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Pinner United Privacy Notice

Pinner United Football 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 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 players, and their parents or guardians, and other Club members.


You provide information about yourself when you register with the Club by filling in a club registration form or by corresponding with us by phone, e-mail or otherwise.


The information you give us may include a player’s name, date of birth, address, e-mail address, phone number(s), and the contact details of a parent or guardian, who for Club purposes is the Member of Pinner United FC.  We may also ask for relevant health information about the player, which is classed as special category personal data, for the purposes of their health, wellbeing, welfare and safeguarding.  Where we hold this data, it will be with the explicit consent of the player or, if applicable, the participant’s parent or guardian.


We will also record name, address, e-mail address, phone number(s) of Club officials and details of relevant qualifications to allow you/them to carry out their club roles.


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 players’ 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 player 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.

processing membership forms and payments/ subs                                            Performance of a contract


organising matches                                                                                               Performance of a contract


sending out match or Club information and updates                                            Performance of a contract


sharing data with coaches, managers or officials to run                                       Performance of a contract

training sessions, to be able to contact players or

enter events 


sharing data with leagues we are in membership of,                                            Performance of a contract

county associations and other competition providers

for entry in events                                                            


sharing data with committee members to provide information                             The Club has a legitimate interest to maintain member and participant  about club activities, membership renewals or invitation to social events            correspondence for club community purposes.                                       


sharing data with third party service or facility providers                                       The Club 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 Club, participants and its members.                                                                      


sharing anonymised data with a funding partner as condition of grant                The Club has a legitimate interest to run the organisation efficiently        funding e.g. Local Authority                                                                                  and as it sees fit. Application for funding is a purpose that benefits the

                                                                                                                              Club, participants and its members.


publishing match and league results                                                                    Consent. We will only publish your personal data in a public domain,                                                                                                                                    including images and names, if you have given 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             Consent. We will only send you direct marketing if you are an existing   about promotions and offers from sponsors                                                        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 your medical history with                                                                                                                                      your consent.



Who we share your personal data with

Club members, players and officials may have their information 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, 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.  The register of players and members is held securely on a single device and is only made available to club officials to allow them to carry out their duties.


How long we hold your personal data

We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data within 12 months of the player, coach, manager or club official has left or otherwise ended their membership or affiliation, 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 their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them via Middlesex FA.



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 Club Chairman, Dave Howes.

Purpose/ Processing Activity 

 Lawful Basis for processing under Article 6 of the GDPR.

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