Football For Life – Data Protection Policy
Effective Date: 24/06/2025
Owner: Football For Life CIC
Reviewed: Annually or when significant changes occur

1. Purpose
This Data Protection Policy outlines how Football For Life (FFL) collects, stores, processes, and protects personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to safeguarding the privacy of our members, volunteers, partners, and all individuals whose data we hold.

2. Scope
This policy applies to:

All members and participants of Football For Life

All staff, admins, volunteers, and data processors

All personal data processed on behalf of Football For Life

All digital platforms used by the club (e.g., Pitchero, GoCardless, email systems, WhatsApp)

3. Data We Collect
We collect and process personal data including but not limited to:

Full name

Date of birth

Contact information (address, phone, email)

Emergency contact details

Health disclosures (for safety and risk management)

Membership type and payment details

Media consent preferences

Website activity (via Pitchero or other platforms)

4. Lawful Basis for Processing
We only process personal data where there is a lawful basis, including:

Consent – for optional data such as photography

Contractual necessity – for fulfilling club membership services

Legal obligation – e.g. insurance or safeguarding

Legitimate interest – for managing the club and improving operations

5. Data Protection Principles
FFL ensures all data is:

Processed lawfully, fairly, and transparently

Collected for specified, legitimate purposes

Adequate, relevant, and limited to what is necessary

Accurate and up to date

Stored only as long as necessary

Handled securely

6. Data Access and Storage
Personal data is stored securely within Pitchero, GoCardless, and protected club systems (e.g., Google Workspace or encrypted files).

Access is limited to authorised club admins or volunteers on a need-to-know basis.

Physical records (if any) are stored securely and disposed of confidentially.

7. Data Sharing
We only share data with:

Third-party platforms we use for club operations (e.g., Pitchero, GoCardless, Sportspresso)

Emergency services if necessary

Legal or regulatory bodies when required

We do not sell or commercially share personal data.

8. Retention Period
Membership retained for up to 6 years after membership ends for financial and legal records

Emergency contact and health retained only while membership is active

Media files: retained indefinitely unless withdrawal of consent is received

9. Individual Rights
All individuals have the right to:

Access their personal data

Request correction or deletion

Object to processing

Withdraw consent

Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests should be made by email to [Insert Contact Email] and will be responded to within 30 days.

10. Responsibilities
The Club Committee is responsible for overall compliance

The Club Admin Team ensures operational security of data systems

All volunteers and staff must follow this policy and complete basic data protection awareness

12. Review and Updates
This policy will be reviewed annually or sooner if there are changes in law or club operations.

Contact
For any data protection queries, contact:

Football For Life CIC
Email:goals@footballforlife.uk