Privacy Policy

In this Privacy Policy, any use of the words "you", "yours" or similar expressions shall mean any user of this website whatsoever. Terms such as "we", "us, "our" or similar expressions shall mean the North East Hampshire Youth Football League. We take your privacy very seriously. This Privacy Policy explains what information we collect about you, how we may use it, and the steps we will take to ensure it is kept secure. Please read the following page carefully.

INFORMATION CONTROLLERS

Any personal information provided to or gathered by our website, membership system and online MRC is controlled by us. Details of our current Data Protection Officer can be obtained by contacting us.

THE INFORMATION WE COLLECT

In order to provide you with the services you require, we may collect personal information about you from our website, our membership system or online MRC. This information will include, for example, your name, email address, phone number and details that are relevant to the service(s) in which you are interested. We may supplement the information that you provide with other information that we obtain from our dealings with you.

WHY WE NEED YOUR PERSONAL DATA

We will only use personal data for any purpose for which it has been specifically provided. The reason we need participants’ and members’ personal data is to be able to run the football league and arrange matches; to administer registration, and provide the league services you are signing up to when you register with the League as a club or participant. Our lawful basis for processing this personal data is that we have a contractual obligation to anyone as a participant or member to provide the services they are registering for.

HOW WE WILL USE YOUR INFORMATION

We will use your personal details to send you information which you have requested or to otherwise respond to you. Our main activities carried out under the lawful basis of performance of a contract (unless otherwise stated in brackets) are listed below:

processing registration forms
organising matches
sending out match or League information and updates
to check compliance with our League criteria to participate in the League. (Performance of a contract and Legitimate Interests. Our Legitimate Interests are that we need to ensure that participants meet the appropriate criteria to ensure that the matches that are organised are fair.)
sharing data with referees
sharing data with the club you are a member of, county football associations and the FA
sharing data with committee members to provide information about league activities, registration renewals or invitation to social events. (The League has a legitimate interest to maintain participant correspondence for league community purposes.)
sharing data with third party service or facility providers. (The League has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the League and participants.)
sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority. (The League has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the League and participants.)
publishing match and league results (Consent. We will only publish personal data on our website, in newsletters or social media, including images and names, if we have your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian)
sending out marketing information such as newsletters and information about promotions and offers from sponsors. (Consent. We will only send direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.)
to ensure we understand possible health risks. (Consent. We will only process details on anyone medical history with their consent.)
sharing data publicly on the Full Time system. (The League has a legitimate interest to communicate about you where necessary to administer the League by using The FA’s Full-Time system to manage teams and fixtures, produce and publish match reports and organise fixtures and events. The League shares personal data through publication on The FA’s Full-Time system of results, stats and any match reports produced by clubs or leagues that are included on the system and their related websites. You can read more about how your data is processed in Full Time here)

Details submitted on the Club Registration form through this website are held in a secure drive and the NEHYL finance system.

Our secure membership system allows NEHYL to share basic contact information with other member clubs and referees, if consent is provided at the time of registering.

Depending on your role, the consent enables you to share your contact information (name, email, team details and telephone number) as stated below:

If you have a team specific role, your contact information is shared with all other member club team contacts within the same age group to arrange matches.
All club secretaries can view their club contacts to enable them to monitor if they have registered and are maintaining their information.
All club committee members can view their club contacts and all other member club committee contact details.
Membership types of QFA only roles are not shared.
All NEHYL registered referees can view all member clubs to follow up on fixtures, if required.
All members can view all NEHYL registered referees to contact referees allocated by the NEHYL Referee Secretary.

If you do not consent to sharing your details, you will not be able to view other team contacts and your data will not be shared with member clubs however, under the lawful basis of legitimate interest, all league officials have access to all contacts to manage league business throughout the season.

Details should not be downloaded or distributed by any member. Access to any data must be used for NEHYL league purposes only and not used for any other purpose such as marketing. Emails relating to tournaments must be sent to the tournament distribution email list provided which individuals have opted into. You can opt out of tournament emails by unticking the consent.

Failure to comply with the data protection policy will result in action from the league.

Information submitted through the online MRC are held on a secure drive and under the lawful basis of legitimate interest, maybe passed on to the league officials and County FA's for any disciplinary measures.

DISCLOSURE OF YOUR INFORMATION

All personal information you submit to us will be held in accordance with our responsibilities under General Data Protection Regulation, May 2018. As a consequence we will not disclose your personal information to any third party other than:

In the interests of safeguarding children and under the lawful basis of legitimate interest, the league will always share CWO contact details with other member club CWO contacts to follow up on safeguarding concerns;
as required as a matter of law;
in the reasonable enforcement of our contractual rights;
to identify or resolve technical problems arising from the use of our website;
to deal with complaints from any party regarding the operation of our website;
as otherwise set out in this Privacy Policy or in those parts of the website or member system where we collect your personal details.

When you register with the League, your information, if you are a coach or volunteer will be or if you are another participant may be entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA/ FA for affiliation purposes.

We may share personal data with selected third parties, suppliers and sub-contractors such as, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.

We may disclose personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

The League’s data processing may require personal data to be transferred outside of the UK. Where the League does transfer personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

RETENTION

We keep personal data on our participants while they continue to be a participant or are otherwise actively involved with the League. We will delete this data 7 years after a participant has left or otherwise ended their registration 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. The personal data that is stored on Whole Game System is subject to the FA’s privacy policy so we advise you review that policy together with this notice. If anyone would like their personal data to be deleted from Whole Game System then please contact the County FA.

OFFERS AND OPPORTUNITIES

We may at times wish to use personal information supplied by you to inform you of news, offers, events and competitions which we think may be of interest to you. In addition, we may also provide your personal information to our member Clubs and selected commercial partners. We will always ask for your consent before we, the Clubs or any of our respective commercial partners communicate with you. Please note that should you expressly consent to receive direct communication from a particular Club or commercial partner, you are also consenting to us passing your details on to that Club or commercial partner to enable them to do so.

YOUR RIGHTS, OPTING OUT AND ERASURE

You have the right to ask us not to process your personal data. We inform you (when collecting your data) how we intend to use your data or if we intend to disclose your information to any third party. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data to opt out to sharing your contact information on the member directory.

You may contact us at any time to ask us to delete any personal information which we hold about you or to be removed from league mailing lists in relation to league official business.

If you have chosen to share your contact details, your data will be shared with NEHYL member clubs through our secure member system. They may have subsequently retained your contact information from past communications in accordance with their privacy policy, and you should contact them directly if you no longer wish to receive communications directly from them.

We retain expired members data for 12 months and archive data for 7 years.

YOUR RIGHT TO UPDATE & ACCESS YOUR PERSONAL INFORMATION

You have the right to receive a copy of the personal data that we hold about you. You can view this by logging in to the secure member system and are able to edit this information at any time. To obtain all data in another format, please contact us with your request.

We recommend that you regularly review the personal information you have supplied to us to ensure that your information is correct and up to date.

SECURITY OF INFORMATION

Data stored on our website, membership system and online MRC will be stored in a secure manner and we shall use reasonable endeavours to ensure that any such data cannot be accessed by unauthorised third parties.

CHILDREN & PRIVACY

Child's privacy is important to us. We are committed to safeguarding children's personal information collected online. We may collect information from children in relation to referee registrations and consent is requested upon registration to share basic contact details (name, email address and phone number) with member clubs to arrange fixtures.

If you are a parent or guardian and would like to review any personal information that we have collected online from your child, have this information deleted, and/or request that there be no further collection or use of your child's personal information or if you have any questions about our Privacy Policy or practices, please contact us.

COOKIES

In common with many other website operators, we may use standard technology called 'cookies' on this website. Cookies are small pieces of information that are stored by your browser on your computer's hard drive and they are used to record how you navigate this website on each visit.

Cookies on our website are used for a variety of different purposes, but generally speaking their use breaks down into the following categories:

Strictly Necessary Cookies: These are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website or membership system.
Analytical/Performance Cookies: These allow us to recognise and count the number of users of our website and see how such users navigate through our website. This helps to improve how our website works, for example, by ensuring that users can find what they are looking for easily.
Functionality Cookies: These improve the functional performance of our website and make it easier for you to use. For example, such cookies are used to remember that you have previously visited the website and asked to remain logged in to it.

You can manage cookies by activating the setting on your Internet browser that allows you to refuse the setting of all or some cookies.

Please note, if you do turn cookies off, this will limit the service that we are able to provide to you and may affect your user experience.

LINKS TO OTHER WEBSITES

Any links to other websites on this website are outside of our control and are therefore not governed by this Privacy Policy. We are not responsible for the data protection or privacy policies of these websites and accept no responsibility or liability for these policies.

Please check these policies before you submit any personal data to these websites.

PASSWORDS

Where we have given you or you have chosen a password which enables you to access certain parts of our website or membership system, you are responsible for keeping this password confidential.

CONTACT

We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle personal data.

Last Update: 10th Dec 2019