1. Introduction Weetwood Blaze FC is committed to ensuring the privacy and protection of personal data in compliance with the General Data Protection Regulation (GDPR) and other relevant data protection laws. This policy outlines how we collect, use, store, and protect personal data.
2. Data Collection We collect personal data to facilitate the operation of the club, including but not limited to:
- Names, addresses, and contact details of players and their parents/guardians
- Medical information relevant to the players’ participation
- Emergency contact details
- Photographs and videos of players for promotional and record-keeping purposes
3. Legal Basis for Processing Data The legal basis for processing personal data includes:
- Consent: Explicit consent from parents/guardians for the use of personal data, particularly for photographs and videos.
- Contractual necessity: Data processing necessary for the performance of our contractual obligations to players and their parents/guardians.
- Legal obligations: Compliance with legal and regulatory requirements.
- Legitimate interests: Data processing necessary for the legitimate interests of the club, such as ensuring the safety and well-being of players.
4. Data Usage Personal data is used for the following purposes:
- Managing player registrations and membership records
- Communicating with players and parents/guardians about training, matches, and events
- Ensuring the safety and medical well-being of players
- Promoting the club through photographs and videos (with consent)
5. Data Storage and Security
- Personal data is stored securely in both physical and digital formats.
- Access to personal data is restricted to authorized personnel only.
- Appropriate technical and organizational measures are in place to protect personal data against unauthorized access, loss, or destruction.
6. Data Sharing We do not share personal data with third parties except:
- When required by law or regulatory authorities
- With medical professionals in case of emergency
- With consent from parents/guardians for specific purposes
7. Data Retention
- Personal data is retained for the duration of the player’s membership with the club.
- After a player leaves the club, personal data is retained for a period of 1 year for administrative purposes before being securely deleted.
8. Rights of Data Subjects Parents/guardians and players have the following rights regarding their personal data:
- Right to access: Request access to the personal data we hold.
- Right to rectification: Request corrections to any inaccurate or incomplete personal data.
- Right to erasure: Request the deletion of personal data, subject to legal and contractual obligations.
- Right to restrict processing: Request the restriction of data processing under certain conditions.
- Right to data portability: Request the transfer of personal data to another organization.
- Right to object: Object to the processing of personal data under certain circumstances.
9. Consent Management
- Consent for data collection and usage, particularly for photographs and videos, is obtained through consent forms at the time of registration.
- Parents/guardians can withdraw consent at any time by notifying the club in writing.
10. Data Breach Procedure In the event of a data breach, the club will:
- Notify the affected individuals promptly
- Report the breach to the relevant data protection authority within 72 hours if the breach poses a risk to individuals’ rights and freedoms
- Take immediate steps to mitigate the breach and prevent future occurrences
11. Contact Information For any questions or concerns regarding this Data Protection Policy or to exercise your data protection rights, please contact Club Secretary Will Rowson at info@weetwoodblaze.com.
12. Policy Review This Data Protection Policy is reviewed annually and updated as necessary to ensure continued compliance with data protection laws and best practices.
By adhering to this policy, Weetwood Blaze Football Club ensures the privacy and protection of personal data, fostering trust and transparency within the club community.