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Pitchero Club

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Club Privacy Notice and Data Processing Statement

Club Privacy Notice
Chelmsford City Youth Football Club (the “Club”, "we", "our", "us") take your (“you”, the “Participant”, the “Member”) privacy very seriously.
This Privacy Notice sets out how we use and look after the personal information we collect from you. We are 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 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 and your children when you register with the Club, 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 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 or that of your children.

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 Club and arrange training and matches; to administer registration, and provide the Club services you are signing up to when you register with the Club as a parent or participant. Our lawful basis for processing this personal data is that we have an obligation to anyone as a Participant or Member to provide the services they are registering for and cannot do so without possession of relevant data.

We have set out below, in a table format, a description of all the ways we plan to use personal data, and the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/ Processing ActivityLawful Basis for processing under Article 6 of the GDPR
Processing registrationsPerformance of a contract
Organising trainingPerformance of a contract
Organising matchesPerformance of a contract
Sending out Club information and updates Performance of a contract
Checking compliance with criteria to enable participation in Leagues & CompetitionsPerformance of a contract and Legitimate Interest - Our legitimate interests are that we need to ensure that Participants meet the appropriate criteria to ensure that the matches that are organised are fair
Sharing data with Leagues, the County Football Association and the FAPerformance of a contract
Sharing data with the Charity CommissionLegal Obligation - As a registered charity we are legally obliged to report information to the Charity Commission at their request for statutory reporting purposes
Sharing data with Members and Participants to provide information about Club activities, registration renewals or invitation to social eventsLegitimate Interest - The Club has a legitimate interest to maintain Participant and Member correspondence for community purposes.
Sharing data with third party service or facility providersLegitimate Interest - 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, it’s Members and Participants.
Sharing anonymised data with a funding partner as condition of grant funding e.g. Local AuthorityLegitimate Interest - 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, it’s Members and Participants.
Publishing match and competition resultsConsent - We will only publish personal data in the public domain, including images and names, if we have your consent for us to do so. In the case of children under the age of 18 we will only publish personal data in the public domain including images and names only with written consent of parent/guardian
Sending out marketing information such as newsletters and information about promotions and offers from sponsorsConsent - We will only send 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. We will not directly market to children
To ensure we understand possible health risksConsent - We will only process details on anyone’s medical history with their consent. In the case of children under the age of 18 we will only process details on their medical history with written consent of parent/guardian

Who we share your personal data with
When you register with the Club, your information, if you are a coach or volunteer will be or if you are another Participant may be entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA/FA for affiliation purposes.

We may share personal data with selected third parties, suppliers and sub-contractors such as, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.

We will use third-party service providers such as Microsoft, Pitchero, GoCardless and others, to store and process membership data and payment information. These service providers will only process your personal data for specified purposes and in accordance with our instructions.

We may disclose 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 personal data to be transferred outside of the UK. Where the Club does transfer personal data overseas it is with 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 personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data
We keep personal data on our Participants while they continue to be a Participant or are otherwise actively involved with the Club. We will delete this data after a Participant has left or otherwise ended their registration 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 the FA’s privacy policy so we advise you review that policy together with this notice. If anyone would like their personal data to be deleted from Whole Game System then please contact the County FA.
The personal data that is stored on Pitchero is subject to Pitchero’s privacy policy so we advise you to review that policy together with this notice. If anyone would like their personal data to be deleted from Pitchero then please contact Pitchero.

Your rights regarding your personal data
As a data subject Participants may have the right at any time to request access to, rectification or erasure of their personal data; to restrict or object to certain kinds of processing of their personal data, including direct marketing; to the portability of their personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of their personal data.

As a data subject Participants are not obliged to share their personal data with the Club. If they choose not to share their personal data with us we may not be able to register them with the Club.

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

If participants have any questions about this Privacy Notice then please contact Mark Davidson at mark@ccyfc.com.

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