GDPR and Privacy Information
AFC Barwell is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
AFC Barwell may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 06/04/18
What we collect
We may collect the following information:
· name and job title
· contact information including email address
· demographic information such as postcode, preferences and interests
· other information relevant to customer surveys and/or offers
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
· Internal record keeping.
· We may use the information to improve our products and services.
· We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
· From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
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Ensure the site works as well as possible and is continually improving
Remember your settings in-between visits, such as login details
Allow you to share our pages with sites like Facebook and Twitter
Make our marketing more efficient.
Our cookies are not used to:
Collect personal or sensitive information without your permission
Pass any personal or sensitive information to 3rd parties without your permission.
The cookies used this website:
Website Interaction Cookies
These cookies allow you to leave comments on our blogs. There is no way to prevent these other than to not use the website at all.
3rd Party Cookies
The majority of websites use third party cookies. A good example is YouTube or Vimeo videos. Disabling these cookies will mean that the functionality may be affected, for example the YouTube video may not play anymore.
Social Network Cookies
Content on our site can be shared with sites like Facebook, Google Plus and Twitter. The privacy here is determined by the privacy settings you have chosen in your Social Network accounts.
Advertising cookies are common in online advertising and you can opt-out of most of them. To find out more, or to opt-out, please visit this site YourOnlineChoices. It is important to mention that we cannot gain personal identifiable information from these cookies.
Also, opting-out of these cookies will not mean adverts will no longer appear on the sites you visit, it just means that they won’t be tailored to you anymore.
Sometimes after visiting a site you may see adverts for products for that site on other websites. This is because a remarketing cookie was placed on your browser during your visit. Adverts are placed by online advertisers to encourage you to come back to the original website. To find out more our opt out please visit this site YourOnlineChoices.
Turning Cookies Off
You should be able to switch cookies off by changing your Internet Browser settings, please see allaboutcookies.org for more information about blocking cookies on your particular web browser. Please be aware that doing this will limit your Internet experience making it hard for websites to offer a personalised experience. It will also limit the functionality of our website and the other websites you visit.
If you have concerns about privacy and so called ‘spyware’, we would advise that instead of switching off cookies in your Internet Browser you can use anti-spyware software. This software will only delete the cookies which can be considered invasive.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at firstname.lastname@example.org
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
You may request details of personal information which we hold about you under the Data Protection Act 1998. We may make a charge of £10 for this. If you would like a copy of the information held on you please write to
Dovecote Way Sports Pavilion
Information about children may be released to a person with parental responsibility. However, the best interests of the child will always be considered.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible using the details above. We will promptly correct any information found to be incorrect.
Data Protection Policy
1. About this Policy
1.1 This Policy is to help clubs, County Football Associations and football leagues deal with data protection matters internally. This should be kept with other club / County Football Association / football league policies and a copy should be given (or made available) to all staff members, volunteers and others who come into contact with personal data during the course of their involvement with the club / County Football Association / football league.
1.2 AFC Barwell (“we”, “our”, “us”) handle personal data about current, former, and on occasion prospective players [and their parents or guardians], employees, volunteers, committee members, referees, coaches, managers, contractors, third parties, suppliers, and any other individuals that we communicate with.
1.3 In your official capacity with the AFC Barwell you may process personal data on our behalf and we will process personal data about you. We recognise the need to treat all personal data in an appropriate and lawful manner, in accordance with the EU General Data Protection Regulation 2016/679 (GDPR).
1.4 Correct and lawful treatment of this data will maintain confidence in AFC Barwell, and protect the rights of players and any other individuals associated with AFC Barwell. This Policy sets out our data protection responsibilities and highlights the obligations of AFC Barwell, which means the obligations of our employees, committee, volunteers, members, and any other contractor or legal or natural individual or organisation acting for or on behalf of the AFC Barwell
1.5 You are obliged to comply with this policy when processing personal data on behalf of AFC Barwell and this policy will help you to understand how to handle personal data.
1.6 The AFC Barwell Committee will be responsible for ensuring compliance with this Policy. Any questions about this Policy or data protection concerns should be referred to the committee.
1.7 We process employee, volunteer, member, referee, coach, manager, contractor, committee, supplier and third party personal data for administrative and AFC Barwell management purposes. Our purpose for holding this personal data is to be able to contact relevant individuals on AFC Barwell business and our legal basis for processing your personal data in this way is the contractual relationship we have with you. We will keep this data for 12 months after the end of your official relationship with AFC Barwell unless required otherwise by law and / or regulatory requirements. If you do not provide your personal data for this purpose, you will not be able to carry out your role or the obligations of your contract with AFC Barwell All the key definitions under GDPR can be found by visitng the website of the ICO.
2. What we need from you
2.1 To assist with our compliance with GDPR we will need you to comply with the terms of this policy. We have set out the key guidance in this section but please do read the full policy carefully.
2.2 Please help us to comply with the data protection principles (set out briefly in section 3 of this policy and in further detail below):
2.2.1 please ensure that you only process data in accordance with our transparent processing as set out in our Privacy notice;
2.2.2 please only process personal data for the purposes for which we have collected it (i.e. if you want to do something different with it then please speak to The Club Secretary first);
2.2.3 please do not ask for further information about players and / or members and / or staff and / or volunteers without first checking with The Club Secretary
2.2.4 if you are asked to correct an individual’s personal data, please make sure that you can identify that individual and, where you have been able to identify them, make the relevant updates on our records and systems;
2.2.5 please comply with our retention periods listed in our Privacy Notice and make sure that if you still have information which falls outside of those dates, that you delete/destroy it securely;
2.2.6 please treat all personal data as confidential. If it is stored in electronic format then please consider whether the documents themselves should be password protected or whether your personal computer is password protected and whether you can limit the number of people who have access to the information. Please also consider the security levels of any cloud storage provider (and see below). If it is stored in hard copy format then please make sure it is locked away safely and is not kept in a car overnight or disposed of in a public place;
2.2.7 if you are looking at using a new electronic system for the storage of information, please talk to The Club Secretary first so that we can decide whether such a system is appropriately secure and complies with GDPR;
2.2.8 if you are planning on sharing personal data with anybody new or with a party outside the FA structure then please speak to The Club Secretary before doing so who will be able to check that the correct contractual provisions are in place and that we have a lawful basis to share the information;
2.2.9 if you receive a subject access request (or you think somebody is making a subject access request for access to the information we hold on them) then please tell [insert name] as soon as possible because we have strict timelines in which to comply;
2.2.10 if you think there has been a data breach (for example you have lost personal data or a personal device which contains personal data or you have been informed that a coach has done so, or you have sent an email and open copied all contacts in) then please speak to the Club Secretary who will be able to help you to respond.If you have any questions at any time then please just ask The Club Secretary We are here to help.
3. Data protection principles
3.1 Anyone processing personal data must comply with the enforceable principles of data protection. Personal data must be:
3.1.1 processed lawfully, fairly and in a transparent manner;
3.1.2 collected for only specified, explicit and legitimate purposes;
3.1.3 adequate, relevant and limited to what is necessary for the purpose(s) for which it is processed;
3.1.4 accurate and, where necessary, kept up to date;
3.1.5 kept in a form which permits identification of individuals for no longer than is necessary for the purpose(s) for which it is processed;
3.1.6 processed in a manner that ensures its security by appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage;
3.2 We are responsible for and must be able to demonstrate compliance with the data protection principles listed above.
4. Fair and lawful processing
4.1 This Policy aims to ensure that our data processing is done fairly and without adversely affecting the rights of the individual.
4.2 Lawful processing means data must be processed on one of the legal bases set out in the GDPR. When special category personal data is being processed, additional conditions must be met.
5. Processing for limited purposes
5.1 AFC Barwell collects and processes personal data. This is data we receive directly from an individual and data we may receive from other sources.
5.2 We will only process personal data for the purposes of AFC Barwell as instructed by the committee, the County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what those purposes are when we first collect the data or as soon as possible thereafter.
6.1 One of the lawful bases on which we may be processing data is the individual’s consent.
6.2 An individual consents to us processing their personal data if they clearly indicate specific and informed agreement, either by a statement or positive action.
6.3 Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly honoured. Consents should be refreshed every season.
6.4 Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for processing special category personal data. Where children are involved then the consent must be in writing from parent/guardian
6.5 Where consent is our legal basis for processing, we will need to keep records of when and how this consent was captured.
6.6 Our Privacy Notice sets out the lawful bases on which we process data of our players and members.
7. Notifying individuals
7.1 Where we collect personal data directly from individuals, we will inform them about:
7.1.1 the purpose(s) for which we intend to process that personal data;
7.1.2 the legal basis on which we are processing that personal data;
7.1.3 where that legal basis is a legitimate interest, what that legitimate interest is;
7.1.4 where that legal basis is statutory or contractual, any possible consequences of failing to provide that personal data;
7.1.5 the types of third parties, if any, with which we will share that personal data, including any international data transfers;
7.1.6 their rights as data subjects, and how they can limit our use of their personal data;
7.1.7 the period for which data will be stored and how that period is determined;
7.1.8 any automated decision-making processing of that data and whether the data may be used for any further processing, and what that further processing is.
7.2 If we receive personal data about an individual from other sources, we will provide the above information as soon as possible and let them know the source we received their personal data from;
7.3 We will also inform those whose personal data we process that we, AFC Barwell, are the data controller in regard to that data, and which individual(s) in AFC Barwell are responsible for data protection.
8. Adequate, relevant and non-excessive processing
8.1 We will only collect personal data that is required for the specific purpose notified to the individual.
8.2 You may only process personal data if required to do so in your official capacity with AFC Barwell. You cannot process personal data for any reason unrelated to your duties.
8.3 AFC Barwell must ensure that when personal data is no longer needed for specified purposes, it is deleted or anonymised.
9. Accurate data
We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at the start of each season. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.
10. Timely processing
We will not keep personal data longer than is necessary for the purpose(s) for which they were collected. We will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.
11. Processing in line with data subjects’ rights
11.1 As data subjects, all individuals have the right to:
11.1.1 be informed of what personal data is being processed;
11.1.2 request access to any data held about them by a data controller;
11.1.3 object to processing of their data for direct-marketing purposes (including profiling);
11.1.4 ask to have inaccurate or incomplete data rectified;
11.1.5 be forgotten (deletion or removal of personal data);
11.1.6 restrict processing;
11.1.7 data portability; and
11.1.8 not be subject to a decision which is based on automated processing.
11.2 AFC Barwell is aware that not all individuals’ rights are absolute, and any requests regarding the above should be immediately reported to the committee, and if applicable escalated to the Leicestershire and Rutland County FAfor guidance.
12. Data security
12.1 We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
12.2 We have proportionate procedures and technology to maintain the security of all personal data.
12.3 Personal data will only be transferred to another party to process on our behalf (a data processor) where we have a GDPR-compliant written contract in place with that data processor.
12.4 We will maintain data security by protecting the confidentiality, integrity and availability of the personal data.
12.5 Our security procedures include:
12.5.1 Entry controls. Any stranger seen in entry-controlled areas should be reported.
12.5.2 Secure desks, cabinets and cupboards. Desks and cupboards should be locked if they hold personal data.
12.5.3 Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed.
12.5.4 Equipment. Screens and monitors must not show personal data to passers-by, and should be locked when unattended. Excel spreadsheets will be password protected.
12.5.5 Personal Devices. Anyone accessing or processing AFC Barwell personal data on their own device, must have and operate a password only access or similar lock function, and should have appropriate anti-virus protection. These devices must have AFC Barwell personal data removed prior to being replaced by a new device or prior to such individual ceasing to work with or support AFC Barwell
13. Disclosure and sharing of personal information
13.1 We share personal data with Leicestershire and Rutland County FA, The FA, and with applicable leagues using Whole Game System.
13.2 We may share personal data with third parties or suppliers for the services they provide, and instruct them to process our personal data on our behalf as data processors. Where we share data with third parties, we will ensure we have a compliant written contract in place incorporating the minimum data processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.
13.3 We may share personal data we hold if we are under a duty to disclose or share an individual’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the individual or other agreements; or to protect our rights, property, or safety of our employees, players, other individuals associated with AFC Barwell or others.
14. Transferring personal data to a country outside the EEA
We may transfer any personal data we hold to a country outside the European Economic Area (EEA), provided that one of the appropriate safeguards applies.
15. Reporting a personal data breach
15.1 In the case of a breach of personal data, we may need to notify the applicable regulatory body and the individual.
15.2 If you know or suspect that a personal data breach has occurred, inform a member of the committee immediately, who may need to escalate to Leicestershire and Rutland County FA as appropriate. You should preserve all evidence relating to a potential personal data breach.
16. Dealing with subject access requests
16.1 Individuals may make a formal request for information we hold about them. Anyone who receives such a request should forward it to the board/committee immediately, and where necessary escalated to the Leicestershire and Rutland County FA for guidance. Nobody should feel bullied or pressured into disclosing personal information.
16.2 When receiving telephone enquiries, we will only disclose personal data if we have checked the caller's identity to make sure they are entitled to it.
17.1 AFC Barwell must implement appropriate technical and organisational measures to look after personal data, and is responsible for, and must be able to demonstrate compliance with the data protection principles.
17.2 AFC Barwellmust have adequate resources and controls in place to ensure and to document GDPR compliance, such as:
17.2.1 providing fair processing notice to individuals at all points of data capture;
17.2.2 training committee and volunteers on the GDPR, and this Data Protection Policy; and
17.2.3 reviewing the privacy measures implemented by AFC Barwell
18. Changes to this policy
We reserve the right to change this policy at any time. Where appropriate, we will notify you by email.
Club Privacy Notice
AFC Barwell (Club) ("we", "our", "us") take your 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 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 your 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.
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 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.Purpose/Processing Activity Lawful BasisProcessing Membership Forms Accurate player details including contact numbers are required for safeguarding and the accurate administration of the club
Organising Matches Performance of a contract
Sending out match or Club information andupdates 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 committee members to provideinformation about club activities, membershiprenewals or invitation to social events Performance of a contract
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 have any questions about this Privacy Notice then please contact The Club Secretary