Westenders FC is committed to protecting the personal information of our players, parents and carers, coaches and volunteers.
Westenders FC acts as a Data Controller and handles personal information in accordance with UK data
protection legislation, including the UK GDPR and Data Protection Act 2018.
Information we collect
We may collect information including:
• player names, dates of birth and registration details;
• parent/carer and emergency contact details;
• relevant medical, health, allergy or accessibility information;
• membership, attendance and payment information;
• information relating to coaches, volunteers and Club officials;
• safeguarding information where appropriate; and
• photographs and video recordings of football activities.
We only collect information reasonably necessary to run the Club safely and effectively.
How we use your information
We may use personal information to:
• administer membership and register players and teams;
• organise training, fixtures, tournaments and other Club activities;
• communicate with players, parents/carers, coaches and volunteers;
• administer membership fees and payments;
• meet safeguarding, welfare and emergency responsibilities;
• meet FA, County FA, league, insurance and legal requirements; and
• support football coaching and player/team development.
Depending on the purpose, we process information because it is necessary for Club activities, we have a legitimate interest or legal obligation, or consent has been provided where appropriate.
Children's information
As a youth football club, much of the information we hold relates to children. We recognise that children's personal information requires particular protection and will consider their welfare and best interests when collecting, using, storing or sharing it.
Sharing information
Where necessary, we may share information with The FA, County FA, leagues and competition organisers,
authorised coaches and Club officials, insurers, safeguarding organisations, emergency services and service
providers used to operate the Club.
We will not sell members' personal information or share it for unrelated marketing purposes.
Photography, filming and video analysis
Westenders FC may photograph or record football activities for appropriate Club purposes including coaching and team development.
Match or training footage recorded for coaching and analysis is covered by our separate Match Filming & Video Policy.
Public or promotional use of children's photographs or video will be managed separately and appropriate
permissions obtained where required.
Keeping your information safe
We take reasonable steps to keep personal information secure and restrict access to people who require it for their Club role. Information will only be retained for as long as reasonably necessary for the purpose for which it was collected or where there is a legal, safeguarding, insurance or football governance reason to retain it.
Your rights
Depending on the circumstances, you may have the right to access, correct or request deletion of personal
information, restrict or object to certain processing, or withdraw consent where processing is based on consent.
Questions or concerns
Questions about this notice or how Westenders FC uses personal information should be directed to:
Westenders FC Welfare Officer: Nicky Sanders
Email: welfare@westendersfc.com
You also have the right to raise a concern with the Information Commissioner's Office (ICO).
This notice will be reviewed periodically and the latest version will be published on the Westenders FC website.