Privacy Notice:
This Privacy Notice sets out the steps we follow when personal data is collected, such as our identity and how we intend to use the information, the lawful basis for processing the data, our data retention periods and that individuals have a right to complain to the ICO if they think there is a problem with the way we are handling their data.

Who We Are:
Hayling Youth Football Club
What information we collect and hold that constitutes personal data:
The majority of the information we collect and hold that can be classed as ‘personal data’ is name, address and date of birth and other contact details such as email address and telephone number of our existing players and their parents/carers as well as medical concerns relevant to sport.

How is it collected and by whom?
Personal data is collected from individual players and/or their parents/carers, the data is captured on the club membership form by the Registrations Secretary for the Club. This information is also required by the FA and the League in order to register the players.  The email addresses are collected so that we can use this membership software to contact members directly for matters to do with the operation of the club.  This membership software allows us to be GDPR (and subsequent UK legislation) compliant and to reduce the administration associated with collating the member details.

What we do with the personal data we process
We are only collecting information we need and are going to use. We use the ‘personal data’ to contact our players and their parents/carers as required and to keep up to date on individual medical issues. We will use the membership software to contact parents as required. No personal information will be shared in this communication.

How long we keep personal data?
We keep this data on record for one season only, membership is updated at the beginning of each new season.

Who will your data be shared with?
Data will be shared with club officials as necessary.
As part of our data security measures, Club Officials can only access our computer systems through password protected systems.

What will be the effect of this on the individuals concerned?
There should be no impact on the individual as a result of our processing. We aim to always be fair, transparent and ensure that people know how their information will be used. Data security is a key consideration and we do everything we can to protect the data we hold.

Is the intended use likely to cause individuals to object or complain?
Our use of data will not have any unjustified adverse effects on individuals. We are only using information in a way which they would expect.

Who the Data Controller / DPO is?
The Data Controller for the Club is the Club Secretary who is responsible for the control of data collected and held by us, who also monitors and maintains GDPR compliance.

The right to complain
We always seek to treat an individual’s data fairly, however, individuals have the right to complain to us and we will investigate and respond accordingly within one month. Complaints should be sent for the attention of the Club secretary at haylingyouthfc@gmail.com.