Norristhorpe Junior Football Club GDPR Data Privacy Notice
Introduction
At Norristhorpe Junior Football Club (the “Club”), we take your privacy very seriously. This Privacy Notice outlines how we collect, use, and protect the personal information you provide to us. As the data controller, we are responsible for processing your personal data and ensuring its security.
About This Privacy Notice
This document explains when and why we collect personal information about our players, their parents/guardians, club coaches, and parent helpers. It details how we use this information, how we keep it secure, and your rights concerning your data.
We may collect, use, and store personal data as described in this document. Please note that we reserve the right to amend this Privacy Notice from time to time without prior notice. We will always comply with the General Data Protection Regulation (GDPR) when handling your personal data. Further information on the GDPR can be found on the Information Commissioner’s website at www.ico.gov.uk.
What Personal Data We Hold
Personal data refers to any information that can identify an individual. We collect, use, store, and transfer some personal data of our participants, their parents/guardians, and other club members.
You may provide us with personal data when you register with the Club, fill out forms, or communicate with us via phone, email, or online platforms. This data may include:
- Your child’s name, date of birth, address, and gender
- Your email address and phone number
- Contact details of a third party for emergencies
- Relevant health information for safeguarding purposes (with explicit consent)
If we require personal data to fulfill our club responsibilities and you do not provide it, we may be unable to honor or administer your membership.
Why We Need to Hold Personal Data
We will only use your personal data for the purpose for which it was provided. The primary reason we need participants’ and members’ personal data is to run the football club, arrange matches, administer memberships, and provide the services you signed up for when registering with the Club.
Our lawful basis for processing your personal data is the contractual obligation we have to you as a participant or member.
How We Use Your Personal Data
We use your personal data in various ways, depending on the activity:
- Processing membership forms and payments/subs: Performance of a contract
- Organizing matches and events: Performance of a contract
- Sending match or club updates: Performance of a contract
- Sharing data with coaches, managers, or officials: Performance of a contract
- Registering participants with leagues and competitions: Performance of a contract
- Providing information to Club committee members: Legitimate interest
- Sharing data with third-party service providers (e.g., TeamFeePay): Legitimate interest
- Sharing anonymized data with funding partners: Legitimate interest
- Publishing match and league results: Consent required
- Sending marketing communications: Consent required
- Processing relevant health information: Consent required
Use of TeamFeePay
As of the 2025/26 season, the Club uses TeamFeePay, a secure third-party service provider, to manage player registrations and payment of fees.
When you register via TeamFeePay, your personal data (e.g. parent/guardian name, email, child’s name, age group, and selected payment plan) is collected and processed by TeamFeePay in accordance with their privacy policy.
We only share the data necessary to manage your membership and payments. TeamFeePay acts as a data processor on our behalf and only uses your data for the purposes of Club administration.
We advise all parents and guardians to review TeamFeePay’s Privacy Policy for more information on how they handle and protect your data.
Who We Share Your Personal Data With
When you or your child become a member of the Club, your information may be entered into:
- The FA’s Whole Game System (as required by league affiliation)
- TeamFeePay (for registration and payments)
- Leagues, referees, and match organisers (for competition administration)
- Committee members and team coaches (to facilitate club operations)
These third parties are instructed to process your data only for specified purposes and under appropriate data protection agreements.
We will never sell your personal data. However, we may disclose it to third parties to comply with legal obligations or protect the rights and safety of our members.
Protection of Your Personal Data
We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed without authorization. Although we use accepted standards of technology and operational security, please note that information transmitted over the internet cannot be guaranteed to be 100% secure.
In the event of a data breach, we will notify you promptly if it poses a serious risk.
Website Data Collection and Cookies
When you interact with our website, we may collect personal data such as your IP address, browser type, and information submitted through forms. This data is used to improve our services and ensure the smooth operation of the site. We are committed to handling this data with the same level of care as all other personal data.
Please note that a separate Cookies Policy will be made available, outlining how we use cookies and similar technologies on our website. This policy will detail what data is collected through cookies, how it is used, and your options for managing cookie preferences.
How Long We Hold Your Personal Data
We retain personal data as long as necessary to fulfill the purposes we collected it for. When membership ends, your data will be deleted unless we are legally required to retain it.
Please note: Any data submitted via TeamFeePay or The FA’s Whole Game System is subject to their own retention and privacy policies.
Your Rights Regarding Your Personal Data
As a data subject, you have the right to:
- Request access to, rectification, or erasure of your personal data
- Restrict or object to certain kinds of processing, including direct marketing
- Request data portability
- Lodge a complaint with the Information Commissioner’s Office regarding our data processing
Please note that if you choose not to share your personal data with us, we may not be able to register or administer your membership.
Updates to This Privacy Notice
We may update this Privacy Notice from time to time and will inform you of any significant changes in how we handle your personal data.
Contact Us
For any questions, comments, or requests regarding our data processing practices, please contact our Club Secretary at secretary@norristhorpejuniors.co.uk.
If you have concerns about how we process your personal data, you can contact the Information Commissioner:
https://ico.org.uk/concerns/
0303 123 1113
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
