Last Updated: 23 July 2026
About Us
Surbiton Decca RFC (“the Club”, “we”, “our”, or “us”) is committed to protecting your personal information and respecting your privacy.
This Privacy Notice explains how we collect, use, store and protect your personal data when you become a member, participate in our activities, visit our website or contact us.
Who We Are
Surbiton Decca RFC
Website: www.surbitonrugby.co.uk
Email: hello@surbitonrugby.co.uk
We are the Data Controller for the personal information we collect.
What Information We Collect
Depending on your involvement with the Club, we may collect:
Personal Details
- Name
- Date of birth (where required)
- Postal address
- Email address
- Telephone number
Membership Information
- Membership type
- Membership status
- Emergency contact details
- Playing history (where relevant)
Payment Information
If membership fees are paid directly to the Club, we may hold records of:
- Payments received
- Membership renewal dates
We do not store full debit or credit card details.
Website Information
When you visit our website, we may collect:
- IP address
- Browser type
- Device information
- Pages visited
- Cookies (see our Cookie Policy)
Communications
If you contact us by email, social media or our website, we may retain copies of those communications.
Photography & Video
Photographs and videos may be taken during matches, training sessions, social events and Club activities for promotional, historical and community purposes.
How We Use Your Information
We use your personal information to:
- Administer Club membership
- Organise rugby activities and events
- Communicate fixture information
- Send newsletters and Club updates
- Respond to enquiries
- Manage volunteers and committee responsibilities
- Promote the Club through photographs and videos
- Meet legal or safeguarding obligations
- Improve our services and website
Lawful Basis for Processing
We process your information under one or more of the following lawful bases under the UK GDPR:
- Performance of a contract (membership)
- Legitimate interests in running the Club
- Legal obligation
- Consent (where required, such as certain marketing communications)
Sharing Your Information
We only share your personal information where necessary.
This may include:
- The Rugby Football Union (RFU) where required for player registration or governance
- Match officials where appropriate
- Competition organisers
- Insurance providers
- Professional advisers
- Service providers that help us operate the Club (such as email platforms or website hosting)
We never sell your personal information.
How Long We Keep Your Information
We only retain your personal information for as long as necessary.
Membership records may be retained after membership ends where required for legal, financial, insurance or safeguarding purposes.
Photographs used to document the Club’s history may be retained indefinitely.
Photography
The Club regularly photographs matches, training sessions and social events.
Images may appear:
- On our website
- On social media
- In newsletters
- In promotional material
If you would prefer not to appear in photographs wherever reasonably possible, please let a member of the committee know. We will make every reasonable effort to respect your wishes.
Your Rights
Under UK data protection law you have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of your information where appropriate
- Restrict how we process your data
- Object to certain processing
- Request a copy of your data
- Withdraw consent where processing relies upon consent
To exercise these rights, please contact the Club using the details above.
Data Security
We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss or misuse.
Only authorised committee members or volunteers who need access to carry out Club business will have access to your information.
Cookies
Our website may use cookies to improve your browsing experience and understand how visitors use the site.
You can manage or disable cookies through your browser settings.
Children’s Data
Where junior members participate in Club activities, personal information is collected with appropriate involvement from a parent or guardian and managed in accordance with safeguarding and data protection requirements.
Changes to This Privacy Notice
We may update this Privacy Notice from time to time. The latest version will always be available on our website.
Contact Us
If you have any questions about this Privacy Notice or how your personal information is handled, please contact:
Surbiton Decca RFC
Email: hello@surbitonrugby.co.uk
Website: www.surbitonrugby.co.uk
If you remain unhappy with how your information has been handled, you have the right to complain to the Information Commissioner’s Office (ICO):
