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GDPR Privacy Notice

Introduction

Porters Soccability is committed to respecting any personal data you share with us, keeping it secure, and only using it in ways that are lawful, fair, and transparent.

We will always be clear about how and why we process personal data and will only share information with third parties where there is a legitimate reason to do so, and where appropriate consent has been given.

This Privacy Notice explains how we collect and use personal data and outlines your rights under UK data protection legislation.

How to Contact Us

If you would like to contact us regarding this Privacy Notice, request a Subject Access Request, or raise any questions about how we use personal data, please contact:

The Data Protection Officer
Porters Soccability
51 Overton Road
Benfleet
Essex
SS7 4HA

Email: porterssoccability@gmail.com

How We Collect Information About You

We may collect personal information when you:

  • Register with the club or one of our services

  • Attend training sessions, matches, events, or tournaments

  • Make a payment or donation

  • Enter a competition or prize draw

  • Subscribe to newsletters or communications

  • Provide consent for photography or video use

  • Contact us with an enquiry

  • Volunteer or support club activities

How We Use Your Personal Data

We collect and process personal data so that we can:

  • Register players, volunteers, and members

  • Manage memberships, payments, and Gift Aid claims

  • Provide football and inclusion services safely

  • Communicate important information and updates

  • Manage safeguarding, welfare, and medical needs

  • Monitor participation and improve our services

  • Promote the club and its activities (with consent)

  • Support volunteering and fundraising activities

We may also use information to understand interests and preferences to help shape opportunities for involvement with the club.

Lawful Basis for Processing

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

  • Consent

  • Performance of a contract

  • Legal obligation

  • Legitimate interests

  • Substantial public interest, including safeguarding and welfare responsibilities

Special category data (such as health, disability, or special educational needs information) is processed only where necessary and with appropriate safeguards in place.

What Personal Data We Collect

We may collect the following personal data:

  • Name

  • Address

  • Email address

  • Date of birth

  • Gender

  • Equal opportunities monitoring information

  • Images (photographs or video)

  • Activities and interests

  • Ethnicity

Depending on involvement, we may also collect:

  • Health information

  • Special educational needs

  • Declared disabilities

  • Emergency contact details

  • Gift Aid status

  • Donation history

  • Course, training, and event attendance

Data Sharing

Where necessary and appropriate, we may share relevant information with:

  • Football governing bodies and leagues

  • Insurers

  • Medical professionals (in emergencies)

  • Safeguarding authorities

  • Regulatory or statutory bodies

Information is shared only where required to ensure safety, compliance, and the proper operation of the club.

How We Keep Your Data Safe

All personal data is stored securely in password-protected systems in line with UK GDPR and the Porters Soccability Data Retention Policy.

We use appropriate technical and organisational measures to protect personal data. While we take all reasonable steps to secure information, no online transmission is completely secure, and information is provided at your own risk.

Data Retention

Personal data is retained only for as long as necessary for the purpose it was collected, in accordance with safeguarding requirements, statutory obligations, and our Data Retention Policy.

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate or incomplete data

  • Request deletion or restriction of processing where appropriate

  • Object to processing based on legitimate interests

To exercise your rights, please contact: porterssoccability@gmail.com

If you believe your data protection rights have been breached, you may complain to the Information Commissioner’s Office (ICO).

Confidentiality & Safeguarding

Your contact with Porters Soccability is treated as confidential unless there is a risk of serious harm or abuse to you or others. In such cases, information may be shared with appropriate third parties to protect welfare and safety.

Safeguarding, Welfare & Codes of Conduct (Cross-Reference Section)

Porters Soccability recognises that data protection, safeguarding, and welfare responsibilities are closely linked, particularly when working with children, young people, and adults with disabilities.

Personal data may be processed and shared where necessary to fulfil safeguarding duties, protect participants, and comply with legal and regulatory obligations. This includes circumstances where there is a concern about welfare, safety, abuse, or serious harm.

This Privacy Notice should be read alongside the following club policies:

  • Safeguarding Policy

  • Codes of Conduct (including Coaches, Volunteers, Parents, Players, and Visitors)

  • Equality & Inclusion Policy

  • Data Retention Policy

All coaches, volunteers, and club officials are required to adhere to these policies and understand their responsibilities regarding confidentiality, appropriate information sharing, and data protection.

Where safeguarding concerns arise, information may be shared with appropriate agencies, governing bodies, or professionals in line with safeguarding guidance, even where consent is not possible or appropriate.

Children and Young People (Under 18)

If you are under 18, consent from a parent or legal guardian is required before providing personal data. Parents or guardians may be required to provide information on behalf of a child.

Keeping Your Information Up to Date

Please notify us of any changes to your personal information by emailing porterssoccability@gmail.com.

Cookies

If using our website, we use cookies to improve functionality and user experience. Where required, you will be given the option to accept or manage cookies via the website.

Changes to This Notice

This Privacy Notice is reviewed annually and updated where necessary. Any changes will be published on our website and formally reviewed at the Porters Soccability AGM.

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