1. INTRODUCTION

Your privacy matters to us.

Gomersal & Cleckheaton FC is committed to protecting your personal information and being transparent about how we collect, use, store and share it.

This Privacy Notice applies to anyone who provides personal information to Gomersal & Cleckheaton FC, including players, parents and carers, volunteers, coaches, managers, committee members, members, spectators, website users and anyone participating in Club activities.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.

2. WHO THIS NOTICE APPLIES TO

This Privacy Notice applies to anyone who provides personal information to Gomersal & Cleckheaton FC, including:

• Players
• Parents and Carers
• Volunteers
• Coaches and Managers
• Committee Members
• Members
• Match Officials
• Anyone participating in Club activities

3. WHAT PERSONAL INFORMATION WE COLLECT

Depending on your involvement with the Club, we may collect information including:

PERSONAL DETAILS

• Name
• Date of birth
• Gender
• Postal address

CONTACT DETAILS

• Email address
• Telephone numbers

EMERGENCY INFORMATION

• Emergency contact details
• Parent or guardian details

MEDICAL INFORMATION

Where appropriate and with the relevant lawful basis, we may collect medical information to help us safeguard participants and manage risks during football activities.

CLUB INFORMATION

• Team registrations
• Coaching qualifications
• DBS status (where applicable)
• Attendance records
• Membership information

IMAGES AND MEDIA

Photographs and videos may be taken during Club activities in accordance with our Photography & Social Media Policy.

4. WHY WE COLLECT YOUR INFORMATION

We use personal information to:

• Register players and volunteers.
• Organise training sessions and matches.
• Communicate with members.
• Administer memberships.
• Meet safeguarding responsibilities.
• Meet Football Association and League requirements.
• Process payments.
• Organise Club events.
• Manage volunteers.
• Improve the services we provide.

We only collect information that is necessary for legitimate Club purposes.

5. OUR LAWFUL BASIS FOR PROCESSING

Depending on the circumstances, we process personal information under one or more of the following lawful bases:

Purpose: Lawful Basis
Managing memberships: Contract
Registering players: Contract
Organising football activities: Contract
Club administration: Legitimate Interests
Safeguarding: Legal Obligation / Vital Interests
Medical information: Consent or Vital Interests
Photography and marketing: Consent where required
Club communications: Legitimate Interests
Marketing communications (where applicable): Consent

Where we rely on consent, you may withdraw your consent at any time where applicable

6. WHO WE SHARE INFORMATION WITH

Where necessary, personal information may be shared with:

• The Football Association
• West Riding County FA
• Football leagues and competition organisers
• Coaches and authorised Club volunteers
• Approved service providers supporting Club activities
• Emergency services
• Safeguarding agencies
• Professional advisers where appropriate

Information is only shared where there is a lawful reason to do so.

7. DIGITAL SYSTEMS

To help administer the Club, your information may be stored or processed using approved Club systems including:

• Pitchero
• The FA systems
• Microsoft 365
• Microsoft Forms
• Outlook
• Other approved Club systems

We take reasonable steps to ensure these systems provide appropriate levels of security.

8. HOW WE PROTECT YOUR INFORMATION

We are committed to keeping your personal information secure.

Appropriate technical and organisational measures are used to help protect information from unauthorised access, loss, misuse or disclosure.

Access to personal information is restricted to those who require it to carry out their Club responsibilities.

9. HOW LONG WE KEEP YOUR INFORMATION

We only retain personal information for as long as necessary to fulfil the purpose for which it was collected or to meet legal and regulatory obligations.

Normally, personal information will be securely deleted within 12 months of an individual leaving the Club unless there is a legal or operational reason to retain it for longer.

Information held by external organisations, such as The FA, is governed by their own privacy policies.

10. YOUR RIGHTS

Under UK GDPR you have rights regarding your personal information.

These include the right to:

• Be informed about how your information is used.
• Access the information we hold about you.
• Correct inaccurate information.
• Request deletion where appropriate.
• Restrict certain processing.
• Object to certain processing.
• Withdraw consent where applicable.
• Lodge a complaint with the Information Commissioner's Office (ICO).

If you wish to exercise any of these rights, please contact the Club Secretary.

11. CONTACT US

If you have any questions about this Privacy Notice or how your personal information is used, please contact:

CLUB SECRETARY

Email: secretary@gcfc.co.uk

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).

12. RELATED DOCUMENTS

This Privacy Notice should be read alongside:

• Information Governance Handbook
• Safeguarding Handbook
• Digital Communication & Social Media HandbookGovernance Framework
• Club Constitution

13. OUR COMMITMENT

Gomersal & Cleckheaton FC is committed to handling your personal information responsibly, securely and transparently.

We recognise that protecting personal information is about more than legal compliance—it is about maintaining the trust and confidence of every player, parent, volunteer and member who is part of our Club.

By working together, we will continue to ensure personal information is handled with care, respect and integrity, helping us remain a trusted, professional and well-governed community football club where everyone can Play, Develop, Progress and Belong..