General Statement of Intent
Southwell City Football Club takes the privacy of its members very seriously. This policy relates to all personal data requested, stored and used by Southwell City Football Club in the pursuance of its activities. Southwell City Football Club takes reasonable care of all personal information and ensures it is kept secure and prevents any unauthorised access or unlawful use of it. All information is processed in accordance with the applicable UK data protection legislation and The General Data Protection Regulation (GDPR).
Collection of Personal Information
Southwell City Football Club will request members provide information at point of registration through the players registration form and at other times, such as for special events and activities. The information requested can vary depending on the reason for the collection. The information provided includes, but is not limited to, name, age, home address, telephone numbers, email address and any medical information. In some instances, the provision of certain information will be mandatory.
Storage of Personal Information
Southwell City Football Club stores information in respect of the club membership electronically and in paper format. All electronic data is held in a secure manner. Access to this data is strictly controlled by the member of the club assigned to that specific task that holds such data.
Use of the Personal Information
Southwell City Football Club will use personal information for the purposes of running the club and the teams within it. It is also used for the purpose of verifying member’s identity, responding to enquiries, sending information to members and registering that player with the league of the team they are playing for. Southwell City Football Club holds appearance information for the purposes of club records. The Southwell City Football Club website and club registration form will hold members data in teams to support communication of team activities, the team set up, team communications and team progress. Our website may contain links to other sites. Please be aware that Southwell City Football Club is not responsible for the privacy practices of these sites and users are to be aware when they leave the website of Southwell City Football Club that they need to read the privacy statements applicable on the other sites they are linked to.
Updating of Personal Information and Circumstances
In the event that there is a change to a member’s personal information or circumstance for example their contact details or leaving the club, the team manager must be informed. It is their responsibility to ensure the Club Secretary is informed ASAP to ensure all Club records are maintained as accurately as possible.
Access to Members Personal Information
Members and their parents have the right to access the information that Southwell City Football Club holds about them. In order to do this a written application is to be made to the Club Secretary (Geoff Ritson, 32 Dornoch Avenue, Southwell, NG25 0EU) or via emailing [email protected] Such information will be provided within 30 days.
Disposal of Personal Information
Data will be disposed of securely and permanently as required.
Data obtained via the registration process is only kept for the period of the current season and a further 2 seasons. Data obtained via club website registration is only kept for the period of being a member of Southwell City Football Club unless agreed with the club. Any member leaving Southwell City Football Club must inform the Club Secretary by emailing [email protected] so we can securely delete the data.
COVID-19 Data Collection – How we collect information for NHS Test & Trace
The government requires us to maintain records of players and guests that use our facilities and to and share them, where requested, with NHS Test and Trace. This is so that NHS Test and Trace can identify and inform those who may have been exposed to COVID-19, having been in close contact with somebody who has tested positive for the virus.
Unless notified otherwise, these details will not be shared with any third party except NHS Test and Trace. Your data protection rights will apply.