This Privacy Notice explains how we collect, use, store and protect personal information relating to players, parents and carers, coaches, volunteers, officials, supporters and other Club members.

Gregory Celtic Football Club is the data controller responsible for the personal information provided to us. The Club Secretary and Treasurer oversee data protection matters on behalf of the Club.

Questions about this notice or your personal information should be sent to [secretary@gregorycelticfc.co.uk](mailto:secretary@gregorycelticfc.co.uk).

What personal information we collect

Personal information is any information through which an individual can be identified.

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

• Name, date of birth, address and gender
• Email address and telephone number
• Parent or carer names and contact information
• Emergency-contact details
• Team, age group, role and membership information
• Training and session attendance records
• Relevant medical conditions, allergies, medication and health information
• Additional needs, communication requirements or reasonable adjustments
• Photograph and video consent preferences
• Photographs or videos taken during Club activities where appropriate permission has been provided
• Payment information and payment status, although the Club does not normally retain full payment-card details
• Communications and correspondence with the Club
• Information required for affiliation, league registration, safeguarding and football administration

Information may be provided when someone registers with the Club, completes an online or paper form, joins through Pitchero, makes a payment, attends a Club activity or contacts us by telephone, email, messaging service or another method.

Where we need information to administer membership, participation or safeguarding and it is not provided, we may be unable to register the player or allow them to participate in Club activities.

Medical and health information

Relevant medical, allergy and health information is classed as special-category personal data and requires additional protection.

We collect this information to protect players’ health, welfare and safety, make reasonable adjustments and respond appropriately in an emergency.

Where we rely on explicit consent to process this information, the player or their parent or carer can withdraw that consent by contacting [secretary@gregorycelticfc.co.uk](mailto:secretary@gregorycelticfc.co.uk). Withdrawal of consent does not affect processing that took place before consent was withdrawn.

If withdrawing consent means that the Club no longer has information it reasonably requires to keep a player safe, we will discuss whether the player can continue participating and whether another lawful arrangement is available.

Why we use personal information

We may use personal information to:

• Register and administer players and Club members
• Organise teams, coaching, training sessions, matches, tournaments and other activities
• Record and monitor attendance
• Communicate important Club, team and session information
• Manage membership fees, session payments and other Club payments
• Protect player welfare and support safeguarding
• Respond to accidents, incidents and emergencies
• Make reasonable adjustments and support additional needs
• Manage coaches, volunteers and Club officials
• Meet Football Association, County FA, league and regulatory requirements
• Maintain appropriate financial, administrative and safeguarding records
• Publish appropriate photographs or videos where the necessary permission has been provided
• Respond to enquiries, complaints and information requests

Our lawful basis will depend on why the information is being used. It may include:

• Fulfilling our obligations to players and members and providing the football activities or services for which they have registered
• The Club’s legitimate interests in managing and developing a safe and effective grassroots football club
• Meeting a legal or regulatory obligation
• Protecting somebody’s vital interests in an emergency
• Consent, including separate consent for appropriate photography and publication
• Explicit consent or another applicable condition for relevant health and special-category information

Where we rely on legitimate interests, we consider the need to use the information against the individual’s rights and interests, taking particular care where children’s information is involved.

Photographs and videos

Permission to take photographs or videos is collected separately from permission to publish them on the Club’s website or official social-media channels.

Choosing not to provide photography or publication consent will not prevent a player from participating in Club activities.

Consent can be withdrawn at any time by contacting [secretary@gregorycelticfc.co.uk](mailto:secretary@gregorycelticfc.co.uk). We will stop using the relevant images in future materials where reasonably possible, although we may not be able to remove materials that have already been printed or subsequently shared by other people.

Who can access personal information

Access is restricted to authorised Club officials and volunteers where it is reasonably necessary for their role. This may include the Club Secretary, Treasurer, Webmasters, registration administrators, safeguarding officials, coaches and relevant team officials.

Medical, emergency-contact, additional-needs and safeguarding information should only be accessed by people with a legitimate need to use it for player welfare, safeguarding or emergency purposes.

Everyone given access to personal information is expected to handle it confidentially and securely.

Who we may share personal information with

Where appropriate and necessary, information may be shared with:

• The Football Association, including the Whole Game System
• The relevant County FA
• Leagues, competitions, tournaments and other football organisations
• Coaches, team officials, referees and event organisers
• Pitchero, which the Club uses for registration, membership, team administration, communication and attendance
• Payment providers, including SumUp and any payment service connected to Pitchero
• Professional advisers, insurers, regulators or public authorities
• Medical professionals or emergency services
• Safeguarding organisations, the police or another appropriate authority where necessary to protect a child or another person
• Other suppliers that provide services to the Club under appropriate data-protection arrangements

We will not sell personal information.

Information stored within the FA Whole Game System is also subject to the Football Association’s privacy arrangements. Requests concerning information held independently within that system may need to be directed to the Football Association.

WhatsApp groups

The Club may provide optional WhatsApp groups or communities for parent, carer, team or session updates.

Joining a WhatsApp group is voluntary and is also subject to WhatsApp’s own terms and privacy arrangements. Depending on the type of WhatsApp group and the user’s privacy settings, other participants may be able to see their name, profile information and telephone number.

Parents and carers who do not wish to join WhatsApp can contact the Club to discuss another reasonable way of receiving essential information.

International transfers

Some service providers used by the Club may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal transfer mechanism and suitable safeguards are in place.

Protecting personal information

We take reasonable organisational and technical measures to prevent personal information from being accidentally lost, misused, altered, disclosed or accessed without authorisation.

Access to information is limited according to a person’s Club responsibilities and the information they reasonably require.

How long we retain personal information

We retain personal information only for as long as it is needed for the purpose for which it was collected and to meet any legal, regulatory, safeguarding, insurance or financial-record requirements.

Active player and member records will normally be retained while the individual remains involved with the Club.

Inactive Little Greg’s records will normally be retained for 12 months after the child stops attending. They will then be reviewed and securely deleted unless there is a lawful reason to retain particular information for longer.

Other Club records will be reviewed when a player, member, coach or volunteer leaves the Club. Information that is no longer required will be securely deleted or anonymised. Some information may need to be retained for longer because of legal, financial, insurance, safeguarding or regulatory requirements.

Information held independently by another organisation, including the Football Association’s Whole Game System, will be subject to that organisation’s retention arrangements.

Your information rights

Depending on the circumstances, individuals have the right to:

• Ask for a copy of their personal information
• Ask for inaccurate or incomplete information to be corrected
• Ask for information to be deleted
• Ask us to restrict how information is used
• Object to certain uses of personal information
• Ask for certain information to be transferred in a portable format
• Withdraw consent where consent is being relied upon
• Complain about how personal information has been handled

These rights are not absolute and may depend on the circumstances and the Club’s legal or safeguarding responsibilities.

Requests should be sent to [secretary@gregorycelticfc.co.uk](mailto:secretary@gregorycelticfc.co.uk).

Individuals also have the right to complain to the Information Commissioner’s Office. Information about making a complaint is available at [www.ico.org.uk](http://www.ico.org.uk).

Changes to this Privacy Notice

We may update this Privacy Notice when our processes, systems or legal responsibilities change.

The current version will be published on the Gregory Celtic Football Club website. Where a change materially affects how we use personal information, we will take reasonable steps to inform affected members, parents or carers.