This Privacy Policy explains what personal information we may collect, why we collect it, how we use it, how we protect it and what rights individuals have in relation to their personal information.

## 1. Who We Are

For the purposes of applicable UK data-protection legislation, the organisation responsible for personal information collected by or on behalf of Staplehurst Monarchs FC is:

Staplehurst Monarchs FC CIC.
(Staplehurst Monarchs FC CIC is a company limited by guarantee without share capital Community Interest Company (CIC) Non for Profit.)
Company Number - 15806161
Southern Counties East Football League
Associate members of the FA
Member of the Kent County Football Association

Address
Premises
Jubilee Sports Ground
Headcorn Road, Staplehurst
Kent TN12 ODS

Registered Office
Room 5 Brook House, Turkey Mill,
Ashford Road, Maidstone,
Kent ME14 5PP

Where appropriate, the club may act as a data controller in relation to personal information collected for club administration, membership, football activities, communications, safeguarding and related purposes.

## 2. What Information We May Collect

Depending on your relationship with the club, we may collect information such as:

* Name;
* Date of birth;
* Contact details;
* Address;
* Emergency contact information;
* Parent/carer details;
* Team and playing information;
* Membership information;
* Registration information;
* Football-related information;
* Relevant medical or emergency information where necessary;
* Safeguarding information where appropriate;
* Photographs and video footage;
* Communications with the club;
* Information relating to payments or transactions;
* Information submitted through website forms;
* Information relating to website usage through cookies or similar technologies.

We only seek to collect information that is reasonably necessary for the relevant purpose.

## 3. How We Collect Information

We may collect personal information:

* Directly from players, parents/carers, members, volunteers, coaches and other individuals;
* Through club registration or membership processes;
* Through forms submitted to the club;
* Through communications with the club;
* Through football governing-body or league systems where applicable;
* Through club events and activities;
* Through the club website;
* Through photographs and video recording at club activities;
* Through third-party services used by the club.

## 4. How We Use Personal Information

We may use personal information to:

* Administer club membership;
* Organise football activities and teams;
* Communicate with players, parents/carers, coaches, volunteers and members;
* Organise fixtures, matches, training and events;
* Meet football governing-body or league requirements;
* Support safeguarding and welfare;
* Respond to enquiries;
* Maintain appropriate club records;
* Process payments where applicable;
* Promote club activities;
* Publish appropriate club news and media;
* Maintain and operate the club website and social-media channels;
* Meet legal, regulatory or safeguarding obligations;
* Protect the safety and security of individuals and club facilities.

## 5. Lawful Basis for Processing

UK data-protection law requires organisations to have a lawful basis for processing personal information.

Depending on the circumstances, the club may rely on one or more of the following lawful bases:

* **Consent** – where we have asked for and received permission to use information for a specified purpose;
* **Contract** – where processing is necessary to provide membership or another service;
* **Legal obligation** – where the club is required to process information to comply with the law;
* **Legitimate interests** – where processing is necessary for the legitimate operation and administration of the club and those interests are not overridden by an individual's rights and interests;
* **Vital interests** – where processing is necessary to protect someone's life or prevent serious harm.

The applicable lawful basis will depend on the particular processing activity.

## 6. Children's Information

Staplehurst Monarchs FC recognises the importance of protecting children's personal information.

Where the club collects information relating to children and young people, it will take appropriate steps to ensure that the information is processed fairly, securely and only for appropriate purposes.

Where appropriate, information may be provided by or with the involvement of a parent or carer.

The club also follows applicable football safeguarding requirements and guidance relating to children's information, photography, filming and online activity.

## 7. Photography and Video

Photography and video may take place at matches, training sessions, events and other activities at the Jubilee Sports Ground.

Images may be used for legitimate club purposes including:

* The club website;
* Official club social media;
* Match reports;
* Matchday programmes;
* Club news;
* Promotional material;
* Historical club records.

The club will take appropriate steps when photographing or filming children and young people.

The FA's current guidance recognises that general event photography can be appropriate where organisers clearly explain that photography or filming will take place and its purpose.

Individuals who have concerns about being photographed or filmed should contact a member of the Club Board or appropriate club official.

## 8. Social Media

The club may publish photographs, videos, match information and other appropriate content through its official social-media channels.

The club will take reasonable steps to ensure that published material is appropriate and consistent with its safeguarding and data-protection responsibilities.

The club cannot control independent photography, filming or social-media activity carried out by spectators or other third parties.

## 9. Sharing Personal Information

We may share personal information where reasonably necessary with:

* Football governing bodies;
* County Football Associations;
* Leagues and competition organisers;
* Referees and match officials where appropriate;
* Safeguarding or welfare bodies;
* Emergency services or healthcare professionals where necessary;
* Service providers who assist the club with administration or technology;
* Professional advisers where necessary;
* Law-enforcement or regulatory authorities where legally required.

We will not sell personal information to third parties.

## 10. Data Security

The club takes reasonable technical and organisational measures to protect personal information against:

* Unauthorised access;
* Accidental loss;
* Destruction;
* Misuse;
* Unauthorised disclosure;
* Unauthorised alteration.

Access to personal information should be limited to individuals who reasonably require it for their club responsibilities.

## 11. How Long We Keep Information

We will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Different types of information may need to be retained for different periods.

When information is no longer required, it should be securely deleted or destroyed where appropriate.

## 12. Your Data Protection Rights

Depending on the circumstances, you may have rights under UK data-protection law, including the right to:

* Request access to personal information held about you;
* Request correction of inaccurate information;
* Request deletion of personal information where applicable;
* Request restriction of processing in certain circumstances;
* Object to certain processing;
* Request portability of information where applicable;
* Withdraw consent where processing is based on consent.

These rights are subject to certain legal exceptions and restrictions.

## 13. Cookies

The club website may use cookies and similar technologies to operate the website, understand website usage and improve the user experience.

Further information about the cookies used on this website should be provided through the website's cookie notice or cookie policy.

## 14. Data Breaches

If the club becomes aware of a personal-data breach, it will assess the incident and take appropriate action in accordance with applicable data-protection requirements.

Where legally required, the club will notify the Information Commissioner's Office and/or affected individuals.

## 15. Complaints

If you have concerns about how Staplehurst Monarchs FC has handled your personal information, please contact the club first:

**Email:** [WelfareOfficer@smcic.co.uk](mailto:WelfareOfficer@smcic.co.uk "mailto:WelfareOfficer@smcic.co.uk")

You also have the right to raise a concern with the UK's data-protection regulator:

**Information Commissioner's Office (ICO)**

You can find information about making a data-protection complaint through the ICO's official website.

## 16. Changes to This Privacy Policy

This Privacy Policy may be updated periodically to reflect changes to the club, its activities, technology or applicable legal requirements.

The latest version will be published on this website.

**Staplehurst Monarchs FC**
**Jubilee Sports Ground**