Privacy Policy for West Hoathly Football Club

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Last updated: 31/10/2025

1. Introduction

Welcome to West Hoathly Football Club (“we”, “our”, “us”).
We are committed to protecting and respecting your privacy in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what personal information we collect, how we use it, and what rights you have.
By using our website https://westhoathlyfootballclub.co.uk/,you agree to the terms of this Privacy Policy.

2. Who We Are (Data Controller)

West Hoathly Football Club is the data controller responsible for your personal information.

Contact details:

• Email:      westhoathlyfc@gmail.com
• Address:      West Hoathly Football Club, North Lane, West Hoathly, East Grinstead, RH19      4QG

If you have any questions or concerns about how your data is handled, please contact us using these details.

3. What Information We Collect

We may collect and process the following personal data:

a. Information you provide to us directly

• Name
• Email      address
• Phone      number
• Date      of birth or age group (for players)
• Emergency      contact details (for youth members)
• Any      medical or allergy information provided for player safety
• Payment      or registration details (where applicable)

b. Information automatically collected

• IP      address
• Browser      type and version
• Device      and operating system
• Pages      visited, time spent, and referral links

We collect this via cookies and analytics tools to improve website performance and user experience.

4. Lawful Bases for Processing

We process your personal data under the following lawful bases:

• Contract:     To manage memberships, player registrations, or event participation.
• Legal      obligation: To comply with safeguarding, tax, or      data protection laws.
• Consent:     For communications such as newsletters or promotional materials.
• Legitimate      interests: To run and promote the club, provided      this does not override your rights.

5. How We Use Your Information

Your personal data may be used to:

• Manage      club memberships and communications
• Organise      matches, training sessions, and events
• Register      players with relevant football leagues or associations (e.g. The FA)
• Respond      to enquiries and feedback
• Keep      you informed about club news or fundraising
• Ensure      the safety and wellbeing of members, particularly youth players

We never sell your personal information to third parties.

6. Sharing Your Information

We may share your data with:

• Football      leagues, associations, or governing bodies for player registration
• Volunteer      coaches or officials for team administration
• Website      or email service providers who help us run the club online
• Law      enforcement or safeguarding authorities if legally required

All third parties are required to keep your information secure and only use it for legitimate club-related purposes.

7. Cookies

Our website may use cookies to improve browsing and gather basic analytics.
You can choose to disable cookies in your browser settings.
For more details, see our Cookie Policy.

8. Data Retention

We keep your personal data only as long as necessary for the purposes outlined in this policy, or as required by law.
When it is no longer needed, it will be securely deleted or anonymised.

9. Your Rights Under UK GDPR

You have the right to:

• Access     the personal data we hold about you
• Correct     inaccurate or incomplete data
• Request      deletion (“right to be forgotten”)
• Object     to processing based on legitimate interests
• Withdraw      consent for marketing at any time
• Complain     to the Information Commissioner’s Office (ICO)

If you wish to exercise any of these rights, please contact us using the details above.

You can also contact the ICO directly:
📍 Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
🔗 https://www.ico.org.uk

10. Children’s Privacy and Safeguarding

We take children’s privacy and welfare seriously.
For players under 18, we only collect and process information provided by parents or legal guardians and handle it in accordance with FA safeguarding guidelines.

11. Links to Other Websites

Our website may contain links to other sites (e.g. leagues, sponsors, or partners).
We are not responsible for the privacy practices or content of those external sites — please review their privacy policies separately.

12. Updates to This Policy

We may update this Privacy Policy periodically. Any changes will be published on this page with a revised “Last Updated” date.
We recommend checking this page occasionally to stay informed.

13. Contact Us

If you have any questions, concerns, or requests regarding your personal data, please contact:

West Hoathly Football Club
Email: westhoathlyfc@gmail.com

Address: West Hoathly Football Club, North Lane, West Hoathly, East Grinstead, RH19 4QG