Privacy Policy

A legal disclaimer

Reepham Town Youth FC, Youth Football Club Privacy Policy

Effective Date: 1st September 2025]
Last Updated: [1st September 2025]
Club Contact: [thelittlerobins2024@gmail.com] | 07858 595421]
Club Address: Wood farm, Brandiston Road, Cawston, Norwich, NR10 4ES]

1. Introduction

At Reepham Town Youth Football Club (“the Club”, “we”, “our”, or “us”), we are committed to protecting the privacy and security of our players, parents, guardians, coaches, and volunteers. This Privacy Policy explains how we collect, use, store, and protect personal data.

We comply with all relevant data protection laws, including the General Data Protection Regulation (GDPR), Data Protection Act 2018, and any other applicable legislation.

2. What Data We Collect

We may collect and process the following categories of personal data:

For Players:

Full name
Date of birth
Gender
Medical information (e.g., allergies, injuries)
Emergency contact details
Parent/guardian details
Photos and videos (with consent)
Football performance and participation records

For Parents/Guardians:

Full name
Contact details (email, phone, address)
Consent for child participation
Payment details (if applicable)

For Coaches and Volunteers:

Full name
Contact details
DBS check results
Qualifications and certifications
Emergency contact details

3. How We Use Your Data

We use personal data for the following purposes:

Registering players and managing club membership
Communicating schedules, training, matches, and events
Ensuring child welfare, safety, and emergency responses
Processing payments and managing accounts
Promoting the club via photos/videos (with consent)
Meeting legal and safeguarding obligations
Applying for funding or grants (anonymized where possible)

4. Legal Basis for Processing

We rely on the following legal bases:

Consent – For photos, videos, marketing communications.
Contractual necessity – For registering players and delivering services.
Legal obligation – For safeguarding, health, and safety requirements.
Legitimate interest – For managing club operations and communication.

5. Who We Share Data With

We only share personal data when necessary, and only with:

Governing football bodies (e.g., The FA, local football associations)
League or competition organisers
Medical personnel (in case of emergencies)
IT service providers (secure registration platforms, communication tools)
Funding bodies (anonymised data where appropriate)

We do not sell or rent your data to any third parties.

6. Data Retention

We retain personal data only for as long as necessary:

Player records: up to 3 years after leaving the club
Medical/emergency info: deleted within 1 year of leaving
Financial records: 6 years (for tax/accounting)
Photos/videos: as long as consent is valid

7. Your Rights

You have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion of your data (where applicable)
Withdraw consent (e.g., for photos)
Object to certain types of processing
Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us at [Your Club’s Contact Email].

8. Security

We take reasonable steps to protect your data:

Password-protected systems and accounts
Access restricted to club officials and relevant staff
Regular data reviews and training on data protection

9. Cookies and Website Use (If Applicable)

If you use our website, it may collect limited data via cookies. Please see our [Cookie Policy] for more information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website or upon request.

11. Contact Us

If you have questions about this policy or your data:

Reepham Town Youth FC Data Protection Officer
Email: thelittlerobins2024@gmail.com
Phone: 07858 595421
Address: Wood Farm, Brandiston Road, Cawston, Norwich, NR10 4ES