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 personal data of our players, their parents or guardians and other Club members and officials. In this Notice when we refer to “you”, we mean you and any player for whom you are responsible as a parent or guardian. When we refer to your personal data, we mean personal data you give us about yourself and data of any player for whom you are responsible.

You provide information about yourself when you register with the Club, fill in forms at an event or online, or correspond with us by phone, social media, 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 your explicit consent.

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 your/your player’s 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 member to provide the services you are registering for.

We have set out below a description of all the ways we plan to use your personal data and the legal bases we rely on to do so. We have also identified what our legitimate interests are, where appropriate.

For the performance of a contract (your membership of the Club) we may process data in the following ways
• The processing of membership forms and payments/subs
• Organising matches
• Sending out match or Club information
• Sharing data with coaches, managers or officials to run training sessions or enter events
• Sharing membership data within the broader sports club, registered as Kenilworth Wardens Sports Club Ltd, in order to maintain club memberships
• Sharing data with leagues we are in membership of, the county FA associations and other competition providers for events
For a legitimate interest (to maintain member and player correspondence for club community purposes) we share data with committee members in order to provide information about club activities, membership renewals or invitations to social events.
For a legitimate interest (because the Club has a legitimate interest to run the organisation efficiently and appropriately for a grassroots football club) we may share data with third parties:
• Service or facility providers, where these third-party services are for the benefit of the Club and its members.
• Anonymised data with funding partners (eg local authorities) where that is a condition of grant funding. An application for funding is a purpose that benefits the Club and its members.
With your consent (where applicable as the parent or guardian of a player for whom you are responsible) we may carry out the following activities:
• We will only publish your personal data in a public domain if you have given your consent for us to do so, and in the case of children under the age of 13 only with your written consent.
• We will only use photos or videos of teams or individual members in a safe and respectful manner, in line with the FA Photography Guidelines, for the promotion and celebration of club activities.
• Using your information to understand possible health risks. Subject to our legitimate interests in the case of major public emergencies, we will only process details on your or your player’s medical history with your consent.

Whom we share your personal data with
When you become a member or an official of the Club, your information will be entered onto the FA Club Portal database, which is administered by the FA. We also pass your information to leagues to register players and teams for matches, tournaments or other events.

We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches, match organisers and insurers. In particular, we will share information with Pitchero for the purpose of general club administration including payments, club communications and maintaining club records. 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 the Club, our members or officials.

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 will ensure that your personal data is not accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data
We keep personal data on members, their parents and guardians, and club officials while they continue to be a member or are otherwise actively involved with the Club. We will delete this data within 2 years after a member has left or otherwise ended their membership, or sooner if specifically requested and we are able to do so. Information obtained in order to help with combatting major public health emergencies will be retained only as long as reasonably required for the purpose. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on the FA Club Portal is subject to the FA’s privacy policy so we advise you review that policy together with this notice. While we will do our best to remove your data from the Club Portal, if you would like to ensure your personal data has been deleted then please contact the FA.

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, if you are a member we may not be able to register or administer your membership and if you are a club official you may not be able to participate in club affairs or activities.

We may update this Privacy Notice from time to time and will inform you of any material changes in how we handle your personal data.

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