AFC Henley (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 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 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 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 YOUR 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 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 data with third party service or facility providers||The Club has a legitimate interest to run the organisation efficiently and as it sees 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||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 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 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 onto the Whole Game System database, which is administered by the FA and/or the GotFootball database, which is administered by the the East Berks Football Alliance (EBFA). 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. From September 2020, in light of the COVID-19 pandemic we are required to share pre-collected data from training sessions and matches at all age groups in line with the UK Government's NHS Track and Trace service in the event of a recorded asymptomatic case of Coronavirus.
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 being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
HOW LONG WE HOLD YOUR PERSONAL DATA
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 at firstname.lastname@example.org
DATA PROTECTION POLICY
1. ABOUT THIS POLICY
1.1 This Policy is to help the club deal with data protection matters internally. This is kept with other Club policies and a copy should be given (or made available) to all volunteers and others who come into contact with personal data during the course of their involvement with the Club .
1.2 AFC Henley (Club), (“we”, “our”, “us”) handle personal data about current, former, and on occasion prospective players and their parents or guardians, employees, volunteers, committee members, other Club members, referees, coaches, managers, contractors, third parties, suppliers, and any other individuals that we communicate with.
1.3 In your official capacity with the Club, you may process personal data on our behalf and we will process personal data about you. We recognise the need to treat all personal data in an appropriate and lawful manner, in accordance with the EU General Data Protection Regulation 2016/679 (GDPR).
1.4 Correct and lawful treatment of this data will maintain confidence in the Club, and protect the rights of players and any other individuals associated with the Club. This Policy sets out our data protection responsibilities and highlights the obligations of the Club, which means the obligations of our employees, committee, volunteers, members, and any other contractor or legal or natural individual or organisation acting for or on behalf of the Club.
1.5 You are obliged to comply with this policy when processing personal data on behalf of the Club, and this policy will help you to understand how to handle personal data.
1.6 The Club will be responsible for ensuring compliance with this Policy. Any questions about this Policy or data protection concerns should be referred to a Director of the Club.
1.7 We process employee, volunteer, member, referee, coach, manager, contractor, committee, supplier and third party personal data for administrative and Club management purposes. Our purpose for holding this personal data is to be able to contact relevant individuals on Club business or administer the terms of your employment, and our legal basis for processing your personal data in this way is the contractual relationship we have with you. We will keep this data for 2 years months after the end of your official relationship with the Club, unless required otherwise by law and / or regulatory requirements. If you do not provide your personal data for this purpose, you will not be able to carry out your role or the obligations of your contract with the Club.
1.8 All the key definitions under GDPR can be found here.
2. WHAT WE NEED FROM YOU
2.1 To assist with our compliance with GDPR we will need you to comply with the terms of this policy. We have set out the key guidance in this section but please do read the full policy carefully.
2.2 Please help us to comply with the data protection principles (set out briefly in section 3 of this policy and in further detail below):
2.2.1 please ensure that you only process data in accordance with our transparent processing as set out in our Privacy notice;
2.2.2 please only process personal data for the purposes for which we have collected it (i.e. if you want to do something different with it then please speak to a Club official first);
2.2.3 please do not ask for further information about players and / or members and / or volunteers without first checking with a Club official;
2.2.4 if you are asked to correct an individual’s personal data, please make sure that you can identify that individual and, where you have been able to identify them, make the relevant updates on our records and systems;
2.2.5 please comply with our retention periods listed in our Privacy Notice and make sure that if you still have information which falls outside of those dates, that you delete/destroy it securely;
2.2.6 please treat all personal data as confidential. If it is stored in electronic format then please consider whether the documents themselves should be password protected or whether your personal computer is password protected and whether you can limit the number of people who have access to the information. Please also consider the security levels of any cloud storage provider (and see below). If it is stored in hard copy format then please make sure it is locked away safely and is not kept in a car overnight or disposed of in a public place;
2.2.7 if you are looking at using a new electronic system for the storage of information, please talk to [insert name] first so that we can decide whether such a system is appropriately secure and complies with GDPR;
2.2.8 if you are planning on sharing personal data with anybody new or with a party outside the FA structure then please speak to a Club official before doing so who will be able to check that the correct contractual provisions are in place and that we have a lawful basis to share the information;
2.2.9 if you receive a subject access request (or you think somebody is making a subject access request for access to the information we hold on them) then please tell a Club official as soon as possible because we have strict timelines in which to comply;
2.2.10 if you think there has been a data breach (for example you have lost personal data or a personal device which contains personal data or you have been informed that a coach has done so, or you have sent an email and open copied all contacts in) then please speak to a Club officia who will be able to help you to respond.
If you have any questions at any time then please just ask a Club official. We are here to help.
3. DATA PROTECTION PRINCIPLES
3.1 Anyone processing personal data must comply with the enforceable principles of data protection. Personal data must be:
3.1.1 processed lawfully, fairly and in a transparent manner;
3.1.2 collected for only specified, explicit and legitimate purposes;
3.1.3 adequate, relevant and limited to what is necessary for the purpose(s) for which it is processed;
3.1.4 accurate and, where necessary, kept up to date;
3.1.5 kept in a form which permits identification of individuals for no longer than is necessary for the purpose(s) for which it is processed;
3.1.6 processed in a manner that ensures its security by appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage;
3.2 We are responsible for and must be able to demonstrate compliance with the data protection principles listed above.
4. FAIR AND LAWFUL PROCESSING
4.1 This Policy aims to ensure that our data processing is done fairly and without adversely affecting the rights of the individual.
4.2 Lawful processing means data must be processed on one of the legal bases set out in the GDPR. When special category personal data is being processed, additional conditions must be met.
5. PROCESSING FOR LIMITED PURPOSES
5.1 The Club collects and processes personal data. This is data we receive directly from an individual and data we may receive from other sources.
5.2 We will only process personal data for the purposes of the Club as instructed by the committee, the County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what those purposes are when we first collect the data or as soon as possible thereafter.
6.1 One of the lawful bases on which we may be processing data is the individual’s consent.
6.2 An individual consents to us processing their personal data if they clearly indicate specific and informed agreement, either by a statement or positive action.
6.3 Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly honoured. Consents should be refreshed every season.
6.4 Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for processing special category personal data. Where children are involved then the consent must be in writing from parent/guardian
6.5 Where consent is our legal basis for processing, we will need to keep records of when and how this consent was captured.
6.6 Our Privacy Notice sets out the lawful bases on which we process data of our players and members.
7. NOTIFYING INDIVIDUALS
7.1 Where we collect personal data directly from individuals, we will inform them about:
7.1.1 the purpose(s) for which we intend to process that personal data;
7.1.2 the legal basis on which we are processing that personal data;
7.1.3 where that legal basis is a legitimate interest, what that legitimate interest is;
7.1.4 where that legal basis is statutory or contractual, any possible consequences of failing to provide that personal data;
7.1.5 the types of third parties, if any, with which we will share that personal data, including any international data transfers;
7.1.6 their rights as data subjects, and how they can limit our use of their personal data;
7.1.7 the period for which data will be stored and how that period is determined;
7.1.8 any automated decision-making processing of that data and whether the data may be used for any further processing, and what that further processing is.
7.2 If we receive personal data about an individual from other sources, we will provide the above information as soon as possible and let them know the source we received their personal data from;
7.3 We will also inform those whose personal data we process that we, the Club, are the data controller in regard to that data, and which individual(s) in the Club are responsible for data protection.
8. ADEQUATE, RELEVANT AND NON-EXCESSIVE PROCESSING
8.1 We will only collect personal data that is required for the specific purpose notified to the individual.
8.2 You may only process personal data if required to do so in your official capacity with the Club. You cannot process personal data for any reason unrelated to your duties.
8.3 The Club must ensure that when personal data is no longer needed for specified purposes, it is deleted or anonymised.
9. ACCURATE DATA
We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at the start of each season. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.
10. TIMELY PROCESSING
We will not keep personal data longer than is necessary for the purpose(s) for which they were collected. We will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.
11. PROCESSING IN LINE WITH DATA SUBJECTS RIGHTS
11.1 As data subjects, all individuals have the right to:
11.1.1 be informed of what personal data is being processed;
11.1.2 request access to any data held about them by a data controller;
11.1.3 object to processing of their data for direct-marketing purposes (including profiling);
11.1.4 ask to have inaccurate or incomplete data rectified;
11.1.5 be forgotten (deletion or removal of personal data);
11.1.6 restrict processing;
11.1.7 data portability; and
11.1.8 not be subject to a decision which is based on automated processing.
11.2 The Club is aware that not all individuals’ rights are absolute, and any requests regarding the above should be immediately reported to the committee, and if applicable escalated to the County FA/ FA for guidance.
12. DATA SECURITY
12.1 We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
12.2 We have proportionate procedures and technology to maintain the security of all personal data.
12.3 Personal data will only be transferred to another party to process on our behalf (a data processor) where we have a GDPR-compliant written contract in place with that data processor.
12.4 We will maintain data security by protecting the confidentiality, integrity and availability of the personal data.
12.5 Our security procedures include:
12.5.1 Entry controls. Any stranger seen in entry-controlled areas should be reported.
12.5.2 Secure desks, cabinets and cupboards. Desks and cupboards should be locked if they hold personal data.
12.5.3 Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed.
12.5.4 Equipment. Screens and monitors must not show personal data to passers-by, and should be locked when unattended. Excel spreadsheets will be password protected.
12.5.5 Personal Devices. Anyone accessing or processing the Club’s personal data on their own device, must have and operate a password only access or similar lock function, and should have appropriate anti-virus protection. These devices must have the Club’s personal data removed prior to being replaced by a new device or prior to such individual ceasing to work with or support the Club.
13. DISCLOSURE AND SHARING OR PERSONAL INFORMATION
13.1 We share personal data with the County FA/ and The FA, and with applicable leagues using the Whole Game System and/or GotFootball.
13.2 We may share personal data with third parties or suppliers for the services they provide, and instruct them to process our personal data on our behalf as data processors. Where we share data with third parties, we will ensure we have a compliant written contract in place incorporating the minimum data processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.
13.3 We may share personal data we hold if we are under a duty to disclose or share an individual’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the individual or other agreements; or to protect our rights, property, or safety of our employees, players, other individuals associated with the Club or others.
13.4 Starting from September 2020 for season 2020-2021 the lub reserves the right to share personal data collected as part of the UK Government NHS Track and Trace requirement to collect, store and share data in response to the COVID-19 global pandemic a and when required.
14. TRANSFERRING PERSONAL DATA TO A COUNTRY OUTSIDE THE EEA
We may transfer any personal data we hold to a country outside the European Economic Area (EEA), provided that one of the appropriate safeguards applies.
15. REPORTING A PERSONAL DATA BREACH
15.1 In the case of a breach of personal data, we may need to notify the applicable regulatory body and the individual.
15.2 If you know or suspect that a personal data breach has occurred, inform a member of the committee immediately, who may need to escalate to the County FA/ FA as appropriate. You should preserve all evidence relating to a potential personal data breach.
16. DEALING WITH SUBJECT ACCESS REQUESTS
16.1 Individuals may make a formal request for information we hold about them. Anyone who receives such a request should forward it to the board immediately, and where necessary escalated to the[County FA/ FA for guidance. Nobody should feel bullied or pressured into disclosing personal information.
16.2 When receiving telephone enquiries, we will only disclose personal data if we have checked the caller's identity to make sure they are entitled to it.
17.1 The Club must implement appropriate technical and organisational measures to look after personal data, and is responsible for, and must be able to demonstrate compliance with the data protection principles.
17.2 The Club must have adequate resources and controls in place to ensure and to document GDPR compliance, such as:
17.2.1 providing fair processing notice to individuals at all points of data capture;
17.2.2 training committee and volunteers on the GDPR, and this Data Protection Policy; and
17.2.3 reviewing the privacy measures implemented by the Club.
18. CHANGES TO THIS POLICY
We reserve the right to change this policy at any time. Where appropriate, we will notify you by email.
This website (the "Site") is part of the Pitchero Football network and is operated by Pitchero - you can view their terms of service here.
This website (the “Site”) is administered by AFC Henley a ‘not-for-profit’ grass-roots community club operating as an unincorporated association, whose registered address is at 355 Reading Road, Henley-on-Thames, RG9 4HA (the “Club”). Any references to “we”, “us” or “our” shall be taken as references to the Club. Any references to “you” or “your” shall be taken as references to users of the Site.
Please read these terms and conditions carefully to ensure that you understand and agree to them, as they contain the legal terms and conditions that you are deemed to have agreed to whenever you use the Site. If you do not accept these terms and conditions you should not use this Site.
PURPOSE OF THE SITE
The purpose of the Site is to provide you with information about the Club, the East Berks Football Alliance, affiliated teams, and other matters connected with the game of football in England and football related products or services which we may offer.
CODE OF CONDUCT
You agree that you are responsible for everything that you transmit to the Site and you agree not to and warrant, represent and undertake that you will not:
We may delete or update any information on the Site, add material or amend, alter, redesign or change anything contained on the Site at any time, without notice and without any liability to any person. We shall have no responsibility for ensuring that the Site is kept up to date. We reserve the right to amend these terms and conditions without notice to you from time to time. Any such amendment shall be effective once the revised terms and conditions have been posted on the Site, and it shall be your responsibility to check these terms and conditions for any such amendments.
INFORMATION ON THE SITE
The information on the Site has been included in good faith for general informational purposes only, and is subject to change without notice. Nothing contained in any part of this Site constitutes legal, investment, tax or other advice, nor should it be relied upon in making an investment or other decision or for any other specific purpose and no undertaking, representation or warranty (express or implied) is given as to its accuracy, reliability or completeness. We have made reasonable efforts to ensure that all information on the Site is accurate at the time of inclusion, however, there may be errors in such information for which we apologise but shall have no liability. We cannot guarantee that any information displayed on the Site has not been changed or modified through malicious attacks or “hacking”. We have included certain material on the Site which has been produced, provided or written by third parties. Such material is provided for information purposes only and should not be taken to represent the opinions, beliefs or views of the Club or any of its affiliates or officers.
OWNERSHIP OF MATERIALS ON THE SITE AND INTELLECTUAL PROPERTY RIGHTS
The Club or its affiliates or licensors are, unless otherwise stated, the owners of all copyright, database and other intellectual property rights in the Site and its contents, with all rights reserved. This includes, without limitation, copyright and other intellectual property rights in the videos, presentations, photographs, audio, documents, images, buttons, layout and text contained on or in this Site. You may not publish, distribute, extract, re-utilise, or reproduce any part of the Site in any form (including photocopying or storing it in any medium by electronic means) other than:
CONTRIBUTIONS TO THE SITE
The Club is not responsible for the content of external websites. This Site may include links to other websites from time to time and so when you access certain links in this Site you may leave the Site. These links are provided for your convenience. External websites are not part of this Site and we do not endorse or accept any responsibility for the content of those websites (nor the products or services on them), are not responsible for the availability of the websites and will not be liable in any way for any loss or damage which you may suffer by using those websites. If you decide to access linked websites you do so at your own risk.
DISCLAIMER OF WARRANTIES AND LIABILITY
This Site is provided “as is” and your access and use of it is at your own risk. To the fullest extent permitted by law, the Club makes no representations, undertakings or warranties about the content of and information provided through this Site, including any hypertext links or any other items used either directly or indirectly from the Site. The Club accepts no liability for any inaccuracies or omissions in the Site and any decisions based on information contained in the Site are your sole responsibility. To the fullest extent permitted by law all representations, warranties and undertakings (express or implied) in respect of the Site and the content of and your use of the same are excluded. In particular, but without limitation, we do not warrant that the Site or any videos, software, information or material available on or downloaded from the Site will be free from errors, faults, viruses, other computer or data-corrupting or data-damaging material or defects, compatible with your equipment or fit for any purpose.
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If you have any comments or questions about the Site please contact us at email@example.com.
Any failure by us to exercise any right or remedy under these terms and conditions or at law does not constitute a waiver of that right or remedy or a waiver of any other rights or remedies. No single or partial exercise of a right or remedy by us under these terms and conditions or at law prevents further exercise of the right or remedy or the exercise of any other right or remedy. If a competent court of law or authority finds that any part of these terms and conditions is invalid, unlawful or unenforceable to any extent, we shall delete the relevant part from the terms and conditions and the remainder of the terms and conditions shall continue to be valid and enforceable to the fullest extent permitted by the laws of England and Wales.