1. Introduction
Wroughton & Wichelstowe Football Club (“WWFC”, “the Club”, “we”, “our” or “us”)
is committed to protecting the privacy and security of personal information.
This policy explains how we collect, use, store and protect personal data in
accordance with the UK General Data Protection Regulation (UK GDPR) and the
Data Protection Act 2018.
2. Information We Collect
We may collect and process the following types of personal information:
- Player and parent/carer names
- Addresses, phone numbers and email addresses
- Emergency contact information
- Date of birth and age-group eligibility information
- Medical, accessibility or disability information where required for welfare and safeguarding
- FA registration and affiliation information
- Coach, volunteer and DBS information where applicable
- Attendance and participation records
- Website enquiry submissions
- Photos or videos where consent has been provided
3. How We Use Personal Information
Personal information is used to:
- Administer football activities and registrations
- Communicate with players, parents, coaches and volunteers
- Manage safeguarding and welfare responsibilities
- Arrange fixtures, training and tournaments
- Support inclusion and accessibility requirements
- Meet obligations to leagues, County FAs and The FA
- Respond to enquiries submitted through the website
- Maintain club governance and operational records
4. Lawful Basis For Processing
We process personal information under one or more lawful bases including:
- Consent
- Legitimate interests
- Legal obligations
- Vital interests relating to health, safeguarding and welfare
- Performance of a contract or participation agreement
5. Safeguarding & Sensitive Information
Some information relating to health, disability, welfare or safeguarding may be
considered sensitive personal data.
This information is handled with additional care and is only shared with authorised
individuals where necessary to protect player welfare, safety and inclusion.
6. Data Sharing
We may share information where necessary with:
- The Football Association (FA)
- Wiltshire FA
- Football leagues and competition organisers
- Safeguarding or statutory authorities where legally required
- Approved service providers supporting club operations
We do not sell personal information to third parties.
7. Data Retention
WWFC retains personal information only for as long as reasonably necessary
for football administration, safeguarding, legal, insurance and regulatory purposes.
- Player registration records are retained during active participation and for a limited period afterwards.
- Safeguarding records may be retained longer where required by FA safeguarding guidance.
- Financial and governance records are retained in accordance with legal obligations.
- Website enquiries may be deleted periodically if no ongoing relationship exists.
Information that is no longer required is securely deleted or destroyed.
8. Website & Cookies
The website may use essential cookies and analytics tools to improve
website performance, reliability and user experience.
No sensitive personal information is intentionally collected through cookies.
9. Your Rights
Under UK GDPR you have rights including:
- The right to access personal information we hold about you
- The right to correct inaccurate information
- The right to request deletion where appropriate
- The right to restrict or object to processing
- The right to withdraw consent where consent is used
- The right to lodge a complaint with the Information Commissioner’s Office (ICO)
10. Security
We take reasonable technical and organisational measures to protect personal
information against unauthorised access, loss, misuse or disclosure.
Access to sensitive information is restricted to authorised club officials where required.
11. Contact
Questions regarding this policy or requests relating to personal data can
be submitted through the club contact page.
