1. About us
We have appointed a Data Protection Officer on our committee (Club Technology and Information Officer) to oversee our handling of personal information. If you have any questions about how we collect, store, or use your information, you can contact our data protection officer using the details set out in “14. Contacting us”.
2. Who do we collect information about?
- Current, prospective, and former players
- Tournament players
- Parents, guardians, and emergency contacts
- Employees and volunteers
- Committee members
- Coaches and managers
- Club referees
- Contractors and suppliers
- Third parties
- Any other individuals we communicate with
3. When do we collect personal information?
- At point of registration using our Clubman application
- When completing a contact, us form from the website
- When completing other online forms
- Registration for club run tournaments
- Email communications
4. What personal information do we collect and use?
For us to provide club management and services which ensure the safety of all individuals with the club we need to collect personal information. The personal information that we collect will depend on your relationship with us. We will collect different information depending on whether you are a member or a third party such as website user, supplier, or tournament player.
Due to our requirement to safely operate a football club, we may request ‘sensitive’ data about you, known as special category data, for example information pertaining to your health to ensure we can put the necessary modifications in to make football accessible and safe.
This includes (but is not restricted to)
- General information such as your name, address, contact details, date of birth, gender, family and relationship information, and nationality
- Medical information
- Emergency contact information
- Information captured during our telephone calls, whether inbound and outbound
- Your marketing preferences
- IP address
- Device ID information
5. How do we collect your information?
We collect personal information from a number of different sources including:
- Directly from you or from someone else on your behalf
- From third party data providers and through publicly available sources such as internet search engines and social media sites
- Through customer surveys and responses to various marketing campaigns
- From your use of our website and its cookies
- From inbound and outbound phone calls
- From the Football Association or other FA clubs
6. What are the purposes for which your information is used?
We may process your personal information for a number of different purposes. For each purpose we must have a legal ground for such processing. When the information we process is classed as sensitive personal information, we must have an additional legal ground for such processing.
Generally, we will rely on the following legal grounds:
- where the processing is necessary for our provision of football services and management of the football club.
- where we have an appropriate club need such as maintaining our club records or developing and improving our products and services where such club need does not harm your interests
- where we have a legal or regulatory obligation to use such personal information
- where the use is necessary to establish, exercise, or defend our legal rights
- where you have provided your consent to our use of your personal information, including where a criminal records check is required
7. Who do we share your information with?
Disclosures to third parties
- Football Association
- County FA
- other football clubs where we enter tournaments
We do not sell any data to third parties for any purposes whatsoever.
8. What marketing activities do we carry out?
We may also provide you with information by email about the club via email newsletters. You have the option to opt out at any time.
If you wish to unsubscribe from emails sent by us, you may do so at any time by clicking on the “unsubscribe” link that appears in all emails. Otherwise, you can always contact us by emailing email@example.com In such circumstances, we will continue to send you service-related (non-marketing) communications where necessary.
9. How long do we keep personal information for?
10. Your rights
Under data protection law you have certain legal rights in relation to the personal information that we hold about you. You may exercise these rights at any time by contacting us using the details set out the policy.
- in some cases, we may not be able to comply with your request (e.g. we might not be able to delete your data) for reasons such as our own obligations to comply with other legal or regulatory requirements. However, we will always respond to any request you make, and if we can’t comply with your request, we will tell you why
- in some circumstances exercising some of these rights (including the right to erasure, the right to restriction of processing, and the right to withdraw consent) will mean we are unable to continue providing you with services as a club member.
Your rights include:
- The right to access your personal information You are entitled to a copy of the personal information we hold about you and certain details of how we use it. There will not usually be a charge for dealing with these requests. Your information will usually be provided to you by electronic means where possible.
- The right to rectification We take reasonable steps to ensure that the information we hold about you is accurate and complete. However, if you do not believe this is the case, you can ask us to update or amend it.
- The right to erasure (also known as ‘the right to be forgotten’) In certain circumstances, you have the right to ask us to erase your personal information. Examples would include where the data is no longer required for the original purpose, consent has been withdrawn and there no overriding grounds for continuing the processing, or for compliance with the national law or for legal or regulatory obligations. There are occasions when a request made under data protection law is overridden by other legal and statutory data retention requirements.
- The right to restriction or suspension of processing in certain circumstances, such as a question over its accuracy, you are entitled to ask us to stop using your personal information or to suspend its use.
- The right to data portability in certain circumstances, you have the right to ask that we transfer any personal information that you have provided to us to another third party of your choice.
- The right to object to marketing You can ask us to stop sending you marketing messages at any time. To STOP receiving all marketing communications from us please email firstname.lastname@example.org
- The right not to be subject to automated decision-making (including profiling) You have a right not to be subject to a decision based solely on automated means. As a club we do not us automated decision making or profiling to deliver our services.
11. How we protect your information
We use a wide range of organisational and technical security measures to protect your information. This includes regular and thorough club training about data security and data rights.
Where we have given you (or where you have chosen) a password, you are responsible for keeping this password confidential. We ask you not to share a password with anyone, and to use a password that is appropriate (i.e., a mixture of upper- and lower-case letters, and characters, which isn’t used on other sites and isn’t easily guessed).
We restrict access to your information as appropriate within Milton Keynes City Football Club to only those who absolutely need to know that information for the purposes set out above.
12. Contacting us
If you have any questions about how we collect, store, or use your personal information, you may contact our Club Technology and Information Officer at email@example.com