Suffolk County Football Association Limited
("we", "our", "us") takes your privacy very
This Privacy Notice sets out how we use and
look after the personal information we collect from you. As the organisation
who is responsible for, and controls the processing of your personal data, we
are the data controller, and sometimes also the data processor, and will take
reasonable care to keep your information secure and to prevent any unauthorised
access or use of it.
We may update this Privacy Notice from time to
time, and will inform you to any changes in how we handle your personal data.
1. Information we may collect from you
Personal data means any information about an
individual from which that individual can be identified.
We may collect, use, store and transfer some
personal data of our participants, and their parents or guardians, and other
members. The data we collect from participants may include:
• Name, date of birth and gender.
• Contact information, such as home
address, email address and telephone numbers.
• We may hold some health data or
other special category data of some of our participants or members for the
purposes of their health, well-being and welfare and, safeguarding. Where we
hold this data it will be with the explicit consent of the participant or, if
applicable, the participant’s parent or guardian.
Where we need to collect personal data to
fulfil our responsibilities and a participant fails to provide that data, we
may not be able honour or administer their participation in football.
2. How is your personal data collected?
A participant may give us their personal data
by filling in forms or by corresponding with us by post, phone, email, in
person, via our website or otherwise. This will typically be provided by a
participant’s club by inputting participant details into Whole Game System.
Other participants, such as referees, may input their own data into Whole Game
3. How the FA uses personal data
We will use personal information only for the
purposes for which we have been provided such with such information.
The reason we need participants’ and members’
personal data is to be able to manage the County FA, administer leagues and
support football clubs; to administer memberships; to deal with sanctions. Our
lawful basis for processing personal is that we have a contractual obligation to
individuals as participants or members to provide the services of a county
We have set out below, in a table format, a
description of all the ways we plan to use your personal data, and which of the
legal bases we rely on to do so. We have also identified what our legitimate
interests are where appropriate.
Lawful Basis for
processing under Article 6 of the GDPR.
to respond to your
to administer the
to send information
to fulfil any
contract that we may enter into with you;
Legitimate interest –
to understand participation trends, reasons for drop-out, customer service
improvements, FA grassroots survey
to send marketing
information to you in accordance with the provisions set out below; or
Consent – we will
only send direct marketing if the individual is an existing member,
participant or other user of the site and the individual has not previously
objected to this marketing, or, has actively provided your consent.
to publish your views
or comments on this Site, any other website operated by us or our
subsidiaries or in other media.
Legitimate interest –
to provide evidence behind decisions taken. If a participant and / or member
does not want us to do this, they can object to this processing by contacting
us via the details in the Contact Us section below.
If you submit your
views to us via our contact form we will circulate them internally for
training and management purposes
Legitimate interest –
to ensure all appropriate internal parties are able to take your views into
consideration when making further decisions. If a participant or member does
not want us to do this, they can object to this processing by contacting us
via the details in the Contact Us section below.
sending out county
football association information and updates
Performance of a
sharing data with
coaches, to run educational courses, training sessions or enter events
Performance of a
sharing data with
leagues, county associations and other competition providers for entry in
Performance of a
data with a funding partner as condition of grant funding e.g. Local
The County FA has a
legitimate interest to run the organisation efficiently and as it sees fit.
Application for funding is a purpose that benefits the County FA,
participants and its members.
publishing match and
Consent. We will only
publish your personal data in a public domain, including images and names, if
you have given your consent for us to do so. In the case of children, we will
only publish names with written consent of parent/guardian. We may publish images
without names. If you do not wish for images to be published, please indicate
to the County FA.
publishing club and
league contact details in our annual handbook and/or App
For the purpose of
administering leagues and clubs, along with county competitions. This data is
deleted each season and renewed with your annual consent. We will not publish
postal addresses in any further version of the Suffolk FA county handbook
Direct Marketing: We would like to send you marketing information, by post, e-mail, or SMS. In addition, selected third parties (including the FA, FA Partners as shown on the Site, and other commercial partners) would like to send you marketing information, by post, e-mail, or SMS. We will only do this if you have given your consent to your personal data being used in this way (either when you submit your details to us or at a later stage). You can update your marketing preferences by writing to the Data Protection Officer at the address below.
4. Sharing your personal data
A club enters participant and / or member
details onto Whole Game System which is administered by the FA. Referees will
also add their details onto Whole Game System. We pass information to the FA
for affiliation and other reporting purposes.
We may share your personal data with our
affiliates, suppliers and sub-contractors. We require all third parties to
respect the security of your personal data and to treat it in accordance with
the law. We only permit third parties to process your personal data for
specified purposes and in accordance with our instructions.
We may disclose your personal information to
third parties if we are under a duty to comply with any legal obligation; or to
protect the rights, property, or safety of our participants, members or
affiliates, or others.
5. International Transfers
Some of our suppliers or third parties may
process our personal data outside the European Economic Area (EEA) such as our
website and email providers. We review the data protection terms of these suppliers
to ensure that your personal data will only be transferred out of the EEA, if
sufficient appropriate safeguards are in place.
6. Protection of your personal data
We are committed to protecting your privacy and
have put in place appropriate security measures to prevent your personal data
from being accidentally lost, used or accessed in an unauthorised way, altered
or disclosed. However, the nature of the Internet is such that the data may in
some circumstances flow over networks without full security measures and could
be accessible to unauthorised persons.
7. Data Retention
We keep personal data on our participants,
members and other website users while they are signed up to the County FA or
any of our website services. We will delete this data within 12 months after an
individual has ended their membership or affiliation, or sooner if specifically
requested and we are able to do so. We may need to retain some personal data
for longer for legal or regulatory purposes.
In some circumstances we may anonymise your
personal data (so that it can no longer be associated with you) for research or
statistical purposes in which case we may use this information indefinitely
without further notice to you.
When you visit our website, the website, we may
collect, process and use informing about you which may not personally identify
you but which may be helpful for improving the operation of the website. Such
information may be collected through "traffic data" and may entail
the use of "cookies", "IP Addresses" or other numeric codes
used to identify your computer. You can delete cookies or configure your
computer to reject them, although this may disable the website’s ability to
manage individual sessions.
9. Third Party Links
This website may contain links to other sites.
Please be aware that we are not responsible for the privacy practices of these
sites. We encourage our users to be aware when they leave this website and to
not apply to information collected on third parties’ sites.
10. Your Rights
All data subjects have the right to:
• Request access to your personal
• Request rectification of the
personal data that we hold about you.
• Request erasure of your personal
data where there is no good reason for us continuing to process it.
• Object to processing of your
personal data for direct marketing, or where we are processing on the grounds
of a legitimate interest of that interest is overridden by your rights and
• Request restriction of processing
of your personal data while we establish the data's accuracy, or verify an
overriding interest to object to processing; where our use of the data has been
unlawful but you do not want us to erase it; where you need us to hold the data
to establish, exercise or defend legal claims.
• Request the transfer of your
personal data to you or to a third party in a structured, commonly used,
• Withdraw consent at any time where
we are relying on consent to process your personal data.
• Complain at any time to the
Information Commissioner's Office (ICO), the UK supervisory authority for data
protection issues (www.ico.org.uk).
11. Contact Us
If you have any queries about this Privacy
Policy, wish to stop direct marketing by the FA, its subsidiaries or third
parties or you wish to access or update your information please email
firstname.lastname@example.org or write to CEO, Suffolk FA, Bill Steward House, The
Buntings, Stowmarket, Suffolk, IP14 5GZ.