Welford Victoria FC (The Club) (“we”, “our”, “us”) take your privacy very seriously. This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
What personal data we hold
Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.
Individuals provide information about themselves when they register with the Club, fill in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian. Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.
Why we need personal data
We will only use personal data for any purpose for which it has been specifically provided. The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
|Purpose/Processing Activity||Lawful Basis for processing under the UK GDPR|
|Processing membership forms and payments/subs||Lawful Basis for processing under the UK GDPR|
|Organising Matches||Performance of a contract|
|Sending out match or Club information and updates||Performance of a contract|
|Sharing data with coaches, managers or officials to run training sessions or enter events||Performance of a contract|
|Sharing data with leagues of which we are members, county associations and other competition providers for entry in events||Performance of a contract|
|Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events||The Club has a legitimate interest in maintaining member and participant correspondence for club community purposes|
|Sharing data with third party service or facility providers||The Club has a legitimate interest in running the organisation effectively and as it see fit. Provision of some third party services is for the benefit of the Club, participants and its members|
|Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority||The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members.|
|Publishing match and league results||Legitimate Interest or Consent. We will only publish your personal data in a public domain, including images and names, if you have not previously objected to us doing so. In the case of children under the age of 18 then only with written consent of parent/guardian|
|Sending out marketing information such as newsletters and information about promotions and offers from sponsors||Legitimate Interest or Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.|
|To ensure we understand possible health risks||Consent. We will only process details on your medical history with your consent.|
Who we share your personal data with
When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered on to the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.
We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your persona ldata for specified purposes and in accordance with our instructions.
We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.
The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from beingaccidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we retain your data
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not toshare your personal data with us we may not be able to register or administer your membership.We may update this Privacy Notice from time to time, and will inform you to any changes in how wehandle your personal data.If you have any questions about this Privacy Notice then please contact a club official
Where we send your data
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