Policies
Club Privacy Notice
VPFC (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 any 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 participants [and their parents or guardians], and other Club members.
You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.
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 participants’ 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 participant 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.
| Purpose/ Processing Activity | Lawful Basis for processing under Article 6 of the GDPR. |
| 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 training sessions or enter events | Performance of a contract |
| sharing data with leagues we are in membership of, county associations and other competition providers for entry in events | Performance of a contract |
| sharing data with committee members to provide information about club activities, membership renewals or invitation to social events | The Club has a legitimate interest to maintain member and participant 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 funding e.g. Local Authority | The Club has a legitimate interest to run the organisation efficiently 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 |
| to ensure we understand possible health risks | Consent. We will only process details on your medical history with your consent (eg: if you provide us with this information during the registration process or subsequently of your own free will via the membership portal |
Who we share your personal data with
When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA. We may 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. Additionally by registering via the online portal, you are agreeing to the terms of service as set out by the service provider of that portal - which we strongly advise you to observe before completing your registration.
We may share your personal data with selected third parties, suppliers and sub-contractors 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 (eg: if outside of the EEA, then it would be subject to Privacy Shield provisions etc).
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.
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 or relinquish our access to this data promptly after a participant or member has left or otherwise ended their membership or affiliation via the Pitchero membership portal, 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 Pitchero and the FA Whole Game System is subject to their respective privacy policies so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Pitchero or Whole Game System then please contact them.
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 us at: victoriaplayingfieldsfc@gmail.com.
VPFC Terms & Conditions
Dated: 26-01-2017
TERMS & CONDITIONS
All members of Victoria Playing Fields Football Club (VPFC) are subject to the following terms and conditions (“Terms and Conditions”). Please read the following Terms and Conditions carefully.
The following Terms and Conditions apply to all members and non- member participants in relation to football training, matches and charitable events organised by VPFC. The term “you” refers to players/parents/carer/guardian and “You” can be singular or plural.
The VPFC website is operated by parents of VPFC members.
THE RULES AND REGULATIONS
The Rules of the Club shall be those as stated in the Club’s Code of Conduct and form a binding agreement between each member and the Club. The constitution, rules and code of conduct are in addition to, and prop up, the Ground Rules and guidelines set up by VPFC and Friends of Victoria Park.
CONTRACT
You must be aged 18 years or more to register your child, and the child has to be 6 years old at the start of the season in which they are registering to play. Ages 6 to 11 years will participate in a non competitive formatted training of which scores & results will although noted be immaterial. All age groups will play on a Saturday morning at 9:30 to 11:00am in Victoria Park.
Managers/Coaches will reserve the right to determine which group you will belong to after consultation with the Club Secretary of the club. All age groups will play football on a Saturday. When a player is accepted by the club to play, the player has 14 days ‘cooling off ‘period to cancel their membership.
The football season commences from September of each year and ends July of the proceeding year. According to the rules of the football association, a club is only allowed to sign a certain number of players for each age group per season. Once your child is registered, for the season, the child becomes a member of the team until the end of the season.
CANCELLATION OF MEMBERSHIP
Cancellation of membership must be communicated immediately to the relevant manager or coach of the age group that the player belongs to. Communication of the membership cancellation must be communicated verbally, and then followed by email or letter to the club secretary before the next training day. Where an online Club membership service such as Pitchero has been used to register with the Club, the individual must also select the 'Leave the Club' option to ensure access priveleges to any personal data records are removed from the Club.
SUBSCRIPTIONS
All players shall pay an Annual Membership Subscription Fee (“the Club Subscription”) which shall be such a sum laid down from time to time by the Management Committee. The Club Subscriptions shall be due and payable between the 1st July to the 30th September of each year. Membership of the club is from September to either July of the proceeding year depending on the group you belong to as determined by the Club Secretary. In the event that there are outstanding subscription fees, and has been outstanding for three calendar months after the due date as set by the club then membership of the club will lapse. The player would have to be de-registered from the club and club kit would have to be returned in good condition within 48 hours of the membership lapsing. In the event that a player leaves the club either voluntarily or involuntarily, all outstanding fees owed to the club must be paid in full before the player leaves the club.
DURATION OF PLAYING SEASON LEAGUE SEASON:
SATURDAY TEAM: SEPTEMBER TO JULY TRAINING IS CONTINUOUS WEATHER PERMITTING TOURNAMENTS: VARIED
TRAINING AND LOCATION
VPFC shall provide Training Sessions on the Date(s) at the venue (location) for the Training and in accordance with these terms and conditions. Up until 24 hours before the Training Sessions are due to commence, VPFC may by notice (text/email) cancel training due to adverse weather conditions.
ACKNOWLEDGEMENT OF RULES
VPFC reserves the right to vary these Terms and Conditions at any time before the season commence, during season and at end of season. Each time you register or submit your application form through the VPFC website, you confirm your acceptance of these Terms and Conditions, as varied by us from time to time.