Privacy Statement

This Privacy Statement provides information about the ways in which Birr Rugby Football Club process the personal information provided to us.


Who we are?

Birr Rugby Football Club ("the Club") is an amateur sports organization based in Birr, Co Offaly, Ireland.


What data is being collected?

It is necessary for Birr Rugby Football Club ("the Club") to collect and record certain personal data relating to each member. This is information about you that you provide to us when you use our websites:

  • Name
  • Address
  • Date of birth
  • Phone numbers
  • Email Address
  • School
  • Job
  • Parent Name

The special categories of personal data collected and recorded by the club are:

  • Medical Conditions

When we collect personal data from you we will indicate whether any personal data we have requested from you is mandatory or optional.

If you contact us with a complaint or query, we may keep a record of your contact details and the correspondence between us and your levels of satisfaction.


What is the legal basis for processing the data?

Legitimate Interests

It is in our legitimate interests to collect and process your Personal Data for a range of operational, business and organizational purposes. When we process your Personal Data based on our legitimate interests, we make sure to consider and balance any potential impact on you and your data protection rights. We will not process your Personal Data for activities where our interests are overridden by the impact on you

Club Administration

  • maintaining records of those involved with the club at all levels, including players, referees, coaches, volunteers and others engaged in the running of the club
  • preparing contact information of committee members and others involved in the administration of rugby at the club
  • to register you as a player or volunteer with the club
  • to maintain your registration within the database of registered players

Business and Operational

  • to develop and maintain our relationship with you
  • to invite you to and host you at our events and meetings
  • to conduct administrative and operational processes within the club


  • to process and respond to any inquiries, requests and complaints you may submit to us.

Compliance with a Legal Obligation

We may process your Personal Data where it is necessary to comply with legal obligations to which we are subject

  • To comply with our obligations under Irish and EU laws, including but not limited to safeguarding and complying with law enforcement requests; and
  • in particular to comply with our obligations under the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012-2016.


Will the data be shared with any third parties?

The data about each member shall be provided to the IRFU, the relevant Branch and other third parties to facilitate any services provided relating to the Irish Rugby Football Union's Player Registration Programme Website (the "Website"), and published on the Website. It is the IRFU that controls any data provided.

The system will be used for management and administration purposes only. Any party receiving the information shall not use it for commercial purposes or release it to any party without prior approval.


How will the information be used?

The information will used within the club to:

  • to notify you about events
  • to notify you about subscription being due
  • to enable you to have a single customer account and identity with us
  • to provide each age grade coach in the club of a players name, contact info, medical history relevant to team management and player welfare
  • to provide each coordinator with a coaches name and contact info
  • for management and administration purposes within the club


How long will the data be stored for?

Data will be retained while players are active within the club or until the data subject requests there data is deleted.


What rights does the data subject have?

Data protection law gives you certain rights in relation to your personal data. These include: the right to access information held about you, the right to object to it being used for certain purposes and the right to have personal data deleted, restricted and in certain cases to receive a machine-readable copy of your personal data. 

If you would like to exercise your right of access, to the extent you cannot access your information by logging into your online account, please submit your request using the website contact us page. For information about how to request the deletion of your personal data, see the section on ‘Deletion’ below. 

We will handle any request to exercise your rights in accordance with applicable law and any relevant legal exemptions. If you wish to exercise any of these rights please conduct us using the website contact us page.

You may also have the right to complain to a data protection authority if you think we have processed your personal data in a manner which is unlawful or breaches your rights. If you have such concerns we request that you initially contact us via the website contact us page so that we can investigate, and hopefully resolve, your concerns. 


How can the data subject delete there personal information?

You can delete your personal information any time by logging into your account on the website and deleting your membership information. If you wish to have your account and all related membership information deleted please contact us via the website contact us page to do so.

If you choose to close your account, please note that you will no longer be able to access our website. We will delete the personal data associated with your account within a reasonable period, other than personal data which we have a need to retain for our internal business records (for example, data related to purchasing history)


What is a cookie?

A cookie is a small text file that may be stored on your computer or mobile device that contains data related to a website you visit. It may allow a website “remember” your actions or preferences over a period of time, or it may contain data related to the function or delivery of the site. Cookies can be set by the owner of the website or in some cases by third party services the website owner allows to present other information, run content or provide other functionality such as analytics.

Further information on cookies can be found at:


How are they used on this site?

Our websites uses cookies to distinguish you from other users. Currently we operate an ‘implied consent’ policy which means that we assume you are happy with this usage.

If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.)