How we use your information

Who we are

Fife Arctic Foxes Ice Hockey Club ("the club", "we") is responsible for the information collected through arcticfoxesihc.co.uk. For any privacy question or request, email [email protected].

Fan jersey orders

When you order a fan jersey, we collect:

• your name, email address and mobile number
• the jerseys you order: colour, size, and any name and number for the back
• your order reference and whether you have paid and collected your order

We use this only to process your order, match your bank transfer to it, contact you about your order or collection, and keep the club's accounts. We do not use it for marketing, and we never sell or share it with anyone for their own use.

Who sees it: committee members who handle orders and finances. We send our kit supplier, Hercules, only the size, colour, and name and number for each jersey, never your contact details.

How long we keep it: we delete your contact details within three months of the collection date. We keep a record of payments (order reference, amount and date) for as long as we need it for the club's accounts.

Our legal basis: we need this information to carry out your order (a contract with you), and to keep proper accounts.

If you are ordering for a child, please place the order yourself as their parent or carer.

Player kit orders

Registered Foxes players (or their parent or carer) order match and training kit through a separate form. We collect the player's name, position, kit sizes and preferred shirt numbers, and the contact name, email address and mobile number of the person ordering. The committee also records whether the player's Scottish Ice Hockey registration has been checked, the amount due, and payment and collection.

We use this only to order the kit, agree a shirt number, take payment and hand the kit over. Hercules receives only the surname, sizes and number for each player. Contact details are deleted within three months of the kit being handed over, as with fan jersey orders.

Player registration

Players (or their parent or carer) register with the club through a separate form. We collect the player's full name, date of birth, a passport-style photo, a contact number and email address, the name of the person registering if it isn't the player, and whether the player is already registered with another club (and which) or individually with SIH this season.

We use this to register the player with Scottish Ice Hockey, enter them on the Flexviews system SIH uses, and take the registration fee. We share the details and photo only with SIH for registration. The committee records whether the fee is paid and when each registration step is done.

How long we keep it: photos are deleted at the end of the season (31 August). We keep the rest of the registration for the season, and for as long as we need it for the club's accounts and insurance.

PVG applications

The club applies for PVG (Protecting Vulnerable Groups) checks from Disclosure Scotland for committee members, coaches and volunteers. Through a separate form we collect your first name as given at birth, your middle and last names, date of birth, current home address and postcode, email address, whether you are already a PVG scheme member, which identity documents you will provide, and, if you choose to upload them, a copy of a photographic identity document and a proof of address.

We use this only to check your identity and apply for your PVG check. We share it only with Disclosure Scotland, as part of your application.

Who sees it: only the club's Child Protection Team. Other committee members can't see PVG applications or documents.

How long we keep it: until a final decision is made on your application, then we delete your details and documents. The Child Protection Team may delete your documents sooner, once they've checked them.

Our legal basis: the club has a legal duty to make sure people doing regulated work with children are PVG scheme members. Questions about PVG data can go to [email protected].

Committee Members' Area

The Committee Members' Area is for approved committee members only. Signing in uses Cloudflare Access: you enter your email address and receive a one-time code. Cloudflare records sign-ins for security and sets a cookie that keeps you signed in. We only keep the email addresses of people who are allowed in.

Using this website

We don't use advertising or tracking cookies, and we don't run analytics. The site's fonts and images are hosted on our own site, so visiting it doesn't send your details to other companies. Our hosting provider, Cloudflare, processes basic technical information such as your IP address to deliver the site and protect it from attacks.

Emailing us, or messaging us on Facebook or WhatsApp, isn't covered by this website notice. We only use what you send us to reply to you and run the club.

Where your information is stored

Orders are stored securely with Cloudflare, which hosts this website on our behalf. Cloudflare may process data outside the UK; where it does, it uses the legal safeguards UK data protection law requires.

Your rights

You can ask us for a copy of the information we hold about you, or ask us to correct or delete it, or to stop using it. Email [email protected] and we'll respond within one month.

If you're unhappy with how we've handled your information, please tell us first. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint.

Last updated: November 2026.