Newquay AFC Youth (Club) (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data.
This Privacy Notice sets out how we use and look after the personal information we collect from you. This privacy notice will inform you as to how we look after your personal data.
Newquay AFC Youth is 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 may collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.
You provide information 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: 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.
How is your personal data collected
We use different methods to collect data from and about you including through:
· Direct interactions. You may give us your Identity and/or Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
a) apply for our services;
b) subscribe to our service or publications;
c) request marketing to be sent to you;
d) promotion or survey; or
e) give us some feedback.
· Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and Google Analytics.
· Google Analytics. When someone visits this site, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. For more information on Google Analytics cookies, see the official Google Analytics page.
· Cookies. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Some examples of cookies could.
a) store information to personalise the website to your chosen requirements;
b) be used to record users behaviour on a website, for example to record the pages they have viewed.
There are 2 different types of cookie that can be placed in your browser by a website:
Session cookies are only used for the period you use the website and are deleted when you close your web browser. A new cookie would then be placed in your web browser if you were to visit the same website again in the future
Persistent cookies remain in your browser once you have left the site and closed your web browser. The next time you visit the site the information in the cookie will be used to ensure the website works as set up at the previous visit. For example, to display certain things on the homepage. Persistent cookies will expire if the website that set them is not visited again within a certain timescale.
We use a google analytics cookie on our website and all our online systems to record website usage. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone, we do not make any attempt to find out the identities of those visiting any of our websites, and we do not share this information with anyone.
Forms related cookies. When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
More Information – Managing cookies on your PC: Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit: the about cookies website.
· Third parties or publicly available sources. We may receive personal data about you from various third parties in the form of a referral on the basis that you would have already given your consent for this
· You can choose to block the cookies that are set by the Newquay AFC Youth website, however you must be aware that doing so may mean that parts of the site will not work correctly.
Hopefully the above has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.
Why we need your personal data
We will only use your personal data when the law allows us to and only for the 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.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
– Processing membership forms and payments/ subs – Performance of a contract
– Organising matches – Performance of a contract
– Sending out match or Club information and updates – Performance of a contract
– Sharing data with coaches, managers or officials to run training sessions or enter events – Performance of a contract
– Sharing data with leagues we are in membership of, county associations and other competition providers for entry in events – Performance of a contract
– Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events – The Club has a legitimate interest to maintain member and participant correspondence for club community purposes.
– Sharing data with third party service or facility providers – 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.
– Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority – 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.
– Publishing match and league results – 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- –
– Sending out marketing information such as newsletters and information about promotions and offers from sponsors – 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.
– To ensure we understand possible health risks – Consent. We will only process details on your medical history with your consent.
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.
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.
How long we hold your personal data
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 Notice from time to time, and will inform you to any changes in how we handle your personal data.
If you wish to exercise any of the rights set out above or have any questions about this Privacy Notice then please contact any member of the Newquay AFC Youth Committee.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.