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Privacy policy

Club Privacy Notice

Wivenhoe Town Football Club takes your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information (data) we collect from you. We are the data controller, responsible for the processing (management) 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.

The personal data we hold on you.
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, in the case of members under the age of 18, their parents or guardians, and other Club members. You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.

The personal information (data) 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 data classed as sensitive personal data. This may include some medical information where this may be relevant for your health, wellbeing and safeguarding (e.g. asthma). Where we hold these 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 or sensitive 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 your personal data.
We will only use personal data for a 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 a description of the ways we plan to use your personal data (Purpose/Processing Activity), followed by the legal basis we rely on to do so (Lawful basis for processing under Article 6 of the GDPR). We have also identified what our legitimate interests are where appropriate.

Personal Data.
1. Processing membership forms and payments/ subs.
(Performance of a contract with the data subject or steps to enter into such contract).

2. Club Affiliation. Sharing data with county associations (e.g. Essex County F.A.), leagues that Wivenhoe Town Football Club are members of, and other competition providers for entry in events.
(Performance of a contract with the data subject.)

3. Sharing data with coaches, managers or officials to run training sessions or enter events.
(Performance of a contract with the data subject).

4. Organising matches.
(Performance of a contract with the data subject).

5. Providing match or Club information and updates.
(Performance of a contract with the data subject).

6. 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).

7. Providing 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 actively provided your consent).

8. 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 16 then only with written consent of parent/guardian).

Sensitive Personal Data.
9. To ensure we understand possible health risks and provide appropriate care.
(Consent. We will only process details of relevant medical history and with your prior consent).

Who we share your personal data with.
When you become a member of the Wivenhoe Town Football Club, your information, if you are a coach or volunteer will be entered onto the Whole Game System database, which is administered by the FA. If you are another participant your information may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database. 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 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 these data 12 months 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 are stored on Whole Game System are 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.

Records of an individual’s participation in competition (team sheets, reports, results pages etc.) may be kept indefinitely for statistical purposes.

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 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 we handle your personal data.

If you have any questions about this Privacy Notice then please contact the Club Secretary.

Terms and Conditions