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Privacy Policy


1. What Personal Data Do 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 or guardians), and other club members.

You provide information about yourself when you register with the club, and by filling in forms at an event or online, or by corresponding with us by phone, 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 the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

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.

In case of a data breach, system administrators will immediately take all needed steps to ensure system integrity, will contact affected users and will attempt to reset passwords if needed.

2. 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 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 participant or member to provide the services you are registering for.

Set out below are details of the ways in which we intend to use your personal data, and the legal basis for doing so. We have also provided details of what our legitimate interests are where appropriate.

Each Processing Activity detailed below is followed by details of the Lawful Basis for processing under Article 6 of the GDPR ("Lawful Basis").

Processing Activity: Processing membership forms and payments/ subscriptions

Lawful Basis: Performance of a contract

Processing Activity: Sending out match or Club information and updates

Lawful Basis: Performance of a contract

Processing Activity: Sharing data with coaches, managers or officials to run training sessions and/ or enter events

Lawful Basis: Performance of a contract

Processing Activity: Sharing data with leagues we are in membership of, county associations and other competition providers for entry in events

Lawful Basis: Performance of a contract

Processing Activity: Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events

Lawful Basis: The club has a legitimate interest to maintain member and participant correspondence for club community purposes

Processing Activity: Sharing data with third party service or facility providers

Lawful Basis: The club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the club, participants and its members

Processing Activity: Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority

Lawful Basis: The club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the club, participants and its members

Processing Activity: Publishing match and league results

Lawful Basis: Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian

Processing Activity: Sending out marketing information such as newsletters and information about promotions and offers from sponsors

Lawful Basis: Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent

Processing Activity: To ensure we understand possible health risks

Lawful Basis: Consent. We will only process details on your medical history with your consent

3. Who We Share Your Personal Data With

When you become a member of the club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.

We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, 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 your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

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.

4. Protection of Your Personal Data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

5. How Long We Hold Your Personal Data

We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the club. We will delete this data within one football season after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.


6. 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 we may not be able to register or administer your membership.

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


If you have any questions about this Privacy Notice then please contact our club secretary through our contact page.

Please may we ask you to sign and date this document and return with all registration forms to ensure you agree to all our data protection and privacy policies.

7. Third Party Websites

The club may post links to third party websites on this website. These third party websites are not screened for privacy or security compliance by the club, and you release us from any liability for the conduct of these third party websites.

All social media sharing links, either displayed as text links or social media icons do not connect you to any of the associated third parties, unless you explicitly click on them.

Please be aware that this Privacy Policy, and any other policies in place, in addition to any amendments, does not create rights enforceable by third parties or require disclosure of any personal information relating to members of the Service or Site. Winslow United United Junior Football club bears no responsibility for the information collected or used by any advertiser or third party website. Please review the privacy policy and terms of service for each site you visit through third party links.

8. Amendments

We may amend this Privacy Policy from time to time. When we amend this Privacy Policy, we will update this page accordingly and require you to accept the amendments in order to be permitted to continue using our services.

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