Desford Football Club (“the Club”) is committed to managing all personal and organisational data responsibly, securely, and in accordance with applicable data protection laws. This Data Policy explains how we collect, handle, store, share, and protect data throughout all areas of the Club’s operations.

1. Purpose of This Policy

This policy covers how the Club:

Manages personal and team-related data
Stores and protects information
Ensures compliance with safeguarding and data protection requirements
Maintains transparency for parents, players, coaches, and volunteers

It applies to everyone connected with the Club, including committee members, managers, coaches, volunteers, players, and parents.

2. Types of Data We Handle

The Club processes various forms of data, including:

Personal Data

Names, contact details, and addresses
Dates of birth
Emergency contact information
Medical details (where necessary for safety)
Photos and videos used for club purposes
Volunteer and coaching records (including DBS status)

Operational Data

Team lists and squad information
Match reports, statistics, and performance data
Registration and membership information
Safeguarding and incident records
Equipment, facility, and club administration documents

Website & Digital Data

Device and browsing data (IP address, session information)
Contact form submissions
Cookies and analytics data

3. How Data Is Collected

We collect data through:

Online registration systems
Website forms and emails
League and FA compliance platforms
Volunteer applications
Communication apps used by the Club (e.g., WhatsApp, Team‑management apps)
Consent forms for photographs, events, or medical disclosures

4. Why We Collect Data

We use data for legitimate grassroots football purposes, including:

Registering players with leagues and the FA
Managing teams, fixtures, and competitions
Ensuring player welfare and safeguarding
Communicating important club information
Managing payments, membership, and fundraising
Providing emergency contact and medical information to coaches
Running club events, tournaments, and training sessions

5. Data Storage & Security

The Club takes the protection of data seriously. We use:

Password‑protected systems
Restricted-access databases and folders
Secure cloud storage
Encrypted devices where required
Clear data retention schedules

Only authorised volunteers (e.g., committee members, managers, and safeguarding officers) may access sensitive data.
Paper records are stored securely and disposed of responsibly when no longer required.

6. Sharing and Disclosure of Data

The Club may share data only where necessary, including with:

Football leagues and governing bodies (e.g., FA Whole Game System)
Coaches and team managers for administration and safety
Emergency services when required
Service providers supporting club operations (e.g., website hosting, registration platforms)

We will never sell personal data.
Any partner organisation must keep information confidential and secure.

7. Data Retention

Data is kept only for as long as needed:

Player retained for the duration of membership + a short period for administrative purposes
Medical information: kept only while actively required for player welfare
Safeguarding records: retained in line with statutory FA guidance
Volunteer and DBS information: held only while the individual is in their role

After retention periods end, data is securely deleted or destroyed.

8. Rights of Individuals

In line with our Privacy Policy, all individuals have the right to:

Access their personal data
Request correction or removal
Withdraw consent
Object to processing
Request data portability where applicable

Requests can be made to the Club via email.

9. Data Breaches

The Club will respond quickly and responsibly to any data breach.
In the event of a suspected or confirmed breach:

The Club will investigate immediately
Affected individuals will be informed where necessary
Any serious risk will be reported to relevant authorities in line with legal obligations

Coaches and volunteers must report potential breaches promptly to the Club Committee or Safeguarding Officer.

10. Responsibilities

Committee Members
Ensure overall compliance with data protection laws and club policies.

Team Managers & Coaches
Must keep data secure, follow this policy, and use information only for club-related purposes.

Volunteers
Must adhere to all data handling rules and confidentiality expectations.

Parents & Players
Should provide accurate information and inform the Club of any changes.

11. Changes to This Policy

We may update this Data Policy periodically. Updates will be posted on the website, and continued use of club systems indicates acceptance of the revised policy.

12. Contact Us

For any questions or concerns about this policy or how your data is handled please contact us.

Desford Football Club