Privacy Policy
Last updated: May 2026
At Thorpe St Andrew FC Women & Girls, we take your privacy seriously. This Privacy Policy explains exactly how we collect, use, store, and protect any personal information you give us, or that we collect when you use our website or take part in club activities. It sits alongside our GDPR Policy and Cookie Policy, and together they set out exactly how we look after your data.
Who We Are
We are Thorpe St Andrew FC Women & Girls, an FA Charter Standard community football club, based at Thorpe Recreational Ground, 47 Laundry Lane, Norwich, NR7 0XQ. We are registered as a voluntary community club and act as the Data Controller for all personal information we hold.
What Information We Collect
We only collect information that we actually need to run the club safely, legally, and effectively. This includes:
- Personal details: Name, date of birth, address, phone number, email address
- Emergency contact details: Names and numbers of people we should contact in an emergency
- Medical information: Allergies, conditions, or medication details — only where you choose to share them, and only used to keep players safe
- Club-related information: Membership status, role at the club (player, coach, volunteer, parent), league registration details
- Website usage information: Anonymous data about how you use our site (via cookies — see our Cookie Policy)
- Images and video: Photographs or footage taken at matches, training or events — only ever with your clear written consent
We never collect anything unnecessary — we don’t ask for sensitive personal details unless there is a very clear safety or legal reason.
How We Use Your Information
We only ever use your information for the reason you gave it to us, or for reasons directly related to running the club. This includes:
- Registering players with the Norfolk FA and relevant leagues
- Organising training sessions, matches, tournaments, and events
- Keeping you updated with fixtures, cancellations, news, and club information
- Ensuring the safety and well-being of all members (including accessing medical details in emergencies
- Complying with safeguarding, legal, and insurance requirements
- Promoting the club — only where you have given clear consent for us to use photos or details
- Improving our website and services
We will never use your information for marketing, or share it with third parties for commercial purposes — full stop.
How We Store and Protect Your Information
We keep your data secure, private, and only for as long as we need it:
- Paper records are kept locked away securely, with access limited only to approved club officials
- Digital records are password-protected, encrypted where possible, and stored on secure, trusted platforms only
- We regularly review what we hold, and delete or destroy anything that is no longer required
- We never keep data longer than necessary — usually only for the duration of your membership plus a short period to meet insurance or legal rules
Sharing Your Information
We only share your information with other organisations when we absolutely have to, and only with groups that we trust. This includes:
- Norfolk County FA and the relevant football leagues (for official registration and compliance)
- Safeguarding bodies or background check providers (only for coaches and volunteers, and strictly regulated)
- Emergency services or medical providers (only in case of accident or emergency, to protect you or your child)
- Service providers who help us run the club (such as our website host) — all bound by strict privacy agreements
No one else gets to see your data — we don’t sell it, rent it, or give it away.
Your Rights
Under UK data protection laws, you have clear rights over your information. You can:
- Ask to see a copy of the information we hold about you or your child — free of charge
- Ask us to correct any mistakes or update details
- Ask us to delete your information — where there is no legal or safety reason for us to keep it
- Withdraw consent for photography or communication at any time
- Object to how we use your data
- Complain directly to the Information Commissioner’s Office (ICO) if you are unhappy — www.ico.org.uk
Changes to This Policy
We may update this policy from time to time to make sure it is up to date with new laws or how the club works. The latest version will always be published here on our website.
Contact Us
If you have any questions, concerns, or requests about this Privacy Policy or how we handle your data, please contact our Club Data Protection Officer at: info@thorpewomenandgirls.co.uk