Worcestershire Disability Football Club Privacy Notice

Last Reviewed: July 2026

Worcestershire Disability Football Club ("the Club") is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The Club is the Data Controller for the personal information you provide and takes reasonable steps to ensure your information is kept secure and used only for legitimate Club purposes.

What Personal Information We Collect

We collect personal information from players, parents/carers, coaches, volunteers, committee members and supporters when you join or interact with the Club.

This information may include:

• Full name

• Date of birth

• Postal address

• Email address

• Telephone number

• Parent or guardian details (where applicable)

• Emergency contact information

• Team and playing information

• Attendance records

• Photographs and videos (where consent has been given)

• Medical information relevant to participation, welfare and safeguarding (special category data)

We only collect personal information that is necessary to safely administer the Club and support participation in football.

How We Collect Information

Personal information may be collected through:

• Membership and registration forms

• Online registration forms

• Spond

• The Football Association's digital systems (including Clubs Portal, Matchday and any successor systems)

• Email, telephone or face-to-face communication

• Medical and emergency contact forms

• Consent forms

Use of Spond

Worcestershire Disability Football Club uses Spond as its secure club management system for player registration, membership administration and the collection of subscriptions and other club payments.

Spond enables the Club to securely store and manage essential member information, including contact details, emergency contacts, attendance, player registrations and payment records. Access to this information is restricted to authorised Club officials who require it to carry out their role.

The Club has chosen Spond because it provides a secure, GDPR-compliant platform that helps protect members' personal information while allowing the efficient administration of the Club.

Personal information held within Spond is processed in accordance with UK GDPR, the Data Protection Act 2018 and Spond's own Privacy Policy. The Club only collects and stores information necessary to administer membership, safeguard participants and fulfil its legal and organisational responsibilities.

Why We Use Your Information

We use your personal information to:

• Register players, coaches and volunteers.

• Administer Club memberships and subscriptions.

• Organise training sessions, fixtures and events.

• Manage attendance and availability.

• Collect membership fees and other Club payments.

• Communicate important Club information.

• Manage safeguarding, welfare and medical requirements.

• Register teams with Worcestershire FA, leagues and competition organisers.

• Apply for grants and funding (using anonymised information wherever possible).

• Promote the Club where appropriate and where consent has been provided.

• Meet our legal, safeguarding and insurance obligations.

Lawful Basis for Processing

Under UK GDPR, we process personal information using one or more of the following lawful bases:

• Performance of a contract – to administer your membership or participation.

• Legal obligation – where processing is required by law or safeguarding regulations.

• Legitimate interests – to operate, manage and develop the Club effectively.

• Consent – for photographs, videos, marketing communications and medical information where required.

Where processing is based on consent, you may withdraw your consent at any time.

Who We Share Your Information With

Your information may be shared where necessary with:

• Worcestershire FA

• The Football Association

• Football leagues and competition organisers

• Coaches and team managers

• Match officials

• Club Welfare Officers

• Medical professionals where required

• Approved software providers, including Spond

• Funding organisations (using anonymised information wherever possible)

We only share personal information where it is necessary to administer football activities, comply with legal obligations or protect the welfare of participants.

The Club will never sell your personal information to third parties.

International Transfers

Where any approved software provider stores data outside the UK, appropriate safeguards will be in place to ensure your personal information remains protected in accordance with UK GDPR requirements.

Keeping Your Information Secure

The Club has appropriate technical and organisational security measures in place to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

Access to personal information is limited to authorised committee members, coaches, volunteers and officials who require it to carry out their responsibilities.

How Long We Keep Your Information

We keep personal information only for as long as necessary.

Normally, personal information is retained for up to five years after membership ends unless:

• safeguarding requirements require longer retention;

• legal obligations apply;

• insurance requirements apply;

• funding conditions require retention; or

• you request deletion where legally possible.

Some information held within FA systems and Spond may also be subject to their own data retention policies.

Photography and Marketing

Photographs, videos and participant names will only be used for Club publicity, social media, newsletters or the Club website where the appropriate consent has been provided.

You may withdraw your consent at any time by contacting the Club.

Your Rights

Under UK GDPR you have the right to:

• Request access to your personal information.

• Request correction of inaccurate information.

• Request deletion of your information where applicable.

• Request restriction of processing.

• Object to certain types of processing.

• Request transfer of your information where appropriate.

• Withdraw consent where consent has been given.

• Make a complaint to the Information Commissioner's Office (ICO).

Further information is available from the Information Commissioner's Office at www.ico.org.uk.

Contact Us

If you have any questions about this Privacy Notice or how Worcestershire Disability Football Club processes your personal information, please contact:

Chair: Stuart Brookes

or

Club Welfare Officer: Chloe French
Email: wdfc_cwo@wdfc.org

This Privacy Notice will be reviewed regularly and updated where necessary to reflect changes in legislation, Football Association guidance or Club procedures.