On 25 May this year the new General Data Protection Regulation (GDPR) comes into force, with new requirements on how organisations, including football and sports clubs like ours who hold data on individuals, use this information. This includes photos and uploaded videos.
One of the new requirements is that individuals must actively consent to their details being held on the Lydney Town Football Club website (Pitchero) and on social media such as Facebook. The club must be able to produce evidence of consent if asked by the person concerned or the Information Commissioner’s Office. Those consenting to be on the website/social media must also know what their details will be used for.
Therefore, those who wish to be on the website/social media (including those currently on it) need to give their consent before the May deadline. To help you with this process we are attaching a ‘Consent Form’ for you to complete, sign and return. The Data Privacy Notice also documented below gives further details on how your data is stored and managed, and the purposes for which it will be used. If we do not receive your consent, your personal details will be removed from our database and you will receive no further communications from us.
Data Privacy -
We want to communicate with you in a way which has your consent, and which is in line with UK law on data protection. As a result of a change in UK law, we need to update your consent in order to ensure that we can continue to upload and share photos/videos of players and maintain player stats on the league website, Facebook and other social media. We adhere to the FA Guidelines to ensure these are safe and respectful and used solely for the purposes for which they are intended, which is promotion and celebration of the activities of the club and for training purposes.
Lydney Town Football Club Privacy Notice
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/guardians) and other members.
You provide information about yourself when you register with Lydney Town Senior/Youth Football Club, and by filling in forms at an event or online, or by corresponding with us by phone, email or otherwise.
The information you give us may include name, date of birth, address, email address, phone number, gender, and emergency contact details. We may also ask for relevant health information, which is classed as special category personal data (Youth section), for the purposes of health, wellbeing, welfare and safeguarding. Where we hold this data, it will be with the explicit consent of the participant (or parent/guardian if applicable).
Where we may need to collect personal data to fulfil Lydney Town Senior/Youth Football Club’s responsibilities and you do not provide that data, we may not be able to administer your registration.
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, arrange matches, administer registration and provide the club services you are signing up to when you register with Lydney Town Football Club.
We have set out below, a description of all the ways we plan to use your personal data, and the legal basis we rely on to do so.
Purpose Lawful basis
Processing registration forms Performance of a contract
Organising matches Performance of a contract
Issuing match or Lydney Town Youth Football information and updates Performance of a contract
Checking compliance with league criteria Performance of a contract and legitimate interests (to ensure participants meet the appropriate criteria to ensure fairness)
Sharing data with referees Performance of a contract
Sharing data with league associations and the FA Performance of a contract
Sharing data with committee members to provide information about activities, registration renewals and invitations to social events Legitimate interest to maintain participant correspondence and for Lydney Town football community purposes.
Sharing data with third party service or facility providers Legitimate interest to run the organisation efficiently and as is seen fit. Provision of some third party services is for the benefit of Lydney Town and its participants.
Publishing match and league results and promotion and celebration of the activities of the club (for example on league websites and social media and in local newspapers and other publications). Consent. We will only publish personal data in a public domain, including images, videos and names, if we have your consent to do so. In the case of children under the age of 16 then only with written consent of parent or guardian. If you later withdraw your consent, we will not publish your personal data in future. However, it may not be possible to remove personal data in team photographs/articles.
Taking photographs or videos of the teams or individuals for promotion, celebration and training purposes. Consent. We will only take photographs/videos if we have your consent for us to do so. In the case of children under the age of 16 then only with written consent of parent or guardian.
Using medical information to understand health risks, and sharing with relevant third parties (eg first aiders, paramedics) in the event of a medical emergency. Consent. We will only share medical information with relevant parties if we have your consent. In the case of children under the age of 16 then only with written consent of parent or guardian.
Vital interests. We will share information with relevant third parties if necessary to protect someone’s life.
Who we share your personal data with
We may share your personal data with the relevant league associations and the FA.
We may share personal data with selected third parties, suppliers, sub-contractors such as 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 personal information to third parties to comply with legal obligation; or to protect the rights, property or safety of our participants, members or others.
How we store and share your personal data
Paper records are held in a secure location. Youth Club player registration cards include personal data including name, date of birth and photograph, and are held by coaches and are shared with referees and club officials (including opposition club officials) as requested at matches. Some information is submitted online (for example to share data with the FA and the relevant league associations).
Protection of your personal data
We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We require participants to register on an annual basis, and as such, we will destroy all registration forms relating to the previous year within 6 months of the end of the football season, unless we are required to retain some personal data for longer for legal or regulatory purposes.
Your rights regarding your personal data
As a data subject, participants may have the right at any time to request access to, rectification or erasure of their personal data; to restrict or object to certain kinds of processing of their personal data, including direct marketing; to the portability of their personal data and to complain to the Information Commissioner’s Office about the processing of their data.
Consent of your name on the club website/social media pages
Player profiles and statistics
Consent to share upload videos for viewing purpose
Consent to medical attention (Youth section) in the event we cannot contact you if your child is injured whilst playing football/travelling to and from football events
Please would you keep us updated of any changes to your contact details? If you do not consent for us to hold your details at this time, please state this in the boxes above.
This consent form must also be signed by parent/guardian for children under 16.
You can withdraw or change the consent given above at any time by contacting LTAFC admin.