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, well being, 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. NOTE - Not all clubs may want to use this table, you could just list your processing activities instead.

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. 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.

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
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 within 3 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 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 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.

Data policy

Data Protection Policy

A) INTRODUCTION

We may have to collect and use information about people with whom we work. This personal information
must be handled and dealt with properly, however it is collected, recorded and used, and whether it be on
paper, in computer records or recorded by any other means.

We regard the lawful and correct treatment of personal information as very important to our successful
operation and to maintaining confidence between us and those with whom we carry out business. We will
ensure that we treat personal information lawfully and correctly.

To this end we fully endorse and adhere to the principles of the General Data Protection Regulation
(GDPR).

This policy applies to the processing of personal data in manual and electronic records kept by us in
connection with our human resources function as described below. It also covers our response to any data
breach and other rights under the GDPR.

This policy applies to the personal data of job applicants, existing and former employees, apprentices,
volunteers, placement students, workers and self-employed contractors. These are referred to in this policy
as relevant individuals.

B) DEFINITIONS

“Personal data” is information that relates to an identifiable person who can be directly or indirectly
identified from that information, for example, a person’s name, identification number, location, online
identifier. It can also include pseudonymous data.

“Special categories of personal data” is data which relates to an individual’s health, sex life, sexual
orientation, race, ethnic origin, political opinion, religion, and trade union membership. It also includes
genetic and bio metric data (where used for ID purposes).

“Criminal offence data” is data which relates to an individual’s criminal convictions and offences.

“Data processing” is any operation or set of operations which is performed on personal data or on sets of
personal data, whether or not by automated means, such as collection, recording, organisation, structuring,
storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or
otherwise making available, alignment or combination, restriction, erasure or destruction.

C) DATA PROTECTION PRINCIPLES

Under GDPR, all personal data obtained and held by us must be processed according to a set of core
principles. In accordance with these principles, we will ensure that:

a) processing will be fair, lawful and transparent
b) data be collected for specific, explicit, and legitimate purposes
c) data collected will be adequate, relevant and limited to what is necessary for the purposes of
processing
d) data will be kept accurate and up to date. Data which is found to be inaccurate will be rectified or
erased without delay
e) data is not kept for longer than is necessary for its given purpose
f) data will be processed in a manner that ensures appropriate security of personal data including
protection against unauthorised or unlawful processing, accidental loss, destruction or damage by
using appropriate technical or organisation measures
g) we will comply with the relevant GDPR procedures for international transferring of personal data

D) TYPES OF DATA HELD

We keep several categories of personal data on our employees in order to carry out effective and efficient
processes. We keep this data in a personnel file relating to each employee and we also hold the data within
our computer systems, for example, our holiday booking system.
Specifically, we hold the following types of data:

a) personal details such as name, address, phone numbers
b) information gathered via the recruitment process such as that entered into a CV or included in a
CV cover letter, references from former employers, details on your education and employment
history etc
c) details relating to pay administration such as National Insurance numbers, bank account details and
tax codes
d) medical or health information
e) information relating to your employment with us, including:
i) job title and job descriptions
ii) your salary
iii) your wider terms and conditions of employment
iv) details of formal and informal proceedings involving you such as letters of concern, disciplinary
and grievance proceedings, your annual leave records, appraisal and performance information
v) internal and external training modules undertaken
All of the above information is required for our processing activities. More information on those processing
activities are included in our privacy notice for employees, which is available from your manager.

E) EMPLOYEE RIGHTS

You have the following rights in relation to the personal data we hold on you:

a) the right to be informed about the data we hold on you and what we do with it;
b) the right of access to the data we hold on you. More information on this can be found in the section
headed “Access to Data” below and in our separate policy on Subject Access Requests”;
c) the right for any inaccuracies in the data we hold on you, however they come to light, to be
corrected. This is also known as ‘rectification’;
d) the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
e) the right to restrict the processing of the data;
f) the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
g) the right to object to the inclusion of any information;
h) the right to regulate any automated decision-making and profiling of personal data.
More information can be found on each of these rights in our separate policy on employee rights under
GDPR.

F) RESPONSIBILITIES

In order to protect the personal data of relevant individuals, those within our business who must process
data as part of their role have been made aware of our policies on data protection.
We have also appointed employees with responsibility for reviewing and auditing our data protection
systems.

G) LAWFUL BASES OF PROCESSING

We acknowledge that processing may be only be carried out where a lawful basis for that processing exists
and we have assigned a lawful basis against each processing activity.
Where no other lawful basis applies, we may seek to rely on the employee’s consent in order to process
data.

However, we recognise the high standard attached to its use. We understand that consent must be freely
given, specific, informed and unambiguous. Where consent is to be sought, we will do so on a specific and
individual basis where appropriate. Employees will be given clear instructions on the desired processing
activity, informed of the consequences of their consent and of their clear right to withdraw consent at any
time.

H) ACCESS TO DATA

As stated above, employees have a right to access the personal data that we hold on them. To exercise this
right, employees should make a Subject Access Request. We will comply with the request without delay,
and within one month unless, in accordance with legislation, we decide that an extension is required. Those
who make a request will be kept fully informed of any decision to extend the time limit.

No charge will be made for complying with a request unless the request is manifestly unfounded, excessive
or repetitive, or unless a request is made for duplicate copies to be provided to parties other than the
employee making the request. In these circumstances, a reasonable charge will be applied.
Further information on making a subject access request is contained in our Subject Access Request policy.

I) DATA DISCLOSURES

The Company may be required to disclose certain data/information to any person. The circumstances
leading to such disclosures include:

a) any employee benefits operated by third parties;
b) disabled individuals - whether any reasonable adjustments are required to assist them at work;
c) individuals’ health data - to comply with health and safety or occupational health obligations
towards the employee;
d) for Statutory Sick Pay purposes;
e) HR management and administration - to consider how an individual’s health affects his or her
ability to do their job;
f) the smooth operation of any employee insurance policies or pension plans;
g) to assist law enforcement or a relevant authority to prevent or detect crime or prosecute offenders
or to assess or collect any tax or duty.
These kinds of disclosures will only be made when strictly necessary for the purpose.

J) DATA SECURITY

All our employees are aware that hard copy personal information should be kept in a locked filing cabinet,
drawer, or safe.

Employees are aware of their roles and responsibilities when their role involves the processing of data. All
employees are instructed to store files or written information of a confidential nature in a secure manner
so that are only accessed by people who have a need and a right to access them and to ensure that screen
locks are implemented on all PCs, laptops etc when unattended. No files or written information of a
confidential nature are to be left where they can be read by unauthorised people.

Where data is computerised, it should be coded, encrypted or password protected both on a local hard
drive and on a network drive that is regularly backed up. If a copy is kept on removable storage media, that
media must itself be kept in a locked filing cabinet, drawer, or safe.

Employees must always use the passwords provided to access the computer system and not abuse them by
passing them on to people who should not have them.

Personal data relating to employees should not be kept or transported on laptops, USB sticks, or similar
devices, unless prior authorisation has been received. Where personal data is recorded on any such device
it should be protected by:

a) ensuring that data is recorded on such devices only where absolutely necessary.
b) using an encrypted system — a folder should be created to store the files that need extra protection
and all files created or moved to this folder should be automatically encrypted.
c) ensuring that laptops or USB drives are not left where they can be stolen.
Failure to follow the Company’s rules on data security may be dealt with via the Company’s disciplinary
procedure. Appropriate sanctions include dismissal with or without notice dependent on the severity of the
failure.

K) THIRD PARTY PROCESSING

Where we engage third parties to process data on our behalf, we will ensure, via a data processing agreement
with the third party, that the third party takes such measures in order to maintain the Company’s
commitment to protecting data.

L) INTERNATIONAL DATA TRANSFERS

The Company does not transfer personal data to any recipients outside of the EEA.

M) REQUIREMENT TO NOTIFY BREACHES

All data breaches will be recorded on our Data Breach Register. Where legally required, we will report a
breach to the Information Commissioner within 72 hours of discovery. In addition, where legally required,
we will inform the individual whose data was subject to breach.
More information on breach notification is available in our Breach Notification policy.

N) TRAINING

New employees must read and understand the policies on data protection as part of their induction.
All employees receive training covering basic information about confidentiality, data protection and the
actions to take upon identifying a potential data breach.
The nominated data controller/auditors/protection officers for the Company are trained appropriately in
their roles under the GDPR.

All employees who need to use the computer system are trained to protect individuals’ private data, to
ensure data security, and to understand the consequences to them as individuals and the Company of any
potential lapses and breaches of the Company’s policies and procedures.

O) RECORDS

The Company keeps records of its processing activities including the purpose for the processing and
retention periods in its HR Data Record. These records will be kept up to date so that they reflect current
processing activities.

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