- Player/member name, date of birth, age group, gender/category, address and contact details. - Parent/guardian contact details and emergency contacts. - Medical, allergy or access needs relevant to safe participation. - Registration, payment and membership status. - Coaching, volunteer, vetting and safeguarding compliance status. - Attendance, match availability, team selection and incident records. - Photographs, videos and social media content where consent and policy allow.

- To register players, coaches, volunteers and members. - To organise teams, training, matches, events and communications. - To protect children and respond to welfare or safeguarding concerns. - To manage payments, budgets, grants and sponsorship. - To comply with Basketball Ireland, league, insurance, legal and safeguarding requirements. - To promote the Club where appropriate and consented.

Data Protection and Privacy Notice

SGSBC
Jul 17
3 min read

Version 1 Policy Document

Status: Version 1 for committee adoption and use by the South Galway Stormers Basketball Club. This document should be reviewed against current Basketball Ireland, Sport Ireland and legal requirements before adoption and during each review cycle.

Document owner: Club Registrar (registrar.sgsbc@gmail.com) / Secretary (secretary.sgsbc@gmail.com)
Version: Version 1
Prepared for: South Galway Stormers Basketball Club
Version date: 14 July 2026
Review cycle: Annual or sooner if Basketball Ireland/Sport Ireland guidance changes

1. Purpose

This notice explains how South Galway Stormers Basketball Club collects, uses, shares and protects personal data. It is a Version 1 notice and should be reviewed for GDPR compliance before publication and during each review cycle.

2. Who We Are

South Galway Stormers Basketball Club is a voluntary basketball club. The Club processes personal data for membership, team administration, safeguarding, competition, communications, finance and governance purposes.

3. What Data We Collect

Player/member name, date of birth, age group, gender/category, address and contact details.
Parent/guardian contact details and emergency contacts.
Medical, allergy or access needs relevant to safe participation.
Registration, payment and membership status.
Coaching, volunteer, vetting and safeguarding compliance status.
Attendance, match availability, team selection and incident records.
Photographs, videos and social media content where consent and policy allow.

4. Why We Use Data

To register players, coaches, volunteers and members.
To organise teams, training, matches, events and communications.
To protect children and respond to welfare or safeguarding concerns.
To manage payments, budgets, grants and sponsorship.
To comply with Basketball Ireland, league, insurance, legal and safeguarding requirements.
To promote the Club where appropriate and consented.

5. Legal Bases

Depending on the activity, the Club may rely on consent, contract/membership administration, legitimate interests, legal obligations, vital interests or safeguarding/public interest grounds. The Club should obtain specific consent where required, especially for optional photography, video, marketing or sensitive information.

6. Sharing Data

The Club may share necessary information with Basketball Ireland, league bodies, coaches, team managers, insurance providers, statutory authorities, venues, grant bodies or service providers where required for legitimate club purposes, safeguarding, legal compliance or member participation.

7. Storage and Security

Personal data should be stored securely, with access limited to authorised committee members, coaches or volunteers who need it for their role. Sensitive safeguarding, medical and vetting information must receive additional protection.

8. Retention

The Club should keep data only as long as necessary for membership, safeguarding, legal, insurance, financial and governance reasons. A retention schedule should be approved by the Committee.

Record type: Suggested retention approach
Membership and registration records: Current season plus a reasonable archive period.
Financial records: Retain in line with tax, accounting and grant requirements.
Safeguarding/child protection records: Retain securely in line with Basketball Ireland/statutory guidance; do not delete without advice.
Incident/injury records: Retain for insurance/legal limitation periods and safeguarding needs.
Photography consent records: Retain while images/video may remain in use.

9. Member Rights

Requests should be sent to the Club Registrar (registrar.sgsbc@gmail.com).

10. Contact

Data contact is managed by the Club Registrar (registrar.sgsbc@gmail.com). Safeguarding records should be directed to the DLP (dlp.sgsbc@gmail.com) or Club Children's Officer (cco.sgsbc@gmail.com) as appropriate.

Reference Points Used for Version 1

This Version 1 document has been prepared as a club-level document using Basketball Ireland and Sport Ireland resources as reference points. The club should adopt official Basketball Ireland documents where required and update this document whenever national guidance changes.

Basketball Ireland Privacy Notice and Data Protection Policy: https://ireland.basketball/downloads
Basketball Ireland Safeguarding / Child Welfare: https://ireland.basketball/childprotection
Basketball Ireland Garda E-Vetting: https://ireland.basketball/e-vetting
Basketball Ireland Coach Licensing: https://ireland.basketball/coach-licencing
Basketball Ireland Coaching Minimum Standards: https://ireland.basketball/coaching-minimum-standards
Sport Ireland Safeguarding Sport: https://www.sportireland.ie/ethics/safeguarding-sport
Sport Ireland Garda Vetting: https://www.sportireland.ie/ethics/garda-vetting

Committee Review Record

Date: Reviewed by Decision / Changes Next review
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