Template for information to members

{club name} uses Playsa for our register of members, participants, guardians and leaders. We also use it for {enrolment, fees and invoices, attendance and check-in, invitations and email to groups}.

Why we have the data

• We need it to manage the membership and the activities, for example groups, attendance and fees, and to apply for grants. We do this on the basis of {the club's legal basis, for example the membership and the club's legitimate interest}.

What data we have

• Name, date of birth or year of birth, email and phone number.
• Who is a guardian and who pays.
• Membership, groups, terms and status.
• Sex and home municipality, only if we need them to apply for grants.
• The attendance at our sessions, and fees and invoices when we use them.
• We do not add personal identity numbers, addresses or health data.

If we have added you from a file

• If we have moved our register to Playsa from a file, for example from {our previous system}, Playsa never keeps the file, only the rows we approve. If the file had personal identity numbers, only the date of birth and sex were stored, never the number.

Who is responsible

• {club name} is the controller for the register and for what we do in Playsa.
• Playsa, that is Hodla AB, which is changing its name to Playsa AB, is our processor. Playsa handles the data on our behalf under an agreement with us and may not use it for anything of its own.
• If you have your own account with Playsa, Playsa is responsible for the account. Your account and our register are kept apart.
• Our own privacy policy is at {link to the club's privacy policy}. Playsa's privacy policy is at playsa.se/en/integritet.

Your account with Playsa and notices

• You do not need an account with Playsa. You can be in our register anyway.
• If you want, we invite you with a code in an email. You approve yourself that your account is connected to our register. Nothing is connected automatically.
• With the connection you see your child's groups and can send a changed email address and phone number to us. When we use those parts, you can also reply to invitations and check in your child.
• If we take attendance in Playsa and you have connected your account, you can get a notice when your child is there or was missing. You choose yourself under Account. For children under 16, the absence notice is on unless you choose otherwise. The notice only has the child's first name, the group and the day.
• The leaders see the children's names and years of birth in their own groups. They reach guardians who have connected their account with the Call button.
• Other families never see your child's name or attendance.

How long we keep the data

• For as long as you are with us. If you leave, the data is deleted {when, for example 24 months after you left}. Of your attendance, only session, group and number are then kept, without names, for the grants. If we use invoices, the invoices and payments are kept up to and including the seventh year after the calendar year in which the financial year ended, as the Bookkeeping Act requires. The times are in Playsa's privacy policy, section 3.

Your rights

• You can ask us for a copy of your data, and ask us to correct or delete it. Write to {club email}.
• You can complain to IMY, the Swedish Authority for Privacy Protection, imy.se.

Contact

{club name}, {club email}, {club address or website}.