Privacy Policy

Swindon and District Football League Privacy Policy

We at the Swindon and District Football League, take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. As the organisation (League) who is responsible for, and controls the processing of your personal data, we are the data controller, and sometimes the data processor, and will take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

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

1) Information we may collect from you.

Personal data means any information about an individual from which that individual can be identified.

We may collect, use, store and transfer some personal data of our participants, and other League members. The data we collect from participants may include:

  • Name, date of birth and gender
  • Contact information, such as home address, email address, and telephone numbers.
  • We may hold some health data or other special category data of some of our participants or members for the purposes of their health, well-being and welfare, and safeguarding. Where we hold this data it will be with the explicit consent of the participant, or if applicable the participants parent or guardian..

Where we need to collect personal data to fulfil League responsibilities and you do not provide that data, we may not be able honour or administer your participation in football.

2) How is your personal data collected?

A participant may give us their personal data by filling in forms or by corresponding with us by post, phone, email, in person, via our website or otherwise. This will typically be provided by their clubs Secretary by inputting participant details into Whole Game System. Other participants, such as referees, may input their own data into Whole Game System.

3) How the League uses your personal data

We will use personal information only for the purposes for which we have been provided such with such information.

The reason we need participants’ and members’ personal data is to be able to run the football league and arrange matches; to administer registration, and provide the league services you are signing up to when you register with the League as a club or participant. Our lawful basis for processing this personal data is that we have a contractual obligation to anyone as a participant or member to provide the services they are registering for.

We have set out below, in a table format, a description of all the ways we plan to use 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 Basis for processing under Article 6 of the GDPR.
To respond to your inquiry Contractual
To administer the league Contractual
To send information to you Contractual
For research purposes Why you no longer want to participate in the league?
To publish your views or comments on the Leagues social media Legitimate interest – if a member does not want to do this  they can object to this processing by contacting us via the details in the Contact Us section below
Sending out League information and update Performance of a contract
Sharing data with other leagues, County Associations and other Competition providers for entry in events Performance of a contract
Publishing club and league contact details in our annual handbook and social media For the purpose of administering league and cups. This data is deleted each season and renewed with your with your annual consent.
processing registration forms Performance of a contract
organising matches Performance of a contract
to check compliance with our League criteria to participate in the League Performance of a contract and Legitimate Interests. 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 referees Performance of a contract
sharing data with the club you are a member of, county football associations and the FA Performance of a contract
sharing data with committee members to provide information about league activities, registration renewals or invitation to social events The League has a legitimate interest to maintain participant correspondence for league community purposes.
sharing data with third party service or facility providers The League 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 League and participants.
sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority The League has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the League and participants.
publishing match and league results Consent. We will only publish personal data in a 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 13 then only with written consent of parent/guardian
sending out marketing information such as newsletters and information about promotions and offers from sponsors Consent. 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.
to ensure we understand possible health risks Consent. We will only process details on anyone medical history with their consent.

4) Sharing your personal data

A club enters participant and / or member details onto Whole Game System, which is administered by the FA. We also pass your information to the County FA for affiliation purposes. Referees will also add their details on the whole Game System.

We may share personal data with County FA, suppliers and sub-contractors such as, coaches or match organisers. We require all third parties to respect the security of your personal data and to treat in accordance of the law. These third-party 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 League’s data processing may require personal data to be transferred outside of the UK. Where the League does transfer personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

5) Protection of your personal data

We are committed to protecting your privacy and 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. However, the nature of the internet is such that the data may in some circumstances flow over networks without full security measures and could be accessible to unauthorised persons.

6) Data Retention

We keep personal data on our participants, members and website users while they continue to be a participant or are otherwise actively involved with the League or any of our social media services. We will delete this data at the end of each season that an individual has ended their membership or has left or otherwise ended their registration, 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.

In some circumstances we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

7) Cookies

 When you visit our website we may collect process and use informing about you which may not personally identify you but which may be helpful for improving the information of the website. Such information may be collected through “traffic data” and may entail the use of “cookies”, “IP addresses” or other numeric codes used to identify your computer. You can delete cookies or configure your computer to reject them, although this may disable the website’s ability to manage individual sessions.

8) Third party links

The website may contain links to other sites. Please be aware that we are not responsible for the privacy practices of these sites. We encourage our users to be aware when they leave this website and to read the privacy statements applicable on those sites. This privacy policy does not apply to information collected on third-party sites.

9) Your rights

All data subjects have a right to:

  • Request access to your personal data.
  • Request rectification of the personal data that we hold about you.
  • Request erasure of your personal data where there is good reason for us continuing to process it.
  • Object to the processing of your processing data for direct marketing, or where we are processing on the grounds of a legitimate interest or that interest is overridden by your rights and freedoms.
  • Request restriction of processing of your personal data while we establish the data’s accuracy, or verify an overriding interest to object to processing; where our use of the data has been unlawful but you do not want us to erase it; where you need us to hold the data to establish, exercise or defend legal claims.
  • Request the transfer of your personal data to you or to a third party, in a structured commonly used, machine-readable format.
  • Withdraw consent at any time where we are relying on consent to process your personal data.
  • Complain at any time to the Information Commissioners Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk)

If participants have any questions about this Privacy Notice then please contact League Secretary.

Click here to view the Wiltshire County FA Privacy policy which SDFL also must adhere to

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