Summary of how we use your data
What does this policy cover?
This policy describes how Badshot Lea Football Club (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Whole Game System (“WGS”) provided by the Football Association (“The FA”). The policy also describes the Clubs use of data on WGS.
It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.
How does the FA use any of my information?
The FA provides WGS, but make its own use of the following information:
The Football Association will maintain records of individuals who have registered on WGS, records of DBS checks and the resulting outcomes and other disciplinary matters, This platform is controlled by the FA and is set out in the FA’s privacy notice www.thefa.com
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or disciplinary history from the Whole Game System. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and Football Association or Police on the status of any DBS check you have been required to take.
We may also receive or pass on disciplinary information from previous clubs or perspective clubs you may have played, volunteered or spectated.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message using the ‘unsubscribe’, or by contacting us using the details set out below in the “How do I get in touch with you” section.
Who will we share this data with, where and when?
When you become a member of the Club, your information, whether you are a coach, volunteer or if you are a participant will be (depending upon which league(s) 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 leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.
In addition to sharing data with the Football Association, some limited information may be shared with other stakeholders in football, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the FA’s legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the FA as the provider of Whole Game System and Sportsreg providers of the clubs online registration; in addition to GoDaddy provider of our online club shop
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.
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
You have the same rights for data held by the Football Association for its own purposes on WGS.
To exercise any of these rights, you can get in touch with us– or, as appropriate, the Football Association or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complainto the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by Football Association and Football league Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch at firstname.lastname@example.org or by writing to 12 Orchard Gardens, Aldershot, Hampshire GU12 4HP
If you have any concerns about how the Football Association process your data, you can get in touch at email@example.com by writing to: Data Protection Officer, Wembley Stadium, PO Box 1966, London, SW1P 9EQ.
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for 5 Seasons after this.
Where we process personal data for marketing purposes or with your consent, we process the data unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract or for a competition, we keep the data for 7 years from your last interaction with us or from when the contract ends.
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
The Football Association will maintain records of individuals who have registered on WGS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the FA’s privacy notice to be set out on www.thefa.com
Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely by us in order to maintain a record of the game.
Changes to this Privacy Notice
We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.