Knights Basketball Ltd and Knights Basketball Academy CIC

New General Data Protection Regulations 2018 Update

The new General Data Protection Regulation comes into full force on the 25th May 2018. This requires Knights Basketball Ltd and Knights Academy CIC and any company that holds personal data to update how they collect, use and store people’s personal data.

The EU’s General Data Protection Regulation (GDPR) was introduced to unify all EU member states’ approaches to data regulation, ensuring all data protection laws are applied identically in every country within the EU. It will protect EU citizens from organisations using their data irresponsibly and puts them in charge of what information is shared, where and how it’s shared.

We are currently auditing our processes and policy’s against the new GDPR regulations with the assistance of *resources provided by Basketball England whilst also applying the 12 Step document provided by the ICO website. This is to ensure that by 25th May 2018 that we are compliant as an organisation. https://ico.org.uk/media/1624219/preparing-for-the-gdpr-12-steps.pdf

 

Progress to date: 24/05/2018

We have worked to update our Data Protection Policy to bring it in line with the GDPR and placed it on our website. – 24/05/2018

We have updated our Cookie settings and consent on our website to fall in line with the new regulations. – 24/05/2018

We have a Data Breach Policy and Procedure that has been put in place to be followed in such an event. – 24/05/2018

We have contacted all our club members and external contacts about the new law and updating them on communication preferences moving forward. – 24/05/2018

We have informed all staff and coaches about the GDPR coming into effect on 25th May, informing them about this will affect the day to day operations within Knights Basketball. – 24/05/2018

We are in the process of installing a safe waste management bin in our offices to securely dispose of any confidential/highly sensitive material that we hold within the office. This will be frequently removed and shredded securely – 09/05/2018

We have audited our data as an organisation to understand as to where it is held and how it is held. This Audit has strengthened our data security as all data is held in secure files that are password protected. Our third party processor Webcollect has updated their systems in order to be GDPR Compliant. We use Office 365 where all personal information is password protected and stored.

This process will continue with any paper files stored in the organisation to ensure these are either locked in a secure cabinet or scanned and held electronically under password protection. – No detail will be kept around the office and anything left on desks or mobile devices will be shredded manually and electronically. 09/05/2018

We are in the process of upgrading our system and devices to ensure they are encrypted. This means that there is an extra level of protection when accessing these devices, our hard drives are now fully encrypted and it also means that devices can be shut down and locked if there is threats our organisation’s data security. We will also install a shredder which allows for secure deletion of any file – 09/05/2018

*The Sport & Recreation Alliance have announced a GDPR toolkit for regional organisations and clubs operating across the sport and recreation sector by Basketball England. Knights Basketball Ltd and Knights Academy CIC are working hard and committed to accessing these resources as they are updated and released in order to comply with the new GDPR law by using these resources to update our members. 09/05/2018

We are currently in the process of updating our Privacy Notices and Data Protection policy to ensure that they are in line with the GDPR changes and also make it clear to members how we process their data and for what purposes. More information to follow – 08/05/2018

We will be communicating to our members to update their marketing preferences to ensure we have their opt-in permissions and this included communication with regards to the new Privacy Notice – 09/05/2018

James Merchant – Director Knights Basketball