Old Loughtonians Hockey Club Limited (the "Club") has held all of its membership details on its website since 2017/18. Since the 2021/22 season the information has been held on the Club’s new Pitchero membership database.

Please read the information on;
(a) the Membership in Brief page which explains the process for registering and paying for existing members; or
(b) the information on the New Members page for new joiners.

This note explains:

(a) the nature and terms of membership;
(b) the declaration members make on becoming members; and
(c) the basis on which members' personal data is held.

(A) Nature of membership

The Club is a company limited by guarantee. On becoming a member each member agrees to guarantee the obligations of the Club up to £1.00.

The Club's articles of association ("Articles") govern the Club and set out the rights and obligations of members. The Articles are a public document and a copy is available on the Club website. The provisions relating to membership are in articles 23 to 29 of the Articles.

As set out in the Articles, members must at all times comply with all of the Club's codes and rules including in particular:

(a) The Safeguarding Policies; and
(b) Club Codes of Conduct,

all of which are available on the Club website under Policies.

Members must all comply with the rules of England Hockey and relevant Area Associations and those of the leagues and competitions in which they participate.

(B) Declaration

On becoming a member each member previously signed a form to declare that:

"I recognise that hockey can be a dangerous sport. Whilst the club has public liability and other insurances I acknowledge that I am primarily responsible for my own welfare and that of my children and guests and am aware of the risks of playing sport or of my children playing and watching sport. If there is any emergency (whether through accident, illness or otherwise) then I wish you to take all such reasonable steps as you think necessary or appropriate to deal with my (or my child's) illness or accident. I expressly give consent to the club's coach, physiotherapist, welfare officer, nurse, first aid officer or other club officer to take such action as they, in their objective opinion believe to be best at the time to protect, heal and save me or my child.
I acknowledge that it is my responsibility to ensure that I and my children are playing with the correct equipment and it is not the responsibility of the club to provide me or my children with any such equipment.
I have read the club's code of conduct and agree to follow it.
I note that I will become a member of Old Loughtonians Hockey Club Limited."
That declaration continues to apply to all members and each member is asked to confirm that they will follow all Club Policies and Codes on registration..

(C) General Data Protection Regulations ("GDPR")
On renewal and first registration the Club asks for personal medical information and other information. The Club requires this data in order to administer the Club and register members with the necessary governing bodies and leagues. The Club does not pass personal information to any other third party or use it for any other purpose without member consent. The information is stored in the Club’s database and in the Fixtures Live database. The Club will also use these details to contact members about Club events and functions and to send administrative messages. Members can request a copy of the data the Club holds for them at any time.
The Club has a Privacy Policy which complies with the GDRP and is registered under the Data Protection Act. A copy of the policy is included on the Club website and sets out all of the necessary uses for the data collected. When a member leaves the details will be removed from the membership list but (to the extent required to keep in touch with old members) stored on the alumni database.

FAMILY PARTICIPATION: The Club is run by volunteers and encourages parents and other family members to show an active involvement in the organisation of the Club. Members and parents are invited to volunteer for any of these (or other) roles.

Fundraising/sponsorship
Coaching/Coaching assistance
Transport to away matches
Umpiring
Team manager/administration
First Aid
Committee membership

UNDER 18 MEMBERS ONLY - PHOTOGRAPH/FILM FOOTAGE CONSENT:
The Club encourages members to be filmed as part of training and coaching programmes. Matches and training sessions may be filmed to help improve skills and development. External photographers may also take pictures during competitions.

Whilst the Club encourages this training aid it is recognised that some parents may not wish their children to be photographed.

If you are the parent or guardian of an under 18 member and DO NOT WISH your child to have the benefit of being filmed/photographed whilst playing/training at Old Loughtonians Hockey Club, please email or write to the Club Office, giving your full name and the name of your child.

ENGLAND HOCKEY: EQUAL OPPORTUNITIES
Sport can and does play a major role in promoting the inclusion of all groups in society. However, there is always a risk that inequality can exist within sport particularly in relation to gender, race and disability. England Hockey is committed to promoting and developing sports equity, which is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. By monitoring the profile of people in sports clubs, national governing bodies of sport and England Hockey can identify any issues relating to under representation of different groups and can develop strategies to ensure that all people have the opportunity in the future to develop and progress in sport. To monitor the success of programmes that are designed to attract people from all communities into the game, England Hockey requests data (as set out on the registration page) from clubs as part of the annual affiliation process. The information provided will be used for statistical reporting only and will not be linked in any way to identify members personally.

LATE PAYMENT: If payment has not been received by 31st October a 20% late fee will be applied to the membership.

ELIGIBILITY: Any member who has not registered as a member of the club will be ineligible to play, train, manage or coach. Any member who has not paid their membership fees by 30th September will be ineligible for selection.

STUDENTS: Any full-time student member who is at university (or other further education establishment) who buys the full club kit will be entitled to free membership whilst still a full-time student.

Any part time or gap year student (whether Adult or Youth) is invited to ask the membership secretary to consider a discount or fee deferral.

Please send your enrolment course details to the membership secretary (including the intended completion date).

RETURNING COLTS: Any former Youth member returning to the club after an absence of over a season studying (at university or elsewhere) who has or buys the full club kit will be entitled to free Adult (18-25) membership for the first year back at the club.

GOALKEEPERS: The discounted rate for Adult or Youth goalkeepers applies to any keeper who has bought and uses his or her own goalkeeping kit.

UNPAID OFFICERS, LEAD COACHES, MANAGERS and CAPTAINS: Unpaid club officers, team captains, official lead coaches and team managers (as listed as Club Contacts on the website) will be entitled to a 50% discount on the playing fees for themselves. Those not playing (including volunteer support coaches) must join as club members and complete and return the roll acceptance form. The club thanks all the parents and other volunteers who assist without receiving any reward other than the satisfaction of giving back. We are a members’ club and rely on the support of each other as unpaid volunteers. For the avoidance of doubt, assistant coaches or children of coaches are not entitled to the discount.

FAMILY MEMBERSHIP: Family membership is available where any Adult is due to pay the full undiscounted Adult membership fee. In those circumstances each Adult or Youth family member will be entitled to a 10% discount. Family has its ordinary meaning i.e. a family living (and paying) together as one family. The discount will not be available after 30th September. Family discounts do not apply to Mini members, concessions or any other membership categories.

COUNTRY MEMBERS: Members temporarily living away from home or who have moved away from the area can play up to 6 matches a year when back in the area and enjoy all other membership rights. Moving away and living away have their normal meaning of moving to and living beyond commuting distance to the club (at least 60 miles round trip).

SOCIAL MEMBERS: Social members can play up to 3 matches a year and enjoy all other membership rights.

YOUTH (FORMERLY KNOW AS COLTS: Fee includes youth and senior league and cup matches. Those under 14 not wishing to play senior matches may elect to pay reduced membership fees. Please let the Membership Secretary know if you do not want your child to be included as a full Youth member playing adult hockey.

SENIORS: Over 65s pay half price membership; over 62s pay 75%.

UMPIRES: Any Club member who umpired more than 5 matches in the previous season will be entitled to a discount.

HARDSHIP: In cases of hardship please contact the Membership Secretary.

PLATINUM MEMBERSHIP Platinum membership is available to anyone, whether a player or supporter, who is willing to support the club financially as a patron. The cost is £600 and Patrons will receive a Platinum membership card, recognition on the website and in match programmes and on a Patron's board. Additional benefits will be announced annually.