Privacy Policy

Hessle Rangers CIC takes your privacy very seriously. This notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for processing any personal data you give us. We take reasonable care to keep your information secure and to prevent unauthorised access to it or use of it.

What personal data we hold

Personal data means any information about an individual from which that person can be identified. We collect, use, store and transfer some personal data of our participants (and their parents or guardians) and other club members.

You provide information about yourself when you register with the club, when you fill in forms at an event or online, or when you contact us by phone, email or otherwise. The information may include your name, date of birth, address, email address, phone number, gender, and the contact details of a third party for emergencies. We may also ask for relevant health information, which is special category data, for the purposes of your health, wellbeing, welfare and safeguarding. We only hold this with the explicit consent of the participant or, where applicable, their parent or guardian.

Where we need personal data to fulfil our responsibilities and you do not provide it, we may not be able to honour or administer your membership.

Why we need your personal data

We only use personal data for a purpose for which it has been specifically provided. We need it to run the club, arrange matches, administer memberships and provide the services you sign up for when you register. Our lawful basis is that we have a contractual obligation to you as a participant or member to provide those services.

Depending on the situation, we may rely on performance of a contract, on our legitimate interests, or on your consent. For example, we will only publish your personal data, including images and names, with your consent, and for children under 13 only with the written consent of a parent or guardian. We will only send marketing such as newsletters and sponsor offers where you are an existing member who has not objected, or where you have given consent. We will only process details of your medical history with your consent.

Who we share your personal data with

When you become a member, your information may be entered onto the Whole Game System database run by the FA. We also pass information to the County FA and to leagues to register participants and teams for matches, tournaments and other events, and for affiliation. We may share data with selected third parties such as referees, coaches or match organisers, who only process it for specified purposes and in line with our instructions. We may disclose information to comply with a legal obligation, or to protect the rights, property or safety of our participants, members, affiliates or others.

Our processing may sometimes require your data to be transferred outside the UK. Where it is, we put appropriate safeguards in place to keep it secure.

How long we keep it

We keep personal data on participants and members while they remain involved with the club. We will delete it 36 months after a member has left or ended their membership, or sooner if requested and we are able to. We may need to keep some data longer for legal or regulatory reasons. Data stored on Whole Game System is subject to the FA's own privacy policy, so we advise you to read that alongside this notice.

Your rights

You have the right at any time to request access to, correction of, or erasure of your personal data, to restrict or object to certain kinds of processing including direct marketing, to data portability, and to complain to the Information Commissioner's Office about how we process your data. You are not obliged to share your personal data with us, but if you choose not to, we may not be able to register or administer your membership.

We may update this notice from time to time and will inform you of any changes to how we handle your data. If you have any questions, please contact the Club Secretary through our contact form.