Exeter Rugby Group Ltd takes your privacy very seriously and is committed to protecting your personal information. By visiting www.exeterchiefs.co.uk including all related sub-domain names (together ‘our site’), you are accepting and consenting to the practices described in this policy.
Please note that our website and other digital platforms may contain links to third party website/digital platforms which are provided for your convenience. We are only responsible for the privacy practices and security of our own digital platforms. We recommend that you check the privacy and security policies and procedures of each and every other website/digital platform that you visit.
Data Protection Officer
Sandy Park Stadium
Sandy Park Way
Information we collect and what we use it for
When we provide you with products or services we may collect and store any personal information that you provide to us. We may, for example, keep a record of your name, address, delivery address, email address, telephone number and payment card details. We may also record details of any disability or health needs you may have at the time of booking an event or service which will take place at the stadium or any of our other premises to help to ensure your comfort and safety.
When you sign up with us for an online account, register to receive marketing communications from us (and/or our sponsors and partners), enter one of our competitions, fill in one of our forms (whether online or offline) or otherwise expressly provide us with your personal information, we may collect and store any personal information that you provide to us and may use it to personalise and improve your experience on our digital platforms, provide products and services you request from us, and carry out demographic and market research.
When you interact with our digital platforms, we may also automatically collect the following information about your visit. This is primarily to help us better understand how our fans use our digital platforms to enable us to create better content and more relevant communications:
- How you have reached our digital platform and the internet protocol (IP) address you have used.
- Your browser type, versions and plug-ins, and your operating system.
- Your journey through our digital platform, including which links you click on and any searches you made, how long you stayed on a page, and other page interaction information.
In broad terms, we use your data for the following purposes:
- To carry out our obligations arising from any contracts entered into and administer and provide products and services you request or have expressed an interest in;
- To provide you with information about other goods and services we offer that are similar to those that you have already browsed or enquired about;
- To enable us to administer any competitions or other offers/promotions which you enter into
- To communicate with you in the event that any products or services you have requested are unavailable
- To notify you of changes of our services
- For fraud screening and prevention purposes
- For record keeping purposes
- To create an individual profile for you so that we can understand and respect your preferences
- To personalise and improve your experience on our digital platforms and ensure that content from our site is presented in the most effective manner for you and your computer
- To personalise and/tailor any communications that we may send you
- To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you
Our legal basis for using your personal information
The UK GDPR, (Our Global standard of compliance) requires that a Controller must have a legal basis for processing personal data. In most instances, our legal bases for processing your personal data are:
- (a)Your consent.
- (b)We have a contractual obligation.
- (c)We have a legal obligation.
- (d)We have a vital interest.
- (e)We need it to perform a public task.
- (f)We have a legitimate interest.
How long will we retain your data?
We will only keep your personal data for as long as is necessary to fulfil the purposes we collected it for, which may include satisfying any legal, accounting, or reporting requirements. The retention period depends on the type of personal data and the reason we are processing it.
When calculating the appropriate retention period for your data, we consider the nature and sensitivity of the data, the purposes for which we are processing the data, and any applicable statutory retention periods. Using these criteria, we regularly review the personal data which we hold and the purposes for which it is held and processed.
When we determine that personal data can no longer be retained (or where we must comply you request us to delete your data in accordance with your right to do so) we ensure that this data is securely deleted or destroyed.
News offers and opportunities from us
We want you to be the first to know about new signings, competitions, club news, ticket availability and more. If you haven’t already signed up to receive these exciting benefits, please click here. You can unsubscribe by clicking here, or by writing to us at the address above.
Please note, if you don’t choose to receive this information, we will be unable to keep you informed of new services, products, events, or special offers that may interest you and our ability to inform you of ticketing opportunities may be affected.
At all times, we will comply with the Privacy and Electronic Communications Regulations (PECR).
Disclosure of your information
In order to provide our products and services to you or to otherwise fulfil contractual arrangements that we have with you, we may need to appoint other organisations to carry out some of the data processing activities on our behalf, also referred to as subprocessors. These may include, for example, payment processing organisations, delivery organisations, fraud prevention and screening and credit risk management companies, and mailing houses.
We may share your data with third parties (a) if we are under a legal or regulatory duty to do so, (b) if it is necessary to do so to enforce our terms and conditions of sale or other contractual rights, (c) to lawfully assist the police or security services with the prevention and detection of crime or terrorist activity, (d) where such disclosure is necessary to protect the safety or security of any persons, and/or (e) otherwise as permitted under applicable law.
We may share your data with our carefully selected sponsors and partners (as may change from time to time) but we will only do this if you have consented to receive marketing relating to our sponsors and partners or if one of the conditions in the paragraph above applies.
We may provide our advertisers with aggregate information about our users (e.g., we may inform them that 100 women from Exeter clicked on their advertisement). We may also use such aggregate information to help advertisers reach the kind of audience they want to target, plus enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience.
In all instances where we disclose your information to third parties, we will ensure that your information is appropriately protected, and the appropriate consent has been collected.
In common with many other website operators, we use standard technology called 'cookies' on our website. Cookies are small pieces of information that are stored by your browser on your computer's hard drive, and they are used to record how you navigate this website on each visit.
Security of information
When you submit your credit card details to us, we use industry standard Secure Sockets Layer (SSL) encryption technology to guard your information. In addition, we have security procedures in place to protect our paper-based systems and computerised databases from loss and misuse, and only allow access to them when it is absolutely necessary to do so, and then under strict guidelines as to what use may be made of the personal information contained within them.
Where a password is required to access certain areas of our digital platforms, you are responsible for keeping your password secure and confidential. We ask you not to share a password with anyone.
Unfortunately, we cannot guarantee that transmission of information via the internet is secure. Although we will do our best to protect your personal data, any transmission of data is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Please note that for your safety and security, CCTV is in operation in all of our premises which are open to the public. To read our full CCTV Monitoring Policy, click here.
More about your information - your rights
You may correct or update your personal information at any time by emailing us at firstname.lastname@example.org or by changing your profile on our website. Please include your name, address, date of birth, and email address when you contact us as this helps us to ensure that we accept amendments only from the correct person. We encourage you to promptly update your personal information if it changes.
You have rights under the data protection legislation and, subject to certain legal exemptions, we must comply when you inform us that you wish to exercise these rights. There is no charge, unless your requests are manifestly unfounded or excessive. In such circumstances, we may make a reasonable charge or decline to act on your request. Before we action your request, we may ask you for proof of your identity. Once in receipt of this, we will process the request without undue delay and within one month.
Your rights in connection with personal information are set out below:
Subject Access Request - You have a right to receive a copy of all the Personal Data we hold about you.
Rectification - If any of the Personal Data we hold about you is incomplete or inaccurate, you have a right to have it corrected.
Erasure - This is also known as the “right to be forgotten”. You have a right to ask us to delete your Personal Data where there is no good reason for us continuing to process it. However, certain criteria apply and if we have a legitimate reason to continue processing your personal data, we will not be legally required to delete it.
Objection - You have a right to object where we are relying on legitimate interests as our legal basis for processing your Personal Data but, in certain circumstances we may be able to continue with the processing. For example, if we have compelling legitimate grounds which override your interests, rights and freedoms or your personal information is needed for the establishment, exercise or defence of legal claims. However, you have an absolute right to object to us processing your Personal Data for direct marketing purposes.
Restriction - You have a right to ask us to restrict the processing of your Personal Data in certain circumstances. For example, you may require us to suspend processing information about you whilst checks are made to ensure it is accurate.
Portability - You have the right to ask us to transfer any Personal Data you have provided to us to another party, subject to certain criteria being satisfied. We will provide this Personal Data in a structured, commonly used and machine-readable format.
Right to withdraw consent - If you have given us your consent for the processing of your Personal Data, you can withdraw this at any time. Please note, the withdrawal has no effect on the legality of the data processing carried out in the past on the basis of your consent. To exercise your right to withdraw consent contact us at email@example.com
Right to complain - If you are unhappy with the way in which your personal information has been or is being processed, you have the right to make a complaint about it to the Information Commissioner’s Office (ICO).They can be contacted at:
Information Commissioner’s Office
You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by not checking certain boxes on the forms we use to collect your data. If you have subscribed to receive marketing communications, you can unsubscribe here at any time.
We will securely retain your information for as long as is reasonably necessary and in accordance with applicable data protection laws. If you wish to submit a request for your data, be deleted, please write to us at the above address. You have the right to receive a copy of the personal information that we hold about you. Please write to us at the email address provided further above if you wish to exercise this right.