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SCIOM GDPR & Data Protection Policy

1. Introduction

This policy outlines how SportCheer Isle of Man (SC IOM) collects, uses, stores, and protects personal data in compliance with the Isle of Man Data Protection Act 2018 and UK General Data Protection Regulation (GDPR).

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We are committed to ensuring that all personal data handled by the organisation is processed lawfully, fairly, and transparently, and that the rights of athletes, parents, and volunteers are protected at all times.

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2. Scope

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This policy applies to all SC IOM members, athletes, parents/guardians, volunteers, coaches, and committee members who handle or process personal data on behalf of the organisation.

 

3. What Personal Data We Collect

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We may collect and store the following types of personal information:

  • Full name, date of birth, and contact details (address, phone, email)

  • Parent or guardian contact details for athletes under 18

  • Emergency contact information

  • Relevant medical or allergy information

  • Attendance and performance records

  • Records of other clubs/training related to your SC IOM training

  • Media (photos or videos) for promotional or record purposes — only with consent

  • Payment and membership details

 

4. Why We Collect Personal Data

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We collect and process data for the following lawful purposes:

  • To manage memberships and team placements

  • To communicate with athletes and parents regarding training, events, and updates

  • To ensure athlete safety, safeguarding, and emergency response

  • To maintain accurate financial and organisational records

  • To promote SC IOM’s activities through media (only with explicit consent)

 

5. Lawful Basis for Processing

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SC IOM relies on the following lawful bases under the UK GDPR:

  • Contractual necessity – to deliver membership and training services

  • Legal obligation – to comply with safeguarding, insurance, and child protection laws

  • Consent – for photography, media, and promotional use

  • Legitimate interest – for operational communication and administration

 

6. Data Storage and Security

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All personal data is securely stored using password-protected digital systems and/or locked physical storage.
Access is restricted to authorised SC IOM staff, coaches, or committee members only.

We have implemented appropriate technical and organisational measures to prevent data loss, misuse, or unauthorised access.

 

7. Data Sharing

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SC IOM will never sell or share personal data with third parties.

Data may only be shared with:

  • Event organisers, governing bodies (e.g. ICU, SportCheer UK), or insurers where required for participation or compliance

  • Authorities, if required by law (e.g. safeguarding, medical, or police matters)
     

Any sharing of data will be minimal, relevant, and secure.

 

8. Data Retention
 

Personal data will be retained only for as long as necessary to:

  • Manage membership and participation records

  • Meet safeguarding and insurance requirements

  • Fulfil legal and financial obligations

Data is reviewed annually and securely deleted or anonymised when no longer required.

 

9. Rights of Individuals


Under the Data Protection Act 2018 and UK GDPR, individuals have the right to:

  • Access their personal data

  • Rectify inaccurate or incomplete data

  • Request erasure (“the right to be forgotten”) where applicable

  • Restrict or object to certain types of processing

  • Withdraw consent at any time (e.g. media use)

 

Requests can be made by emailing sportcheerisleofman@gmail.com.
We will respond to all data access or amendment requests within one month.
 

10. Media and Communications

Images and videos of athletes may be used for SC IOM social media, website, or promotional materials only with signed consent from the athlete (or parent/guardian if under 18).
Consent can be withdrawn at any time by contacting sportcheerisleofman@gmail.com.


11. Data Breaches

In the unlikely event of a data breach, SC IOM will follow its internal Data Breach Response Procedure, notifying affected individuals and the Isle of Man Information Commissioner’s Office within the required timeframes.


12. Contact Information

For questions, concerns, or data requests, please contact:

Data Protection Lead: Cameron Boyd
sportcheerisleofman@gmail.com
07624 361072


13. Review

This policy will be reviewed annually or sooner if legislation or operational changes require it.
Last updated: October 2025

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