FTIP#3: General Guidance for Data Protection

(You can read more on this topic at www.sportenglandclubmatters.com)

You might think data protection is for large business and doesn’t apply to your club. But think about the data you do hold which could include: members’ names, addresses and contact details, ethnicity data, disability data, financial information including perhaps bank account details.

The Data Protection Act 1998 (DPA) places certain obligations on sports clubs who process individuals personal data. It regulates how personal information should be used and protects people from misuse of their personal details. So if your club holds or uses information you need to know what your obligations are.

Notification – Every sports club that processes personal data must register with the Information Commissioners office each year, unless they are exempt. You can check if your club is exempt here:

https://ico.org.uk/for-organisations/register/self-assessment/

If you use CCTV on your club facilities, you will need to register.

Every sports club that processes personal data must comply with the eight data protection principles – the data kept has to be :

*Fairly and lawfully processed;
*Processed for limited purposes;
*Adequate, relevant and not excessive;
*Accurate;
*Not kept longer than necessary;
*Processed in accordance with your rights;
*Kept secure; and
*Not transferred abroad without adequate protection.

Data Subject Rights

Individuals who you hold data on have the right to access any data held about them.


Disclaimer: Ftips are based on the combined knowledge and experience of members of the LSF and as such should be used to support your own research taking in to account your specific circumstances. Where links to other web sites are suggested LSF are not responsible for their content or availability. Post your questions or comments to :

enquiries@leedssportsfederation.org

FTIP#2: Communication and Social media – what should we use?

Unfortunately, there is no ‘silver bullet’ answer to this question as things change on an almost daily basis. The best general advice seems to be to have a Club or Group website (or Facebook page) for your more “static” information and use one or more of the dynamic type messaging apps (e.g. Facebook Messenger) to help your direct communications.
Email is still important, but it very much has its place in 2017 – with a lot of people it’s definitely *not* the first thing they check ‘hour to hour’ – if you want to cancel a match (or change a game start time) SMS text or a phone call may still be your safest bet.
A lot of groups – very sensibly – go with the most popular social media apps – which at this time seem to be Facebook, Facebook Messenger, Twitter and WhatsApp. There are others (many!) and it may be that your members already use something else that might work beautifully for you, why not ask them? Different people will prefer different methods of contact, that’s just a fact of life. Unfortunately, Clubs and Administrators have to accept this and deal with it in the best way they can, which will nearly always mean a mixture of several of the most appropriate services.

A few ‘red tape’ issues for Clubs operating social media sites to think on – things that all Governing bodies will require especially for Clubmark accreditation:

1) Definitely have a Club or Group social media policy.
2) Nominate a social media officer or officers who will help monitor and approve content etc.
3) Regularly explore related topics using search engines, YouTube etc. to learn more about all of the above, the rate of change in this arena is furious.
4) Encourage your members to get involved, add content and manage the various sites you decide to set up.


Disclaimer: Ftips are based on the combined knowledge and experience of members of the LSF and as such should be used to support your own research taking in to account your specific circumstances. Where links to other web sites are suggested LSF are not responsible for their content or availability. Post your questions or comments to :

enquiries@leedssportsfederation.org

FTip#1: Email – When to Use Blind Carbon Copy (BCC) on Club or Group Emails

How can you protect the privacy of email addresses when you email groups of people?
For security and privacy reasons, it’s often best to use the Blind Carbon Copy (BCC) feature when sending an email message to a large number of people.  When you place email addresses in the BCC: field of a message, those addresses are invisible to the recipients of the email.  Conversely, any email addresses that you place in the TO: field or the CC: field are visible to everyone who receives the message.  Keep in mind that many people do not want their email address to be distributed to people they do not know.  For this reason, you should use the BCC: field when sending a message to a large group.  Each recipient will receive his or her own copy of the message, but the email addresses of the other recipients will be shielded from view.
In addition, using the BCC: field to conceal email addresses acts as an anti-spam measure.  If you use the TO: field or the CC: field to send a message to a large group, it becomes more likely that the recipients will receive unwanted email.  This could occur because recipients use the “Reply to All” feature to respond to your message.  A second scenario that could create unwanted email involves “spam” programs that are designed to send spam to addresses found in the TO: and CC: fields of messages.  The BCC: field protects against these scenarios.
Note:  Make certain to type your own or one valid address in the TO: field after you have listed your group recipients in the BCC: field.

Disclaimer: Ftips are based on the combined knowledge and experience of members of the LSF and as such should be used to support your own research taking in to account your specific circumstances. Where links to other web sites are suggested LSF are not responsible for their content or availability. Post your questions or comments to :

enquiries@leedssportsfederation.org

LSF Members – FTips Blog

Our new ‘blog’ provides an online space for the LSF (and its members) to post questions, news, information and best practice guides on a wide variety of subjects relevant to voluntary sport.

Where our website is more of a ‘brochure’ the blog is aimed at engaging members to discuss and contribute content and questions.

The LSF committee (and its associate membership) have a huge variety of sporting related knowledge and all this expetise is available to members to ‘drill in to’ as a part of LSF membership – our annual subscription is still just £10 a year!


Disclaimer: Ftips are based on the combined knowledge and experience of members of the LSF and as such should be used to support your own research taking in to account your specific circumstances. Where links to other web sites are suggested LSF are not responsible for their content or availability. Post your questions or comments to :

enquiries@leedssportsfederation.org

Representing voluntary sports organisations in Leeds