Club Privacy Notice
Alexandra Park Youth Football Club (APYFC) take your’s and/or your child’s privacy very seriously.
This Privacy Notice sets out how APYFC will look after , securely store and use the personal information it collects from you. Under the terms of the Data Protection Act 2018 and the General Data Protection Regulation 2018 (GDPR) APYFC are the data controller, responsible for the storage, processing and security of any personal data you provide.APYFC will take care to keep your information secure and to prevent any unauthorised access to or use of it.
What personal data APYFC may hold on you.
Personal data means any information about an individual from which that individual can be identified.
APYFC collects, uses, stores and transfers some personal data of our participants [and their parents or guardians], and other Club members.
You provide personal information about yourself when you register with the Club via the Club’s online platform Pitchero, and by filling in forms at an event or by corresponding with us by phone, e-mail or otherwise.
The information you give us about yourselves and your children, may include 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, where applicable, the participant’s parent or guardian.
Where we need to collect specified personal data to fulfil Club responsibilities and you choose not to provide that data APYFC may as a consequence be unable to, honour or administer your membership.
Why we need your personal data
We will only use your personal data for the purpose for which it has been specifically provided. APYFC take the security of your’s and/or your child’s personal information seriously and will only use it for Club, Watford Friendly League and FA administration purposes.
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 Article 6 of the GDPR. |
| Processing membership forms and payments/ subs | Performance of a contract |
| 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 we are in membership of, 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 to maintain member and participant correspondence for club community purposes. |
| 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 | Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian |
| Sending out marketing information such as newsletters and information about promotions and offers from sponsors | 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 personal data with
When you become a member of the Club, your’s and/or your child’s information, if you are a coach or volunteer will be or if you are another participant may be, (depending upon which competitions your team plays in) entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to The Watford Friendly League to register participants and the team for matches, tournaments or other events, and for affiliation purposes.
We may share your’s and/or your child’s personal data with selected third parties (with your specified consent on each occasion), and sub-contractors such as referees, coaches or match organisers for club related activities. Third-party service providers will only process your’s and/or your child’s personal data 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.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data 1 calendar year after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.
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 to share your personal data with APYFC it may not be able to register or administer your membership.
We may update this Privacy Notice from time to time, and will inform you of any changes in how we handle your’s and your child’s personal data.
If you have any questions about this Privacy Notice then please contact APYFC’s Club Secretary at: apyfcsecretary@gmail.com