England Hockey’s Safeguarding and Protecting Young People in Hockey Policy, Procedure and Guidance, because we believe you have the right to play in a safe and fun environment.

WHAT DO MY CLUB EXPECT OF ME?

BEHAVIOUR - we will give clear messages on how we expect everyone to behave, this may be in the form of a Code of Conduct.
RULES - hockey has rules and so does our club.  These are in place to keep you safe.

WHAT DO I DO IF I AM WORRIED OR HAVE A CONCERN?
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Don’t keep it to yourself!
There are a number of people you can speak to if you are worried about or experience bullying or any uncomfortable situation.

Your WELFARE OFFICER (or someone else you feel comfortable telling) will believe you and know what to do and how to help.  They may have to share the information you tell them, but it will be kept CONFIDENTIAL.

Club Kit

The club doesn’t have any specific clothing requirements for training sessions. However, you may only use astro turf compatible boots and shoes. It is strongly recommended to wear appropriate shin guards and mouth guards. It is compulsory for all u18s to wear a mouth guard.
You will also need your own white socks, black shorts/skort and club provided white shirt for away games. For home games you will need your own red/white striped socks, black shorts/skirt and club provided red and white shirt.
Please ask your team captains for advice on where to purchase appropriate socks. 
If you are new to hockey and don’t have your own stick speak to the team captains. I am sure we can arrange for you to borrow a stick for the taster sessions. However longer term you will be expected to own your own stick (team captains or coaches can also help with recommending appropriate equipment suppliers).

Club Membership FEES

• SENIOR MEN: Full Senior Membership (Match Fee = £10) £90
• SENIOR LADIES: Full Senior Membership (Match Fee = £8) £90
• YOUTH / STUDENT: Full time students and U18s playing Senior Club Matches (Match Fee = £4) £55
• SOCIAL: Social Membership – Parents and Friends of the club.

GDPR

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 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.

This notice applies to you if you are either:

1. an individual player/participant of hockey who has registered his/her interest in participating in the sport competitively and/or whose details we have collected from one of our affiliated clubs, schools, universities, through competition registration or other third-party referral;
2. a coach, teacher, technical official or umpire who has registered for membership to find out more about the training courses and accreditation services we offer; or
3. a fan, participant or supporter of hockey who has contacted us to purchase any of our online merchandise and/or signed up to receive updates about upcoming events, offers and ways to get involved further with hockey.

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 the Club Secretary has overall responsibility for data protection compliance in our organisation.

1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU

When you sign up for membership with us, for a Competition, register as a ‘Hockey Maker’ or purchase a product from us, you may provide us with or we may obtain personal information about you, such as information regarding your:

1. • personal contact details that allows us to contact you directly such as name, title, address, email addresses and telephone numbers;
   • date of birth;
   • gender;
   • membership details including start and end date;
   • records of interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
   • bank, credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
   • records of your attendance at any events or competitions hosted by us;
   • images in video and/or photographic form and voice recordings; and

Players/Participants

If you are a player/participant who has registered his/her interest in participating in the sport competitively, you may also provide us with or we may obtain the following additional personal information from you:

1. • identification documents such as passport and identity cards and visas;
   • details of any school, club and/or county membership;
   • details of next of kin, family members, coaches and emergency contacts;

    o    records and assessment of any player rankings, gradings, assessments or ratings, competition results, details regarding events/matches/games attended and performance (including that generated through player pathway programme);

• any disciplinary and grievance information;
• any details required for the purposes of awarding scholarship funding or grants (including any means testing.

COACHES AND OFFICIALS (INCLUDING TEAM MANAGERS AND TEACHERS)

If you have registered with us to receive more information about our coaching/teaching accreditation/qualification scheme and/or any of our education and teaching programmes you may also provide us with or we may obtain the following additional personal information from you:

1. • any coaching code or official number;
   • your current affiliated club or other organisation (if applicable);
   • coaching/teaching qualification and/or officiating history and any player rating (if any);
   • accreditation/qualification start and end date;
   • identification documents such as passport, utility bills, identity cards, etc..

 

1. SPECIAL CATEGORIES OF PERSONAL INFORMATION

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

1. • information about your race or ethnicity, religious beliefs and sexual orientation;
   • information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
   • biometric information about you, for example fingerprints, retina scans.

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

1. • 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;
   • it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; 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 from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

      1. WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information about our members when you make an enquiry to become a member become a member of Oundle Hockey Club by completing the membership form.
If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how 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.

     4. 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.

• To administer any membership account(s) you have with us and managing our relationship with you, including arranging for any insurance (through the umpiring and coaching scheme) and dealing with payments and any support, service or product enquiries made by you
  • All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.
    • This is necessary to enable us to properly manage and administer your membership contract with us.
• To arrange and manage any contracts for the provision of any merchandise, products and/or services.
  • All contact and membership details.
    • Transaction and payment information. This is necessary to enable us to properly administer and perform any contract for the provision of merchandise/products/services.
• To send you information which is included within your membership benefits package, including details about advanced ticket information, insurance, competitions and events, partner offers and discounts and any updates on hockey
  • ​All contact and membership details
    • This is necessary to enable us to properly manage and administer your membership contract with us.
• To answer your queries or complaints
  • Contact details and records of your interactions with us
    • We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
• Retention of records
  • All the personal information we collect
    • We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and in some cases, we may have legal or regulatory obligations to retain records.
    • We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
    • For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
• For the purposes of promoting the sport, our events and membership packages.
  • Images in video and/or photographic form.
    • Where you have given us your explicit consent to do so.
• To comply with health and safety requirements
  • Records of attendance
    • We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
• To administer Oundle Hockey Club including affiliation, AGMs, discipline, safeguarding, Competitions and other activities associated with efficient administration
  • All the personal information we collect
    • We have a legitimate interest in doing so to ensure the effective running of Oundle Hockey for our members. We may have a legal or regulatory obligation to process your data.
    • We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
    • For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

FAO: Coaches and Officials (Including Team Managers and Teachers)
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• To administer your attendance at any courses or programmes you sign up to
  • All contact and membership details, transaction and payment data.  
  • Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.
    • This is necessary to enable us to register you on to and properly manage and administer your development through the course and/or programme.
• To conduct performance reviews, managing performance and determining performance requirements
  • All performance and attendance data and information about your health.
  • Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.
  • Qualification start & end dates.
    • This is necessary to enable us to properly manage and administer your development through the course and/or programme.
    •  We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
• To make decisions about your progression and accreditation status
  • As above.
    • As above.
• To comply with legal obligations, for example, regarding people working with children or Adults at Risk to comply with our safeguarding requirements
  • ​Information about your criminal convictions and offences
    • For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
• To administer any drug and alcohol testing (anti-doping)
  • Health information
    • We have a legal obligation and a legitimate interest to provide you &other members of our organisation with a safe environment in which to participate in sport.
    • We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

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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 position as a member. 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.

1. DISCLOSURE OF YOUR PERSONAL INFORMATION

We share personal information with the following parties:

1. • Any party approved by you.
   • To any governing bodies or regional / international bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national and international level.
   • 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 security services and other statutory agencies: to assist with the investigation and prevention of crime, the protection of national security and safeguarding.

We do not disclose personal information to anyone else except as set out above.

1. 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 of 10 years after your last contact with us. Exceptions to this rule are:

1. • Information that may be relevant to personal injury claims, 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 you have worked for us.

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 may be able to update some of the personal information we hold about you by using the contact section.

1. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

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

1. • 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.

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 "Contact us" section.

Insurance

The Oundle Hockey Club has an England Hockey endorsed insurance scheme which provides access to appropriate insurances to help you protect your organisation.

​The scheme includes Liability insurance (Public, Product, Professional Indemnity, Management and Employers' Liability) and Personal Accident Insurance.

For further details please speak contact your team captains.

INCIDENT NOTIFICATION GUIDELINES

It is important that all incidents that may give rise to a claim are reported to us as soon as possible after the event. This will enable Insurers to carry out investigations at an early stage whilst information relating to the claim remains fresh in the mind. This will also ensure that you are complying fully with your policy terms and conditions.

Additionally we are also required for disclosure of insurance details within 24 hours of contact by Third Party solicitors following an injury where we may be liable.

In order to achieve this, we ask that you notify Howden immediately of any incident that involves:

• a fatal accident.
• an injury involving either referral to or actual hospital treatment.
• any allegations of libel/slander.
• any allegations of Professional Negligence i.e. arising out of tuition, coaching or advice given.
• any investigation under any child protection legislation.
• any circumstance involving damage to third party property.

An injury is defined as:

• any head injury that requires medical treatment [Doctor or Hospital].
• any fracture other than to fingers, thumbs or toes.
• any amputation, dislocation of the shoulder, hip, knee or spine.
• loss of sight [whether temporary or permanent].
• any injury resulting from electrical shock or burn, leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours.
• any other injury leading to hypothermia, heat induced illness or to unconsciousness which requires resuscitation or admittance to hospital for more than 24 hours.
• loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent.

Please note the above list is not exhaustive and if you are unsure as to whether an incident should be reported, then please do not hesitate to contact Howden Claims Department for further advice.

We would remind you that in NO circumstances should you admit liability or agree to pay for any damage caused as this may prejudice the position of Insurers and COULD result in the withdrawal of any indemnity.

Finally, please note that this is a Liability Policy where Insurers decide if negligence attaches to you. Therefore any payments you make to any third parties will not necessarily be reimbursed.

INCIDENT RECORDING GUIDELINES

We would recommend that a designated person within your organisation is made responsible to record any reportable accident. Records must be kept for at least 6 years and longer where the incident involves a minor (guidance is 25 years or longer). Names and addresses of any possible witnesses should also be recorded.

Current legislation does not specify the format of an accident register but the Accident Book BI 510 obtainable from HMSO is frequently used and is approved by the Information Commissioner for D&A Compliance.

The register must contain the following information relating to all reportable accidents or dangerous occurrences:
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• date and time of accident
• as regards a person at work - full name; occupation; nature of injury; age
• as regards a person not at work - full name; status [e.g. customer]; nature of injury; age
• place where accident occurred
• a brief description of the circumstances
• method by which the event was reported.