OTFC Data Privacy Notice

This Privacy Notice sets out how OLD TIFFINIANS FOOTBALL CLUB (“OTFC”, “We”, “Our”, “Us”) 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.

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 members and their emergency contacts. The data we collect from members may include:

  • Name, date of birth and gender.
  • Contact information such as home address, email address and telephone numbers.
  • Certain items of health data or other special category data of some of our participants or members for the purposes of their health, well-being, welfare and safeguarding.

Where we hold this data, it will be with the explicit consent of the participant.

Where we need to collect personal data to fulfil our responsibilities and a participant fails to provide that data, we may not be able to honour or administer their participation in playing football for OTFC.

How is your personal data collected?

A member joining OTFC will provide their name and email address, and will provide further personal data by filling in the annual registration forms.

Sharing your personal data

The Amateur Football Combination (“AFC”) requires OTFC to register certain contact details for all of their participating members. The AFC requires names, addresses and dates of birth. We will also collect emergency contact phone numbers and other details including shirt size.

Other details on this form will only be used for internal purposes and will not be communicated to external parties without the member’s permission. The information collected by the AFC will be made available to the Amateur Football Alliance (“AFA”). It may also be made available to the Football Association. The information OTFC collects will also be supplied to the Tiffinian Association Limited (“TAL”) in order to fulfil the bar licence requirements at the clubhouse. None of the data collected will be made available to any external organisations for commercial purposes. We only permit third parties to process your personal data for specified purposes with your permission and in accordance with our instructions.

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.

Data Retention

We keep personal data on our members after they have signed up to OTFC. We will delete this data if specifically requested by the member 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.

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 read the privacy statements applicable on those sites. This privacy policy does not apply to information collected on third parties’ sites.

Your Rights

All data subjects have the right to:

  • Request access to your personal data.
  • 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 freedoms.
  • 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, machine-readable format.
  • 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).
  • Any requests around member data should be made to the Club Secretary.