Twickenham Tigers Football Club

Twickenham Tigers FC is a community youth football club based in Twickenham.  . We are an FA Charter Standard club and affiliated to the Middlesex FA. Our teams play in the Surrey Primary League, Surrey Youth League  and East Berkshire Football Alliance.

We are proud to offer players the chance to have fun and improve their football in a structured, supportive & friendly environment.

All our players receive professional coaching from Andy Scates, a highly-experienced local coach and are supported on match days by a team of trained and fully qualified parent volunteers.

Please use the contact form below to get in touch or if you are interested in joining Twickenham Tigers FC.

Contact Us

We are proud to be sponsored by PCR (Professional Construction Recruitment) . PCR provides essential support for the kits for our teams which include over 220 players. This is a fantastic investment in grassroots football.


Play Your Part ( FA Code of Conduct)

RESPECT: Young Players

We all have a responsibility to promote high standards of behaviour in the game. As a player, you have a big part to play. That’s why The FA is asking every player to follow a Respect Code of Conduct.

When playing football, I will:
• Always play to the best of my ability
• Play fairly – I won’t cheat, complain or waste time
• Respect my team-mates, the other team, the referee/match officials or my coach/manager
• Play by the rules, as directed by the referee
• Shake hands with the other team and referee at the end of the game
• Listen and respond to what my coach or team manager tells me & understand that they have to do what’s best for the team
• Talk to someone I trust or the club welfare officer if I’m unhappy about anything at my club.
• Respect the facilities home and away

I understand that if I do not follow the Code,any or all of the following actions may be taken by my club, County FA or The FA:

I may:
• Be required to apologise to my team-mates,the other team, referee or team manager
• Receive a formal warning from the coach or the club committee
• Be dropped or substituted
• Be suspended from training
• Be required to leave the club.

In addition:
• My club, County FA or The FA may make my parent or carer aware of any infringements of the Code of Conduct
• The FA/County FA could impose a fine and suspension against my club

Play Your Part ( FA Code of Conduct)                                                                                                                                        

RESPECT:  Team managers, coaches and club officials  

We all have a responsibility to promote high standards of behaviour in the game.In The FA’s survey of 37,000 grassroots participants, behaviour was the biggest concern in the game. This included the abuse of match officials and the unacceptable behaviour of over-competitive parents, spectators and coaches on the sideline. Play your part and observe The Football Association’s Respect Code of Conduct in everything you do.

On and off the field, I will:
• Always show respect to others involved in the game; including match officials, opposition players, coaches, managers, officials and
• Adhere to the laws and spirit of the game
• Promote Fair Play and high standards of behaviour
• Always respect the match officials decisions and encourage players to do the same
• Never enter the field of play without the referee’s permission
• Never engage in public criticism of the match officials
• Never engage in, or tolerate, offensive, insulting or abusive language or behaviour.
• Be gracious in victory and defeat
• Be aware of the potential impact of bad language on others
• Respect the facilities, home or away

When working with players, I will:
• Place the well-being, safety and enjoyment of each player above everything, including winning
• Explain exactly what I expect of players and what they can expect from me
• Ensure all parents & carers of all players under the age of 18 understand these expectations
• Never engage in or tolerate any form of bullying
• Develop mutual trust and respect with every player to build their self-esteem
• Encourage each player to accept responsibility for their own behaviour and performance
• Ensure all activities I organise are appropriate for the players’ ability level, age and maturity
• Co-operate fully with others in football (e.g.officials, doctors, physiotherapists, welfare officers) for each player’s best interests.

I understand that if I do not follow the Code,any or all of the following actions may be taken by my club, County FA, league or The FA:

I may be:
• Required to meet with the club, league or County Welfare Officer
• Required to meet with the club committee
• Monitored by another club coach
• Required to attend an FA education course
• Suspended by the club from attending matches
• Suspended or fined by the County FA
• Required to leave or be sacked by the club.

In addition:
• My FACA (FA Coaches Association)membership may be withdrawn.

Play Your Part ( FA Code of Conduct)


Spectators and Parents/Carers

We all have a responsibility to promote high standards of behaviour in the game. Twickenham Tigers is supporting The FA’s Respect programme to ensure football can be enjoyed in a safe, positive environment. Remember children’s football is a time for them to develop their technical, physical,tactical and social skills. Winning isn’t everything. Play your part and observe The FA’s Respect Code of Conduct for spectators, parents & carers at all times.

Play your part and support The FA’s Code of Respect. I will:
•  Remember that children play for FUN
•  Applaud effort and good play as well as success
•  Always respect the match officials’ decisions and encourage players to do the same
•  Remain outside the field of play and within the Designated Spectators’ Area (where provided)
•  Let the coach do their job and not confuse the players by telling them what to do
•  Encourage the players to respect the opposition, referee and match officials
•  Avoid criticising any player for making mistakes – mistakes are part of learning so I will offer encouragement to try again
•  Never engage in, or tolerate, offensive, insulting, or abusive language or behaviour.

I understand that if I do not follow the Code, any/all of the following actions may be taken by my club, County FA, league or The FA:

I may be:
• Issued with a verbal warning from a club or league official
• Required to meet with the club, league or County FA Welfare Officer
• Required to meet with the club committee
• Obliged to undertake an FA education course
• Obliged to leave the match venue by the club
• Requested by the club not to attend future games and training sessions
• Suspended or have my club membership removed
• Required to leave the club along with any dependents and/or issued with a fine.

In addition:
• The FA/County FA could impose a fine and or suspension on the club.



FA Charter Standard Club acknowledges its responsibility to safeguard the welfare of every child and young person who has been entrusted to its care and is committed to working to provide a safe environment for all members. A child or young person is anyone under the age of 18 engaged in any Club football activity. We subscribe to The Football Association’s Safeguarding Children - Policy and Procedures and endorse and adopt the Policy Statement contained in that document.

2. The key principles of The FA Safeguarding Children Policy are that:

• The child’s welfare is, and must always be, the paramount consideration

• All children and young people have a right to be protected from abuse regardless of their age, gender, disability, culture, language, racial origin, religious beliefs or sexual orientation

• All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately

• Working in partnership with other organisations, children and young people and their parents/carers is essential.

We acknowledge that every child or young person who plays or participates in football should be able to take part in an enjoyable and safe environment and be protected from poor practice and abuse.


FA Charter Standard Club recognises that this is the responsibility of every adult involved in our club.


FA Charter Standard Club has a role to play in safeguarding the welfare of all children and young people by protecting them from physical, sexual or emotional harm and from neglect or bullying. It is noted and accepted that The Football Association’s Child Protection Regulation (see The FA Handbook) applies to everyone in football whether in a paid or voluntary capacity. This means whether you are a volunteer, match official, helper on club tours, football coach, club official or medical staff.

4. We endorse and adopt The FA’s Responsible Recruitment guidelines for recruiting volunteers and we will:

• Develop a role profile

• Request identification documents

• As a minimum meet and chat with the applicant(s) and where possible conduct interviews before appointing

• Request and follow up with two references before appointing

• Require an FA DBS (Disclosure Barring Checks formerly CRB) Unit Enhanced Disclosure where appropriate in line with FA guidelines.

All our current members who are regularly caring for, supervising, training or being in sole charge of children and young people will be required to complete a DBS Enhanced Disclosure via The FA DBS Unit . If there are concerns regarding the appropriateness of an individual who is already involved or who has approached us to become part of our club, guidance will be sought from The Football Association. It is noted and accepted that The FA will consider the relevance and significance of the information obtained via The FA DBS Unit Enhanced DBS Disclosure and that all decisions will be made in the best interests of children and young people. It is accepted that The FA aims to prevent people with a history of relevant and significant offending from having contact with children or young people and the opportunity to influence policies or practice with children or young people. This is to prevent direct sexual or physical harm to children and to minimise the risk of ‘grooming’ within football. Please note: The policy on DBS Enhanced Disclosures will be subject to change, in light of the Protection of Freedoms Act 2012. Further information will be provided on this via and via the County FA Welfare Officers.


FA Charter Standard Club supports The FA’s Whistle blowing Policy. Any adult or young person with concerns about a colleague can ‘whistle blow’ by contacting The FA Safeguarding Team on 0844 980 8200 4787, by writing to The FA Case Manager at The Football Association, Wembley Stadium, PO Box 1966, London SW10 9EQ or alternatively by going direct to the Police, Children’s Social Care or the NSPCC. Our club encourages everyone to know about this information and utilise it if necessary.


FA Charter Standard Club has appointed a Club Welfare Officer (CWO) in line with The FA’s role profile and required completion of the Safeguarding Children and Welfare Officers Workshop. The post holder will be involved with Welfare Officer training provided by The FA and/or CFA. The CWO is the first point of contact for all Club committee members regarding concerns about the welfare of any child or young person. The CWO will liaise directly with the CFA Welfare Officer and will be familiar with the procedures for referring any concerns. They will also play a proactive role in increasing awareness of Respect, poor practice and abuse amongst their Club members.

7. We acknowledge and endorse The FA’s identification of bullying as a category of abuse. Bullying of any kind is not acceptable in our league. If bullying does occur, all players or parents/carers should be able to tell and know that incidents will be dealt with promptly. Incidents need to be reported to the CWO or alternatively, in cases of serious bullying, we may contact the CFA Welfare Officer.


8. Respect codes of conduct for Players, Parents/Spectators, Officials and Coaches have been implemented by our Club. In order to validate these Respect codes of conduct the Club has clear actions it will take regarding repeated or serious misconduct at Club level and acknowledges the possibility of potential sanctions which may be implemented by the CFA in more serious circumstances. All registering members will be required to adopt the Respect codes.

9. Reporting your concerns about the welfare of a child or young person - Safeguarding is everyone’s responsibility. If you are worried about a child it is important that you report your concerns - no action is not an option.

• If you are worried about a child then you need to report your concerns to the CWO

• If the issue is one of poor practice they will either:

a. Deal with the matter themselves or

b. Seek advice from the CFA Welfare Officer

• If the concern is more serious - possible child abuse - they will, where possible, contact the CFA Welfare Officer first, then immediately contact the Police or Children’s Services

• If the child needs immediate medical treatment take them to a hospital or call an ambulance and tell them this is a child protection concern. Let your CFA Welfare Officer know what action you have taken

• If at any time you are not able to contact your Club Welfare Officer or the matter is clearly serious then you can either:

a. contact your CFA Welfare Officer directly

b. contact the Police or Children’s Social Care

c. call the NSPCC 24 hour Helpline for advice on 0808 800 5000 or text 88858 or email

Please note: The FA’s Safeguarding Children Policy and Procedures is available via Click on the ‘downloads’ under Policy and Procedures. It outlines in detail what to do if you are concerned about the welfare of a child and includes flow diagrams to describe this process. This is also covered within the Safeguarding Children workshop, where participants are given the opportunity to discuss how this feels and how best they can prepare themselves to deal with such a situation.

10. Further advice on Safeguarding Children matters can be obtained from:

• Twickenham Tigers FC

Teresa McGarry, Welfare Officer

T: 07887 560030


• Surrey County FA

Frank Thompson, County Welfare Officer

T: 01372 384 745 | 07747 764 349



• The FA Safeguarding Children general enquiry line 0845 210 8080

Twickenham Tigers
Photography and Filming Policy & Guidelines

Twickenham Tigers FC promotes the appropriate use of photography and filming of children participating in football. However, it’s important to be aware of the potential child protection and safeguarding issues that arise when people take photos or film children in relation to sporting activities. The potential for misuse of images can be reduced if we all understand the potential risks and dangers and put appropriate measures in place to reduce them.

Potential Risks:

·       The inappropriate use, adaptation or copying of images for use on child abuse websites on the internet (often incorrectly referred to as pornography sites)

·       The identification of children when a photograph is accompanied by significant personal information that will assist a third party in identifying the child. This can lead, and has led, to children being ‘groomed’

·       The identification and locating of children in inappropriate circumstances which include: (i) where a child has been removed from his/her family for their own safety; (ii) where restrictions on contact with one parent following a parental separation exist e.g. in domestic violence cases; (iii) in situations where a child may be a witness in criminal proceedings; or (iv) other safeguarding children concerns.  

It’s important to remember the majority of images taken are appropriate and taken in good faith. If we take the following simple measures we can help to ensure the safety of children in Twickenham Tigers FC: 

We will:

1. Share The FA’s guidance on taking images with all parents, carers and members when they join the club.

2. Ensure the club has parental consent to use a player’s image if it is to be used in the public domain e.g. club website or newspaper article. This is essential in relation to point 3 below.

3. Ensure that any child in our club who is under care proceedings, is protected by ensuring that their image is not placed in the public domain. This will be done using a consent form, so that parents/carers can identify whether this applies to children in their care.

4. Focus on the activity rather than the individual.

5. Ensure all those featured are appropriately dressed (a minimum of vest or shirt and shorts).

6. Aim to take pictures which represent the broad range of youngsters participating safely in football e.g. boys and girls, disabled people, ethnic minority communities.

We will not:

1. Publish photographs with the full name(s) of the individual(s) featured unless we have written consent to do so and we have informed the parents as to how the image will be used.

2. Use player profiles with pictures and detailed personal information on websites.

3. Use an image for something other than that which it was initially agreed, e.g. published in local press when initially produced for a clubhouse commemorative picture.

4. Allow images to be recorded in changing rooms, showers or toilets – this includes the use of mobile phones that record images. 

Guidelines for Managers 

Filming as a coaching aid

The FA advises that coaches using videoing as a legitimate coaching aid should make parents/carers and players aware that this will be part of the coaching programme. Care should be taken when storing the videos.

If you are concerned about the inappropriate use of images please report this to our CFA Welfare Officer or to The FA Case Manager (contact details provided below).


• It’s not an offence to take appropriate photographs in a public place even if asked not to do so

• No one has the right to decide who can and cannot take images on public land

• If you have serious concerns about a possible child protection issue relating to the recording of images then call the Police. This action should only be taken where you believe that someone may be acting unlawfully or putting a child at risk

• The land or facility owner can decide whether or not photography and or videoing at football activities will be permitted when carried out on private land. However you need to make this known before allowing individuals access to the private property. If they do not comply then you may request that they leave

• Try not to use images that include individuals wearing jewellery (as wearing jewellery whilst playing is contrary to the Laws of the Game as well as being a health and safety issue). 

Commissioning professional photographers and the local media

If you are commissioning professional photographers or inviting the press to cover a football activity, ensure you and they are clear about each other’s expectations. The key is to plan ahead and communicate early on.

• Provide a clear brief about what is considered appropriate in terms of content and behaviour

• Inform them of your club’s commitment to safeguarding children and young people. Establish who will hold the recorded images and what they intend to do with them, e.g. place on a website for sale, distribute thumb nails to the club to co-ordinate sales

• Issue the professional photographer with identification, which must be worn at all times.  

Inform participants and parents or carers prior to the event that a professional photographer will be in attendance and ensure you have established that no under 18s will be compromised due to safeguarding children concerns if their image is taken – remember this can be done by using a Consent Form at the start of the season. 

To report potentially unlawful materials on the internet please contact:

The Internet Watch Foundation Email: Telephone: 01223 237700 Fax the hotline: 01223 235921

The FA’s Case Management Team Email:

Telephone: 0207 745 4787 

In accordance with our child protection policy we will not permit photographs, video or other images of young people to be taken without the consent of the child or the parent if the child is under 16 and all images will be stored securely in club files. Twickenham Tigers FC will take all steps to ensure these images are used solely for the purposes they are intended. If we become aware that these images are being used inappropriately we will inform Twickenham Tigers FC immediately.

Guidelines for Parents and Spectators

1. Be aware of the Club’s policy regarding photography.

2. Register with the event organiser if you wish to take photographs of your own children e.g.

·       at training register with the team manager;

·       at matches, with the referee (or team managers);

·       at tournaments, with the event organiser;

·       at club awards nights/registration days, with the Club Secretary or Child Welfare Officer

3. Ensure your child is appropriately dressed when being photographed (e.g. in full football kit)

4. Remember that you have the right to prevent your child being photographed.

5. Remember that other parents have the right to prevent their children being included in photographs.

6. ALWAYS report any intrusive or inappropriate photography or behaviour to a Club Official.  

Guidelines for Persons Commissioning Photographers:

·       Provide a clear brief to the photographer about appropriate conduct, behaviour and content of photos/images.

·       Ensure that the photographer wears ID.

·       Obtain the consent of players and parents in writing.

·       Always ensure that photographers’ access to young players is supervised.

·       Do not approve one-to-one photograph sessions.

·       Do not approve photo sessions outside the event. 

Guidelines for Publishing, Broadcasting or Distributing Photographs/Images:

·       Do not name a photographed child.

·       Do not use a photograph of a named child.

·       Obtain the consent of players and parents in writing.

·       Use photos that focus on football not players and that promote good practice, for example:

·       players should be appropriately dressed (football kit as a minimum) and equipped (i.e. with shin pads etc);

·       mixed group photographs are preferable to individual photos;

·       include girls and boys, mixed ethnic groups, able and disabled 

Guidelines for anyone taking photos or recording images of young players:

·       Do not take photographs of young players who are not appropriately dressed

·       Focus on the activity not the players

·       Take group photographs where possible rather than individual photographs

·       Children under the protection of a court order must never be photographed/recorded 

ALWAYS report any intrusive or inappropriate photography or behaviour to a club official.

Parental Consent

By registering your child for Twickenham Tigers for the current season, you consent to the following. If you do not wish to give your consent for any of these items, please inform the Club Secretary by emailing:

I give permission for my child’s photograph to be used within the club for display purposes

ÿ         I give permission for my child’s photograph to be used within other printed publications

ÿ         I give permission for my child’s photograph to be used on the club’s website

ÿ         I give permission for my child to be videoed for use on the clubs website

ÿ         I give permission for my child’s photograph to be used on the club’s social media pages

ÿ         I give permission for my child to be videoed for use on the clubs social media pages

ÿ         I can confirm that I have been made aware of how these images or videos will be stored.

ÿ         I confirm that my child is NOT subject to care proceedings and is not under the protection of a court

Twickenham Tigers FC | Data Protection PolicyNotice
1. About this Policy
1.1 This Policy is to help clubs, County Football Associations and football leagues deal with data protection matters internally. This should be kept with other club / County Football Association/ football league policies and a copy should be given (or made available) to all staff members, volunteers and others who come into contact with personal data during the course of their involvement with the club / County Football Association / football league.
1.2 The Twickenham Tigers FC (Club) (“we”, “our”, “us”) handle personal data about current,former, and on occasion prospective players and their parents or guardians, employees,volunteers, committee members, other Club / County FA/ League members, referees, coaches, managers, contractors, third parties, suppliers, and any other individuals that wecommunicate with.
1.3 In your official capacity with the Club, you may process personal data on our behalf and wewill process personal data about you. We recognise the need to treat all personal data in anappropriate and lawful manner, in accordance with the EU General Data Protection
Regulation 2016/679 (GDPR).
1.4 Correct and lawful treatment of this data will maintain confidence in the Club / County FA /League], and protect the rights of players and any other individuals associated with the Club. This Policy sets out our data protection responsibilities and highlights the obligations of the Club, which means the obligations of our employees, committee, volunteers, members, andany other contractor or legal or natural individual or organisation acting for or on behalf of theClub.
1.5 You are obliged to comply with this policy when processing personal data on behalf of theClub, and this policy will help you to understand how to handle personal data.
1.6 The Club committee will be responsible for ensuring compliance with this Policy. Anyquestions about this Policy or data protection concerns should be referred to the committee.
1.7 We process volunteer, member, referee, coach, manager, contractor, committee, supplier andthird party personal data for administrative and Club management purposes. Our purpose forholding this personal data is to be able to contact relevant individuals on Club and our legal basis for processing your personal data in this way is the contractual relationship we have with you. W e will keep this data for 18 months after the end of your official relationship withthe Club, unless required otherwise by law and / or regulatory requirements. If you do notprovide your personal data for this purpose, you will not be able to carry out your role or theobligations of your contract with the Club.
1.8 All the key definitions under GDPR can be found here.
2. What we need from you
2.1 To assist with our compliance with GDPR we will need you to comply with the terms of thispolicy. We have set out the key guidance in this section but please do read the full policycarefully.
2.2 Please help us to comply with the data protection principles (set out briefly in section 3 of thispolicy and in further detail below):
2.2.1 please ensure that you only process data in accordance with our transparentprocessing as set out in our Privacy notice;
2.2.2 please only process personal data for the purposes for which we have collected it (i.e.if you want to do something different with it then please speak to Club Chairman first);
2.2.3 please do not ask for further information about players and / or members and / or staffand / or volunteers without first checking with Club Chairman;
2.2.4 if you are asked to correct an individual’s personal data, please make sure that youcan identify that individual and, where you have been able to identify them, make therelevant updates on our records and systems;
2.2.5 please comply with our retention periods listed in our Privacy Notice and make surethat if you still have information which falls outside of those dates, that youdelete/destroy it securely;
2.2.6 please treat all personal data as confidential. If it is stored in electronic format thenplease consider whether the documents themselves should be password protected orwhether your personal computer is password protected and whether you can limit the number of people who have access to the information. Please also consider thesecurity levels of any cloud storage provider (and see below). If it is stored in hard copy format then please make sure it is locked away safely and is not kept in a carovernight or disposed of in a public place;
2.2.7 If you are looking at using a new electronic system for the storage of information,please talk to Club Chairman first so that we can decide whether such a system is appropriately secure and complies with GDPR;
2.2.8 if you are planning on sharing personal data with anybody new or with a party outsidethe FA structure then please speak to Club Chairman before doing so who will beable to check that the correct contractual provisions are in place and that we have a lawful basis to share the information;
2.2.9 if you receive a subject access request (or you think somebody is making a subjectaccess request for access to the information we hold on them) then please tell ClubChairman as soon as possible because we have strict timelines in which to comply;
2.2.10 if you think there has been a data breach (for example you have lost personal data ora personal device which contains personal data or you have been informed that a coach has done so, or you have sent an email and open copied all contacts in) then please speak to Club Chairman who will be able to help you to respond. If you have any questions at any time then please just ask Club Chairman. We are here to help.
3. Data protection principles
3.1 Anyone processing personal data must comply with the enforceable principles of dataprotection. Personal data must be:
3.1.1 processed lawfully, fairly and in a transparent manner;
3.1.2 collected for only specified, explicit and legitimate purposes;
3.1.3 adequate, relevant and limited to what is necessary for the purpose(s) for which it is processed;
3.1.4 accurate and, where necessary, kept up to date;
3.1.5 kept in a form which permits identification of individuals for no longer than is necessary for the purpose(s) for which it is processed;
3.1.6 processed in a manner that ensures its security by appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage;
3.2 We are responsible for and must be able to demonstrate compliance with the data protection principles listed above.
4. Fair and lawful processing
4.1 This Policy aims to ensure that our data processing is done fairly and without adversely affecting the rights of the individual.
4.2 Lawful processing means data must be processed on one of the legal bases set out in the GDPR. When special category personal data is being processed, additional conditions must be met.
5. Processing for limited purposes
5.1 The Club collects and processes personal data. This is data we receive directly from an individual and data we may receive from other sources.
5.2 We will only process personal data for the purposes of the Club as instructed by the committee, the County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what those purposes are when we first collect the data or as soon as
possible thereafter.
6. Consent
6.1 One of the lawful bases on which we may be processing data is the individual’s consent.
6.2 An individual consents to us processing their personal data if they clearly indicate specific and informed agreement, either by a statement or positive action.
6.3 Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly honoured. Consents should be refreshed every season.
6.4 Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for processing special category personal data. Where children are involved then the consent must be in writing from parent/guardian
6.5 Where consent is our legal basis for processing, we will need to keep records of when and how this consent was captured.
6.6 Our Privacy Notice sets out the lawful bases on which we process data of our players and members.
7. Notifying individuals
7.1 Where we collect personal data directly from individuals, we will inform them about:
7.1.1 the purpose(s) for which we intend to process that personal data;
7.1.2 the legal basis on which we are processing that personal data;
7.1.3 where that legal basis is a legitimate interest, what that legitimate interest is;
7.1.4 where that legal basis is statutory or contractual, any possible consequences of failing to provide that personal data;
7.1.5 the types of third parties, if any, with which we will share that personal data, including any international data transfers;
7.1.6 their rights as data subjects, and how they can limit our use of their personal data;
7.1.7 the period for which data will be stored and how that period is determined;
7.1.8 any automated decision-making processing of that data and whether the data may be used for any further processing, and what that further processing is.
7.2 If we receive personal data about an individual from other sources, we will provide the above information as soon as possible and let them know the source we received their personal data from;
7.3 We will also inform those whose personal data we process that we, the Club, are the data controller in regard to that data, and which individual(s) in the Club are responsible for data protection.
8. Adequate, relevant and non-excessive processing
8.1 We will only collect personal data that is required for the specific purpose notified to the individual.
8.2 You may only process personal data if required to do so in your official capacity with the Club.
You cannot process personal data for any reason unrelated to your duties.
8.3 The Club must ensure that when personal data is no longer needed for specified purposes, it is deleted or anonymised.
9. Accurate data
We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at the start of each season. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.
10. Timely processing
We will not keep personal data longer than is necessary for the purpose(s) for which they werecollected. We will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.
11. Processing in line with data subjects’ rights
11.1 As data subjects, all individuals have the right to:
11.1.1 be informed of what personal data is being processed;
11.1.2 request access to any data held about them by a data controller;
11.1.3 object to processing of their data for direct-marketing purposes (including profiling);
11.1.4 ask to have inaccurate or incomplete data rectified;
11.1.5 be forgotten (deletion or removal of personal data);
11.1.6 restrict processing;
11.1.7 data portability; and
11.1.8 not be subject to a decision which is based on automated processing.
11.2 The Club is aware that not all individuals’ rights are absolute, and any requests regarding the above should be immediately reported to the committee, and if applicable escalated to the County FA/ FA for guidance.
12. Data security
12.1 We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
12.2 We have proportionate procedures and technology to maintain the security of all personal data.
12.3 Personal data will only be transferred to another party to process on our behalf (a data processor) where we have a GDPR-compliant written contract in place with that data processor.
12.4 We will maintain data security by protecting the confidentiality, integrity and availability of the personal data.
12.5 Our security procedures include:
12.5.1 Entry controls. Any stranger seen in entry-controlled areas should be reported.
12.5.2 Secure desks, cabinets and cupboards. Desks and cupboards should be locked if they hold personal data.
12.5.3 Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed.
12.5.4 Equipment. Screens and monitors must not show personal data to passers-by, and should be locked when unattended. Excel spreadsheets will be password protected.
12.5.5 Personal Devices. Anyone accessing or processing the Club’s personal data on their own device, must have and operate a password only access or similar lock function, and should have appropriate anti-virus protection. These devices must have the Club’s personal data removed prior to being replaced by a new device or prior to such individual ceasing to work with or support the Club.
13. Disclosure and sharing of personal information
13.1 We share personal data with the County FA and The FA, and with applicable leagues using Whole Game System.
13.2 We may share personal data with third parties or suppliers for the services they provide, and instruct them to process our personal data on our behalf as data processors. Where we share data with third parties, we will ensure we have a compliant written contract in place incorporating the minimum data processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.
13.3 We may share personal data we hold if we are under a duty to disclose or share an individual’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the individual or other agreements; or to protect our rights, property, or safety of our employees, players, other individuals associated with the Club or others.
14. Transferring personal data to a country outside the EEA
We may transfer any personal data we hold to a country outside the European Economic Area (EEA),provided that one of the appropriate safeguards applies.
15. Reporting a personal data breach
15.1 In the case of a breach of personal data, we may need to notify the applicable regulatory body and the individual.
15.2 If you know or suspect that a personal data breach has occurred, inform a member of thecommittee immediately, who may need to escalate to the County FA/ FA as appropriate. You should preserve all evidence relating to a potential personal data breach.
16. Dealing with subject access requests
16.1 Individuals may make a formal request for information we hold about them. Anyone whoreceives such a request should forward it to the committee immediately, and where necessary escalated to the County FA/ FA for guidance. Nobody should feel bullied or pressured into disclosing personal information.
16.2 When receiving telephone enquiries, we will only disclose personal data if we have checked the caller's identity to make sure they are entitled to it.
17. Accountability
17.1 The Club must implement appropriate technical and organisational measures to look after personal data, and is responsible for, and must be able to demonstrate compliance with the data protection principles.
17.2 The Club must have adequate resources and controls in place to ensure and to document GDPR compliance, such as:
17.2.1 providing fair processing notice to individuals at all points of data capture;
17.2.2 training committee and volunteers on the GDPR, and this Data Protection Policy; and
17.2.3 reviewing the privacy measures implemented by the Club.
18. Changes to this policy
We reserve the right to change this policy at any time. Where appropriate, we will notify you by email.