Privacy Policy

1. Introduction

This Privacy Policy explains how Ribbleton FC Youth ("we", "us", "our") collects, uses, and protects your personal information when you use our Team Management System (the "System").

We are committed to ensuring that your privacy is protected and that we comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

2. Information We Collect

We collect the following types of information:

• Personal Information: Name, date of birth, contact details (email, phone number), and emergency contact information.
• Account Information: Username, password (stored in encrypted form), and login history.
• Player Information: For registered players, we collect additional information such as position, skills, medical information, and attendance records.
• Identity Verification: For player registrations, we collect identification documents to verify identity and eligibility.
• Usage Data: Information about how you use our System, including IP address, browser type, pages visited, and time spent on the System.
• Cookies: We use cookies to enhance your experience on our System. You can control cookies through your browser settings.

3. How We Use Your Information

We use your information for the following purposes:

• To provide and maintain our System
• To manage player registrations and team membership
• To organize and communicate about events, training sessions, and matches
• To process attendance and track participation
• To communicate important information about the team and club
• To verify identity and eligibility for participation
• To improve our System and user experience
• To ensure the security of our System
• To comply with legal obligations

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: Where you have given us explicit consent to process your data for specific purposes.
• Contract: Processing necessary for the performance of our contract with you (e.g., player registration, team membership).
• Legitimate Interests: Processing necessary for our legitimate interests, such as ensuring the security of our System, improving our services, and communicating important information.
• Legal Obligation: Processing necessary to comply with legal requirements.

5. Data Sharing and Disclosure

We may share your information with:

• Team Officials: Coaches, managers, and authorized team administrators who need access to manage the team.
• Football Associations: We may share player information with relevant football associations for registration and eligibility purposes.
• Service Providers: Third-party service providers who help us operate our System (e.g., hosting providers, email services).
• Legal Requirements: We may disclose information if required by law or to protect our rights, safety, or the rights and safety of others.

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of sensitive data
• Secure password storage using strong hashing algorithms
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Staff training on data protection

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Player registration data is typically retained for the duration of the player's membership plus an additional period as required by our legal obligations or legitimate interests (e.g., for insurance purposes, historical records).

You can request deletion of your account and personal information at any time, subject to our legal obligations.

8. Your Rights

Under data protection laws, you have the following rights:

• Access: You can request a copy of the personal information we hold about you.
• Rectification: You can request correction of inaccurate or incomplete information.
• Erasure: You can request deletion of your personal information in certain circumstances.
• Restriction: You can request restriction of processing of your personal information in certain circumstances.
• Data Portability: You can request transfer of your personal information to another service provider in a structured, commonly used, and machine-readable format.
• Objection: You can object to processing based on legitimate interests or for direct marketing.
• Withdraw Consent: You can withdraw consent where processing is based on consent.

To exercise these rights, please contact us using the details provided in the "Contact Us" section.

9. Children's Privacy

Our System is designed to collect information from children under 16 only with parental consent. We require parental consent for player registrations for individuals under 16.

Parents or guardians can review, edit, or request deletion of their child's personal information by contacting us using the details provided in the "Contact Us" section.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our System. Cookies are small text files stored on your device that help us recognize you and remember your preferences.

We use the following types of cookies:

• Essential Cookies: Necessary for the System to function properly.
• Functional Cookies: Enable enhanced functionality and personalization.
• Analytical Cookies: Help us understand how users interact with our System.
• Session Cookies: Temporary cookies that are deleted when you close your browser.

You can control cookies through your browser settings. However, disabling certain cookies may limit your ability to use some features of our System.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Ribbleton FC Youth
Ribbleton Park
Ribbleton Avenue
Preston
PR1 5SN
Email: privacy@4dgreens.co.uk
Phone: 01772 123456