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Data policy

Brimscombe & Thrupp Football Club: Data Protection Regulation.

Introduction.

Data Protection is about protecting people’s privacy. This is the purpose of data protection in any organisation and is at the heart of data protection law, including the new General Data Protection Regulation (GDPR) that came into force in May 2018.

A most important step towards protecting privacy and complying with the GDPR is understanding some basic principles. These are;

• To know what personal data is.
• To only collect, store and use the minimum amount of data required and not keeping it when it is no longer needed.
• Ensuring that people know who to contact should they want to remove their data from our records.
• Informing people what data we have about them if asked and remove it if requested.
• Storing data securely.
• Being clear that the stored data belongs to the club and not to those who have access to contact details e.g. the club secretary or the webmaster.

It is important that everyone involved in the management of the club knows how to help protect people’s privacy. Our club’s commitment to data protection is outlined in the following Data Protection Policy.

Brimscombe & Thrupp FC Data Protection Policy.

1) Definitions.

a) Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and may include images and recordings as well as written information.
b) Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals and comply with the law when collecting, storing, using, amending, sharing, destroying or deleting personal data.
2) Responsibility

a) Overall and final responsibility for data protection lies with the management committee who are responsible for overseeing activities and ensuring this policy is upheld.
b) All committee members and volunteers are responsible for observing this policy and related procedures in all areas of their work for the club.

3) Overall Policy Statement

a) Brimscombe & Thrupp FC needs to keep personal data about its committee, members, playing management and staff, volunteers and supporters in order to carry out the club’s activities.
b) We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation (GDPR) and other relevant legislation.
c) We will only collect, store and use the minimum amount of data that we need for clear purposes and will not collect, store or use data that we do not need.
d) We will only collect, store and use data for;
• purposes for which the individual has given explicit consent, or
• purposes that are in our club’s legitimate interests, or
• contracts with the individual whose data it is, or
• to comply with legal obligations, or
• to protect someone’s life, or
• to protect public tasks.
e) We will provide individuals with details of the data we have about them when requested by the relevant individual.
f) We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.
g) We will endeavour to keep personal data up to date and accurate.
h) We will store personal data securely.
i) We will keep clear records of the purposes of collecting and holding specific data to ensure it is only used for these purposes.
j) We will not share personal data with third parties without explicit consent of the relevant individual unless required to do so.

k) We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours and to the individual concerned.
l) To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow.

4) Review
This policy will be reviewed every two years from the date of this document.

Date. July 2020

Signature (Chair)

Signature (Secretary)

Terms and Conditions

Brimscombe & Thrupp Football Club: Data Protection Regulation.

Introduction.

Data Protection is about protecting people’s privacy. This is the purpose of data protection in any organisation and is at the heart of data protection law, including the new General Data Protection Regulation (GDPR) that came into force in May 2018.

A most important step towards protecting privacy and complying with the GDPR is understanding some basic principles. These are;

• To know what personal data is.
• To only collect, store and use the minimum amount of data required and not keeping it when it is no longer needed.
• Ensuring that people know who to contact should they want to remove their data from our records.
• Informing people what data we have about them if asked and remove it if requested.
• Storing data securely.
• Being clear that the stored data belongs to the club and not to those who have access to contact details e.g. the club secretary or the webmaster.

It is important that everyone involved in the management of the club knows how to help protect people’s privacy. Our club’s commitment to data protection is outlined in the following Data Protection Policy.

Brimscombe & Thrupp FC Data Protection Policy.

1) Definitions.

a) Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and may include images and recordings as well as written information.
b) Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals and comply with the law when collecting, storing, using, amending, sharing, destroying or deleting personal data.
2) Responsibility

a) Overall and final responsibility for data protection lies with the management committee who are responsible for overseeing activities and ensuring this policy is upheld.
b) All committee members and volunteers are responsible for observing this policy and related procedures in all areas of their work for the club.

3) Overall Policy Statement

a) Brimscombe & Thrupp FC needs to keep personal data about its committee, members, playing management and staff, volunteers and supporters in order to carry out the club’s activities.
b) We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation (GDPR) and other relevant legislation.
c) We will only collect, store and use the minimum amount of data that we need for clear purposes and will not collect, store or use data that we do not need.
d) We will only collect, store and use data for;
• purposes for which the individual has given explicit consent, or
• purposes that are in our club’s legitimate interests, or
• contracts with the individual whose data it is, or
• to comply with legal obligations, or
• to protect someone’s life, or
• to protect public tasks.
e) We will provide individuals with details of the data we have about them when requested by the relevant individual.
f) We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.
g) We will endeavour to keep personal data up to date and accurate.
h) We will store personal data securely.
i) We will keep clear records of the purposes of collecting and holding specific data to ensure it is only used for these purposes.
j) We will not share personal data with third parties without explicit consent of the relevant individual unless required to do so.

k) We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours and to the individual concerned.
l) To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow.

4) Review
This policy will be reviewed every two years from the date of this document.

Date

Signature (Chair)

Signature (Secretary)

Brimscombe & Thrupp FC COVID19 Risk Areas and Possible Control Measures
19 July 2020

What is the hazard? Current international public health activity is aimed at reducing the spread of the currently circulating novel coronavirus, which causes COVID-19 infection. This coronavirus is a novel agent whereby there is no immunity in the world’s population to the infection. This document should be read in conjunction with the Government’s latest published guidance. The two main methods of preventing the spread of infection are hygiene measures and social distancing.

Who is responsible? Staff must take responsibility for their own health and safety and that of others, with the adoption of a common-sense approach and strict compliance with this risk assessment and control measures. Office Managing Partners (OMPs) will have accountability for their office and support the employees based at that location.

RISK AREA POSSIBLE CONTROL MEASURES Comments
Covid-19 – general

External Areas Posters prominently displayed around club to highlight where sanitiser stations are, these should be used by everyone when entering the club and when leaving.
Social distancing must be maintained to 2M where possible or 1M+ where this is not possible.

Club/Staff member showing or suspecting symptoms must not attend the club or ground and follow latest Government advice in relation to self-isolation.

All areas are marked where supporters can stand or sit this is in line with social distancing guidelines. Seating in the stand will be available, however, only marked seats to be used to allow safe distancing. Marking around pitch will also highlight standing areas.

Turnstiles when in operation will be sanitised regularly and a sanitising station situated at the entrance. All reasonable precautions are taken to reduce the risk to an acceptable level and IAW Gov and FA guidance.

Any club member if affected must inform a club official soonest to enable track and trace to be implemented.

All areas will be sanitised after every game and the day prior to a game.
Residual Risk Low

Spectators will be encouraged to pay electronically. Staff at the turnstile will be provided with PPE as required.
Residual Risk Low
Hygiene -
Cub and Changing Areas 1. All club furniture including chairs, tables work surface etc will be sanitised prior and following every game or every time the club is used.

2. The changing rooms will also be sanitised prior and following games including disinfecting the floor and showers. In addition to sanitising, additional ventilation to club areas will be achieved by opening all available windows.
Changing rooms have all got hot water as has the foyer in changing area, paper towels and sanitiser have also been provided in this area.
Residual Risk Low
Toilet Facilities - 1. Toilet facilities are provided in each team dressing room and in the Referees room, Toilets in the main club house are for club users and signage indicates one person use at a time. All toilets have locks fitted to external doors to ensure it will be one user at a time. Paper towel holders are fitted with waste bins for disposal. All toilets are provided with sanitiser stations and soap dispensers. Sanitiser will be either at the entrance to the toilets or inside. All signage advising use is displayed.
Residual Risk Low
Hygiene –
Use of kitchen equipment 1. Minimise handling of kitchen equipment.

2. Ensure adequate supplies of soap and hand sanitiser in kitchen.

3. Remove dish cloths and replace with disposable paper towels

4. Gloves, mask and apron to be worn at all times.

5. All worksurfaces to be sanitised before, during and after use. Residual Risk considered to be Low with current precautions taken.
Protection of Players and Associated Staff 1. To minimise the risk for players, coaches and physios the following safety measures will be adhered to:
• All players contacted by Manager before travelling to any game to ensure they have NO Covid symptoms
• All players and associated staff will have their temperature taken on entering the ground
• Additional seating will be available adjacent to dugouts to allow social distancing for substitutes
• Teams will not enter field of play collectively in agreement with match officials
• Changing rooms can be used but this will be staggered as will use of showers, numbers to be decided
• Ball sanitising, use of bibs, use of water bottles, kit and conduct of the players will be carried out in accordance with the Gov and FA guidelines When identifying the hazards and reducing the risks as far as reasonably practicable the Residual Risk is considered to be Low and manageable
Hygiene –
Travel 1. All volunteers, players, and Management team are encouraged to use own car to travel to the club to encourage social distancing.
Hygiene –
General Enhanced daily cleaning regime using approved cleaning products. To include:
• All building touch points
• Taps and washing facilities
• Toilet flush and seats
• Door handles and push plates
• Handrails and corridors
• Food preparation and eating surfaces
• Rubbish collection and storage points to be monitored This will be carried out by the dedicated volunteers at the club who have taken on this role.
Risk will be reduced to as low as is reasonably practicable
Bar - 1. Bar area will be restricted to authorised personnel only.
2. Bar area will have protective screens erected or a social distancing measure for customers.
3. Bar will be restricted to one customer at a time. Social distancing signs will be on display to remind customers queueing at the bar to keep 2M apart
All drinks served for outside use will be in disposable plastic glasses
Matchdays - 1. Until further notice there will be no spectators allowed at games only people allowed will be players, Management team, Club officials, grounds people catering team and any Committee member considered to be on duty.
2. Matchdays when spectators are allowed back a track and trace system will be adopted and temperatures will be taken at the turnstiles this assessment will then be amended.

Summary
Regular hand washing and observing the 2m rule should be sufficient to avoid the spread of the COVID-19 virus. However, the implemented control measures must be adopted by all staff on a common sense basis and will be monitored to ensure compliance.

At present the FA are not allowing spectators at friendly matches and this risk assessment will be reviewed on a regular basis.

The responsibility for the implementation of this assessment lies with all Committee members at the club, however, any queries can be answered by the Chairman Mr Clive Baker or the assigned COVID 19 Co-ordinator Mr Neil Long.