GDPR Policy
Thorpe St Andrew FC Women & Girls is committed to protecting the privacy and security of your personal data. This policy explains how we collect, use, store, and share your information in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Who We Are
We are an FA Charter Standard community football club, based at Thorpe Recreational Ground, Norwich. We are the “Data Controller” for all personal data we hold, meaning we decide how and why your data is processed.
What Data We Collect
We only collect information that is necessary for us to run the club safely and effectively. This may include:
- Full name, date of birth, and contact details (address, phone number, email)
- Emergency contact information
- Medical or health information (where relevant for player safety)
- Details of your role (player, coach, volunteer, parent/guardian)
- Photographs or video footage (only with your consent)
- Information required for club membership, league registration, or safeguarding checks
How We Use Your Data
We only use your data for the purposes it was collected, including:
- Registering players with the Norfolk FA and relevant leagues
- Organising training sessions, matches, and events
- Communicating important updates, fixtures, or changes
- Ensuring the safety and well-being of all members
- Complying with legal obligations and safeguarding requirements
- Promoting club activities (only where you have given consent)
Legal Basis for Processing
We rely on one or more of these legal reasons to use your data:
- Consent: Where you have clearly agreed to us using your data (e.g. for photos)
- Contract: To fulfil our agreement with you as a member of the club
- Legitimate Interests: To run the club effectively, safely, and for its charitable/community purpose
- Legal Obligation: To meet requirements set by the FA, leagues, or UK law
- Vital Interests: To protect your life or health in an emergency
Who We Share Data With
We do not sell or rent your personal data to anyone. We only share it with trusted organisations when necessary, such as:
- Norfolk County FA and relevant leagues (for registration and compliance)
- Background check providers (for coaches and volunteers)
- Medical or emergency services (in case of injury or emergency)
- Service providers who help us run the club (e.g. website hosting, communication tools) — all bound by strict data protection rules
How Long We Keep Data
We keep your data only for as long as it is needed. This will vary depending on the type of information and the reason we hold it — for example, membership records are kept for the duration of your membership plus a reasonable period afterwards for legal or insurance reasons. When data is no longer needed, it is securely deleted or destroyed.
Your Rights
Under GDPR, you have the right to:
- Request a copy of the data we hold about you
- Ask us to correct any mistakes in your data
- Ask us to delete your data (where there is no good reason for us to keep it)
- Object to how we process your data
- Withdraw consent at any time (where consent was our legal basis)
- Complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data — www.ico.org.uk
Data Security
We take security seriously. We use appropriate technical and organisational measures to keep your data safe — including password protection, secure storage, and limiting access only to people who need it to do their role.
Changes to This Policy
We may update this policy occasionally to reflect changes in law or how we operate. The latest version will always be available on our website.
Contact Us
If you have any questions about this policy or how we handle your data, please contact our Club Data Protection Officer at: info@thorpewomenandgirls.co.uk