Gomersal & Cleckheaton Football Club ('the Club', 'we', 'our', 'us') takes your privacy seriously. We are committed to protecting the personal data of all players, parents, volunteers, and members involved with our Club. We are the data controller, responsible for the processing of the personal data you provide to us.

This Privacy Notice explains:

What personal data we collect and why
How we use your data and who we share it with
How we keep your data safe
Your rights and choices

What personal data we hold on you

Personal data means any information about an individual from which that person can be identified. Special category data refers to sensitive data, such as health information, which is subject to additional protection under UK data protection law.

We collect, use, store, and transfer some personal data of our participants and their parents or guardians, and other Club members. You provide this information when registering with the Club, filling out forms (paper or electronic), or through correspondence by phone, email or in person.

This information may include your name, date of birth, address, email address, phone number, gender, emergency contact details, and relevant health or medical information (with your consent, where applicable). Failure to provide the required information may affect our ability to administer your membership.

Why we need your personal data

We will only use your personal data for purposes directly related to your involvement with the Club. Our lawful basis for processing this data is based on contractual necessity, consent, or legitimate interest, as shown below:

Purpose/Process 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 orenter events	Performance of a contract
Sharing data with committee members to provide information about club activities, membership renewals or invitations to social events	The Club has a legitimate interest in maintaining member and participant correspondence for club community purposes.
Sharing data with third-party service or facility providers	The Club has a legitimate interest in running the organisation efficiently and as it sees fit. The provision of some third-party services is for the benefit of the Club, its participants and its members.
Sharing anonymised data with a funding partner as a condition of grant funding e.g. Local Authority	The Club has a legitimate interest in running the organisation efficiently and as it sees fit. Funding application 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.
Sending out marketing information such as newsletters and information about promotions and offers from sponsors	Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.
To ensure we understand possible health risks	Consent. We will only process details on your medical history with your consent.

Who we share your personal data with

When you become a member, your data may be shared with the FA’s Whole Game System, the County FA, and relevant league(s) for registration, affiliation, or participation purposes. We may also share limited personal data with coaches, referees, and authorised third-party providers, only for club-related activities.

We will only share your data where it is necessary and with appropriate safeguards. If we are legally required to disclose information for safeguarding or safety reasons, we will do so responsibly.

If data is transferred outside the UK, appropriate measures will be in place to protect that data.

How We Protect Your Personal Data

We take appropriate technical and organisational measures to safeguard your personal data against loss, misuse, or unauthorised access.

How long we hold your personal data

We keep your data for as long as you are an active member or participant. We will delete this data within 12 months of leaving the Club, unless required to retain it for legal reasons. Data stored by the FA or on the Whole Game System is subject to their separate privacy policies.

Your rights

You may have the right to request access to, correction, or deletion of your personal data. You may also object to certain types of processing or request data portability. You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are concerned about how your data is handled.

You are not obliged to share your data with us. However, if you do not provide the required data, we may not be able to register or administer your membership.

Contact and Changes to this Notice

If you have any questions or would like to exercise any of your data rights, please contact the Club Secretary. We may update this policy from time to time and will notify members of any significant changes.

This Privacy Notice was last updated in April 2025 and is reviewed annually