Privacy Policy

1. Introduction

Hillsborough Walking Football Club is committed to protecting the privacy and personal information of our members, volunteers and website visitors.

We collect and use personal information to help us run the club, communicate with members and provide a safe, welcoming environment for everyone taking part in walking football.

This policy explains what information we collect, why we collect it, how we look after it and your rights under UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

2. Who We Are

Hillsborough Walking Football Club is responsible for deciding how and why personal information is used in connection with its activities.

Website: hillsboroughwalkingfootball.com

Contact email: info@hillsboroughwalkingfootball.com

Club contact/postal address:
Gary Mckeown
55 Riverdale
Hillsborough
BT26 6DH

For questions about your personal information, please contact us using the details above.

3. What Information We Collect

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

Personal and contact details

• Full name and preferred name
• Date of birth, where necessary
• Home address and postcode
• Telephone number and email address
• Preferred method of communication

Emergency contact information

• Emergency contact's name
• Relationship to the member
• Emergency telephone number
• Alternative emergency contact details, where provided

Relevant health information

To help keep members safe during walking football activities, we may ask about:

• Medical conditions relevant to participation
• Allergies that may require emergency assistance
• Emergency medication and where it is kept
• Mobility, balance, hearing or vision requirements
• Other information relevant to a member's safety and wellbeing

We do not require members to provide their full medical history. Health information is requested only where relevant to participation and safety.

Other information

• Club membership and participation details
• Communication preferences
• Photography and video permissions
• Enquiries submitted through our website
• Information required to administer club activities

4. How We Use Your Information

We use personal information to:

• Maintain accurate membership records
• Contact members about training, matches, events and club activities
• Respond appropriately in the event of an accident or medical emergency
• Make reasonable adjustments to support members' participation
• Organise and administer club activities
• Respond to enquiries
• Manage photography and publicity permissions
• Meet applicable legal and safeguarding obligations

We will not use members' personal information for unrelated commercial marketing or sell it to third parties.

5. Our Legal Basis for Using Personal Information

We process personal information only where we have a lawful basis under UK GDPR.

Depending on the purpose, this may include:

Legitimate interests: To administer the club, maintain membership records, communicate essential club information and support the safe organisation of activities, where those interests are not overridden by individuals' rights.

Consent: Where members choose to receive optional communications or agree to the use of photographs and videos for publicity.

Legal obligations: Where we must retain or disclose information to comply with applicable law.

Vital interests: Where using or sharing information is necessary to protect someone's life in an emergency.

Health information receives additional protection under UK GDPR. Before collecting it, the club will identify and document an appropriate Article 9 condition, alongside its Article 6 lawful basis.

Where processing relies on consent, members may withdraw that consent at any time.

6. Medical Information and Emergency Contacts

The safety and wellbeing of our members are important to us.

Medical information provided to the club will be treated as confidential and used only for appropriate health, safety and participation purposes.

Access will be restricted to designated club officials who require the information to carry out their responsibilities.

Where necessary during an emergency, relevant information may be shared with first aiders, ambulance personnel or other emergency healthcare professionals.

Members are encouraged to tell the club if their relevant medical information or emergency contact details change.

We ask members to inform their nominated emergency contacts that their details have been provided to the club.

7. How We Store and Protect Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Membership information may be collected using Google Forms and stored using Google Sheets or other appropriately secured club records.

Access to records is limited to authorised club officials. Sensitive medical information is subject to additional access restrictions.

We review access permissions and take appropriate steps to protect records held electronically or on paper.

8. Sharing Information

We do not sell or trade personal information.

Information may be shared where necessary with:

• Authorised club officials and volunteers
• Emergency services and healthcare professionals during emergencies
• Service providers who help us administer club records or communications
• Sporting bodies, insurers or event organisers where necessary and lawfully justified
• Public authorities where required by law

We only share information that is relevant and necessary for the particular purpose.

9. How Long We Keep Information

We keep personal information only for as long as necessary for the purpose for which it was collected.

Active membership records are reviewed regularly and members may be asked to confirm or update their details annually.

When someone leaves the club, information that is no longer required will be securely deleted within one year.

Emergency contact and medical information will normally be deleted when it is no longer needed for participation or safety, unless there is a justified reason to retain it.

Some records, such as those relating to accidents, insurance claims or legal obligations, may need to be kept for longer.

10. Photographs and Videos

The club may take photographs or videos during training sessions, matches and social events.

These may be used on our website, social media pages or in publicity materials where we have appropriate permission or another lawful basis.

Members can indicate their photography preferences and contact the club if they wish to change them.

We will respect members' preferences and take reasonable steps to avoid publishing identifiable images of anyone who has declined permission.

11. Our Website and Third-Party Services

Our website may collect information submitted through contact forms or other enquiry facilities.

We may also use third-party services such as Google Forms, Google Sheets, email and messaging platforms to help manage club activities.

These providers may process information on our behalf under their own applicable security and data protection arrangements.

Where personal information is transferred outside the UK, we will ensure an appropriate legal transfer mechanism or safeguard applies.

12. Your Data Protection Rights

Under UK data protection legislation, you have rights relating to your personal information, subject to applicable conditions and exceptions.

These may include the right to:

• Request access to information we hold about you
• Ask us to correct inaccurate or incomplete information
• Request deletion of your information in certain circumstances
• Request restrictions on how your information is used
• Object to certain processing
• Withdraw consent where processing relies on consent
• Request transfer of your information where the right to data portability applies

To exercise your rights, please contact the club using the contact details in Section 2.

We will respond to requests in accordance with applicable data protection law.

13. Complaints

If you have concerns about how we handle your personal information, please contact the club first so we can investigate.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: ico.org.uk
Telephone: 0303 123 1113

14. Changes to This Policy

We may update this policy from time to time to reflect changes in club activities, technology or legal requirements.

The latest version will be published on our website, with the date of the most recent update shown at the top.

Where significant changes affect how members' personal information is used, we will take appropriate steps to inform them.