Privacy Policy

Contents

17 Our Privacy Notice

Regents Park Community Sports Community Interest Company is responsible for the personal information we use to run the club. This notice covers players, parents, emergency contacts and others involved in our activities. For questions or requests, contact admin@regentsparkfc.com or write to our registered office. Our approach draws on FA guidance and UK data protection requirements.

What we collect and why

We collect information needed to register players, organise sessions and fixtures, record attendance, manage payments, communicate with families and support safe participation. This includes names, dates of birth, parent and emergency contact details, registration records, booking and payment information, and relevant medical, disability, allergy or additional-support information. Photographs and recordings are explained in section 16. Welfare, injury, complaint and disciplinary records may also be necessary.

We use appropriate lawful grounds for each purpose. These include performing our agreement with the booking parent; legitimate interests in necessary football administration, communication and player support, balanced against individuals’ rights; and legal obligations where applicable. Consent is used for optional promotion. Child information is not automatically covered by the parent’s contractual lawful basis.

Health information, including relevant medical or SEN-related health details, receives additional protection. For routine information we seek explicit consent, alongside an appropriate general lawful basis. Where an emergency or safeguarding situation requires another lawful ground and special-category condition, we will identify and use the appropriate provisions. We may share necessary information without consent where lawful to protect a child. Withdrawal of routine health consent will prompt a discussion of how we can support safe participation.

Who can access information

Access is limited to people who need information for their role. This may include relevant coaches, Admin, the Club Welfare Officer, first-aiders and appropriate professional advisers. Necessary information may be shared with The FA, London FA, leagues and competition organisers for football registration and administration; insurers for incidents and claims; and emergency services or safeguarding authorities where appropriate.

We use club registration and communication systems, Google Workspace tools including Sheets, and VEO for relevant activities. Payment and other service providers may process information on our behalf under appropriate arrangements. We check security, access and provider terms, including safeguards for any overseas processing. We do not sell personal information. There is no blanket permission to share it with other group businesses for unrelated marketing.

How long we keep it and your choices

Routine registration, attendance and contact records are normally kept while the player is involved and for up to 12 months afterwards. We review and remove unnecessary information. Financial, insurance, injury, safeguarding, legal and complaint records may require longer retention for their specific purpose or applicable obligations. Health details are reviewed for accuracy and removed when no longer needed. Image retention is explained in section 16.

You may request access to personal information, correction of inaccuracies and, where applicable, deletion, restriction, portability or an objection to processing. Consent may be withdrawn where it is the basis used. Some information must be retained for legal or safeguarding reasons. Children also have their own rights; we consider their understanding and best interests when responding. You can raise concerns with the Information Commissioner’s Office at ico.org.uk. Optional marketing choices are separate from essential club messages.