EKRR FC

Member Privacy Notice

This privacy notice explains how EKRR Football Club (‘EKRR FC’, ‘the Club’, ‘we’, ‘us’) collects, uses, stores and shares the personal information of its members across its three Sections — EKRR AFC, EKRR Youth and EKRR Over 35. It applies to players, parents and guardians (in the Youth Section), officials, coaches, committee members and volunteers. Last updated: ____________________.

1. WHO WE ARE

EKRR FC is a community football club providing football across its three Sections — EKRR AFC (senior amateur), EKRR Youth (youth teams and Mini-Kickers) and EKRR Over 35 (veterans’) — and is affiliated to the relevant governing bodies. For the purposes of data protection law, EKRR FC is the data controller for the personal information described in this notice.

The Club’s contact for data protection matters is: ______________________ (name / role) — ______________________ (email / phone).

2. WHAT INFORMATION WE COLLECT

Depending on your role with the Club, we may collect and hold:

•       Your name, date of birth and contact details (address, phone, email).

•       Emergency contact details.

•       Relevant medical, injury or fitness information you choose to share for your safety.

•       Registration and eligibility information required by the relevant governing body and league (varying by Section).

•       Records of subscriptions, match fees and other payments.

•       Photographs and video footage of you at Club activities (subject to your consent — see Section 6).

•       For Youth Section players: parent or guardian name and contact details, and any additional information required by the youth registration process.

•       For officials, coaches and volunteers: qualifications, disclosure / PVG status where required (PVG is mandatory for all Youth Section officials).

•       Safeguarding, welfare or incident records where a concern is raised.

3. HOW AND WHY WE USE YOUR INFORMATION

We use your information to run the Club and to meet our obligations to the relevant governing bodies and league. This includes:

•       Registering you to play and confirming your eligibility.

•       Organising training, fixtures, teams, travel and events.

•       Communicating with you (and, in the Youth Section, with parents and guardians) about Club matters.

•       Managing subscriptions, fees and Club finances.

•       Arranging and administering insurance, and dealing with any injury or incident.

•       Meeting our safeguarding, wellbeing and player protection responsibilities.

•       Promoting the Club and reporting on activities and results, including on social media (where you — or, for under-18s, your parent/guardian — have consented).

4. OUR LAWFUL BASES

We rely on the following lawful bases under UK GDPR:

•       Performance of our membership arrangement with you (to run the Club and your participation in it).

•       Our legitimate interests in operating, administering and promoting the Club, where these are not overridden by your rights (or, for under-18s, the interests of the child).

•       Your consent — in particular for the use of photography and video, and for adult players, for the storage of medical/injury information. For Youth Section players, consent is sought from the parent or guardian, and where the child is aged 12 or over the child’s own view is also sought and respected wherever reasonably practicable.

•       Compliance with a legal obligation, and protection of vital interests in a medical or safeguarding emergency.

Where we process special category data (such as health, injury or safeguarding information), we do so on the basis of explicit consent, to protect vital interests, or — for safeguarding — because it is necessary for the safeguarding of children or of individuals at risk.

5. WHO WE SHARE YOUR INFORMATION WITH

We share personal information only where necessary, with:

•       The relevant governing body and league for each Section (for registration, eligibility, competition administration and, in the Youth Section, safeguarding).

•       The Scottish FA registration system, where registration checks are processed.

•       Our insurers and insurance scheme (for example, Sportsguard for the amateur sections), in connection with cover and any claim.

•       Medical or emergency services, where needed to protect your health and safety.

•       Statutory services (such as Police Scotland, social work or health) and the relevant governing body’s Player Protection Panel, where necessary in a safeguarding matter or where required by law.

•       Other parties where we are required to do so by law.

We do not sell your personal information, and we do not share it for marketing by third parties.

6. PHOTOGRAPHY, VIDEO AND SOCIAL MEDIA

We use photographs and video to promote the Club and report on activities. We operate an opt-in consent model, as set out in Section 13 of the EKRR FC Constitution. You choose, at registration, whether we may use your image, footage and name, and for which purposes (social media, website and communications, media coverage, and identification by name).

In the Youth Section, consent is sought from the parent or guardian for players under 18. Where the child is aged 12 or over, the child’s own view is also sought and respected wherever reasonably practicable. The Club takes particular care over identifiable images of under-18s and will not publish personal details (school, home area, contact details) alongside such images.

You can withdraw or change your consent at any time by contacting the Club Secretary or Social Media & Communications Officer. We will then stop using your image in new content and remove or anonymise existing content we control where reasonably practicable, although we cannot recover content already shared or reposted by others.

7. HOW LONG WE KEEP YOUR INFORMATION

We keep your information only for as long as necessary. Typical retention periods are set out in the EKRR FC Data Retention Schedule; in summary:

•       Membership and contact information — for the duration of your membership and a reasonable period afterwards.

•       Financial records — for at least 6 years (current + 5) as required by law.

•       Safeguarding and child protection records — in accordance with the guidance of the relevant governing body, which may require long-term retention.

•       Consent records — for as long as we hold the related images or footage.

8. HOW WE PROTECT YOUR INFORMATION

We take reasonable steps to keep your information secure, limit access to those who need it for Club business, and ensure committee members and officials — including Section Sub-Committees — handle personal information responsibly and confidentially. Safeguarding information is subject to particularly strict controls and is only shared on a need-to-know basis.

9. YOUR RIGHTS

Under data protection law you have the right to:

•       Be informed about how your data is used (this notice).

•       Access the personal information we hold about you.

•       Ask us to correct inaccurate or incomplete information.

•       Ask us to delete your information in certain circumstances.

•       Object to, or ask us to restrict, certain processing.

•       Withdraw consent at any time, where we rely on consent.

For players under the age of 18, parents or guardians can exercise these rights on their child’s behalf. From age 12 or so, the child may also make their own request and their views will be taken into account.

To exercise any of these rights, contact the Club’s data protection contact above. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. CHANGES TO THIS NOTICE

We may update this notice from time to time. The current version is the one most recently adopted by the Executive Committee and made available to members.

Adopted by the EKRR FC Executive Committee on: ____________________