Privacy Policy

1. Introduction

Newquay Association Football Club ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and where applicable, the EU GDPR.

2. Information We Collect

We may collect and process the following types of personal data:

2.1 Information You Provide Directly

• Contact details (name, email address, phone number, postal address)
• Registration information for teams, memberships, or events
• Emergency contact information
• Payment information (processed securely through third-party providers)
• Communications you send to us
• Voluntary information (such as feedback, survey responses)

2.2 Information Collected Automatically

• Website usage data (pages visited, time spent, browser type)
• IP address and location data
• Device information
• Cookies and similar technologies (see our Cookie Policy below)

2.3 Special Category Data (where necessary)

• Health information (for safeguarding and medical emergencies only)
• Information about children (with parental/guardian consent)

3. How We Use Your Information

We process your personal data for the following purposes:

• Contract Performance: To manage memberships, registrations, and bookings
• Legitimate Interests: To operate and improve our services, communicate club news, and promote events
• Legal Obligations: To comply with safeguarding requirements, health and safety regulations
• Consent: For marketing communications (where required), photography/videography, and social media

4. Legal Basis for Processing

We process your data under the following lawful bases:

• Consent: You have given clear consent for processing for a specific purpose
• Contract: Processing is necessary for a contract we have with you
• Legal obligation: Processing is necessary to comply with the law
• Legitimate interests: Processing is necessary for our legitimate interests (e.g., club administration)

5. Data Sharing and Disclosure

We may share your information with:

• Football Governing Bodies: The FA, County FA (for player registrations and league administration)
• League Organizations: For fixtures, results, and competition management
• Service Providers: Payment processors, email services, website hosting
• Legal Authorities: When required by law or to protect rights and safety
• Insurance Providers: For claims and policy administration

We do not sell your personal data to third parties. Any data sharing is done with appropriate safeguards and data processing agreements in place.

6. International Data Transfers

Your data is primarily processed within the United Kingdom. If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

7. Data Retention

We retain your personal data only as long as necessary:

• Active members/players: During membership and up to 6 years after (for legal and insurance purposes)
• Financial records: 7 years (HMRC requirements)
• Safeguarding records: As per FA guidelines (indefinitely where serious concerns exist)
• Marketing data: Until consent is withdrawn or 2 years of inactivity
• Website analytics: 26 months

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Where processing is based on consent

To exercise your rights, contact us at [email protected]. We will respond within one month of your request.

9. Children's Data

We collect data about children (under 18) for team registrations and safeguarding. We obtain parental/guardian consent before processing children's data. Parents/guardians can exercise data rights on behalf of their children.

10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. This includes encryption, secure servers, access controls, and regular security assessments.

11. Cookies and Tracking

Our website uses cookies for:

• Essential cookies: Required for website functionality
• Analytics cookies: To understand website usage and improve user experience
• Social media cookies: To display social media content

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

12. Email Marketing

How We Collect Email Addresses

We collect email addresses when you:

• Purchase tickets or merchandise through our website
• Sign up to our newsletter
• Register for events, training sessions, or camps
• Join as a member or player
• Contact us with enquiries
• Enter competitions or participate in club activities

How We Use Your Email

We use your email address to:

• Transactional emails: Send ticket confirmations, match information, membership details, and important club updates
• Marketing emails: Share club news, fixture updates, special offers, and events (only if you've opted in)
• Service communications: Send essential information about services you've purchased or registered for

Your Control Over Marketing Emails

Important: Unsubscribing from marketing emails will not affect essential service emails (such as ticket confirmations or membership information).

Third-Party Sharing

We never share your email address with third parties for their marketing purposes. We may use email service providers (such as Mailchimp or similar platforms) to send emails on our behalf, but they are contractually bound to protect your data and use it only for our purposes.

Email Frequency

Marketing email frequency varies depending on club activities and events, but typically ranges from weekly to monthly. You will never receive excessive or spam emails from us.

13. Photography and Social Media

We may take photographs and videos at matches and events for promotional purposes. We obtain consent before publishing images, particularly of children. You can withdraw consent at any time by contacting us.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or website notice. Please review this policy periodically.

15. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

16. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us: