GWFC - Privacy Policy

GUERNSEY WALKING FOOTBALL LBG (‘the Club')

PRIVACY NOTICE July 2021

About this notice

The Club is committed to protecting your personal data when you are using our services. Personal data is any information relating to an identifiable living person who can be directly or indirectly identified, in particular reference to an identifier such as a name, postal address, email or ISP address and/or cookies.

This privacy notice sets out the Club's policy relating to our use of any personal data that we collect from you.

We will comply with data protection law which requires that personal data we hold about you is:

• Used lawfully, fairly and in a transparent way,
  
• Collected only for valid purposes that we have clearly explained to you and not in any way incompatible with those purposes,
  
• Relevant to the purposes we have told you about and limited only to those purposes,
  
• Accurate and kept up to date,
  
• Kept only as long as necessary for the purposes we have told you about,
  
• Kept securely

This privacy notice will, therefore, inform you as to who we are, what personal data we collect, the purposes for which we use it, for how long we retain it and how we keep it secure, your rights in relation to your personal data and how you can contact us to discuss, query or obtain details of the personal data we hold about you.
We will not use your personal data for any purposes other than those set out below without first informing you of our intention to do so.

• Who we are

The Club is registered in Guernsey with a company number 67297 and as a Charity registered number CH629. Its registered office is 2 Clos de Bas, Green Lanes, St Peter Port, Guernsey.

How to contact us :- we can be contacted directly about your personal data by email at info@gwfc.gg.

• When your personal data is collected Personal data is collected

1. when you wish to attend a session to play walking football with the Club
   
2. when you join as a member of the Club
   
3. when emails are sent to any of the e-mails with the suffix @gwfc.gg and personal e-mails of the officers and appointed officials of the Club
   
4. when complaints or enquiries are submitted to us via our website, in person, by e-mail or by letter;
   
5. when you interact with our online content via third parties;
   
6. as part of registering to attend one of our events;
   
7. in some cases as a result of enquiries made by phone or in person.
   

• Cookies

IP addresses and cookies – when you access our website and web portal we may collect data relating to your computer including its IP address. Such data is anonymous in its form and allows us to carry out statistical analyses of browsing behaviours. Our website uses cookies such as Google Analytics to collect information about how you use our website. A cookie is a small text file that is placed on your hard disc by a web page server. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you. The cookies provide us with anonymous information showing us the number of visitors to our website, the device used to access it and which web browser they are viewing it on.

For further information on cookies visit www.aboutcookies.org or www.allaboutcookies.org.

• Links to other websites

This notice does not cover any third-party websites reached via links on this website.

You are advised to read the data collection statements on the other websites you visit.

• What personal data we process

We collect data from you as a member and/or officer of the Club in accordance with the Memorandum & Articles of Association of the Club and the Company (Guernsey) Law, 2008.

Any data collected through e-mails or when you interact with our online content via third parties, we will process using standard email and online applications. Data collected as a result of e-mails, enquiries made by phone or in person may also be kept in the records held by our officers if it relates to a complaint, breach, registration or other matter of significance.

If you subscirbe to notifications, an unsubscribe link is included in each email to enable you to unsubscribe or you can email info@gwfc.gg from the email address you are subscribed through and ask us to unsubscribe you.

When registering with us, we will ask you to let us know if you are happy to be included in photographs that may be taken during the event that we may share online. You can decide whether you wish to be in photos or not. If you do not want to be photographed this will not impact on your experience of the event.

We also collect and process personal data including special category data that we deem necessary to keep you safe as we can in the event of an accident or emergency whilst you are participating in any event associated or relating to the activities of the Club.

This data is collected with your consent, complies with legal obligations and to pursue our legitimate interests (and where your rights do not override our interests).

All personal data including special category data collected for this purpose is processed under paragraph 1 (consent) of Schedule 2, Part II of the Law.

We may from time to time also collect other data for other purposes in which case we will inform you accordingly.

• How we will inform you about our privacy notice

This Privacy Notice is placed on the Club's website and a link to this Privacy Notice is on both the Membership Form and the WFA Disclaimer. You can also request a free hard copy of this privacy notice by contacting us using the details set out above.

Changes made to this privacy notice will be updated on our website and clearly signposted on key documents.

• The purposes for which your personal data is collected and processed
  

This will principally be name, address and contact details, contact names in the event of an emergency, telephone numbers, email addresses and your health.

This data will allow us to contact you, or the person you have designated as your contact name if necessary, and be in a position to provide relevant medical information to suitably qualified medical personnel in the event it becomes necessary to do so whilst you are participating in a related activity.

We may collect and process electronic and hardcopy correspondence and other documentation where we have a legitimate interest. When you contact the Club for any reason, we may keep a record of our communication to help us deal with any queries that may arise.

Note: No telephone calls are recorded for any purpose whatsoever

• Who we will share your personal data with

We will only share your data where there is a legitimate reason to do so.

Personal data may be shared with other bodies such as Guernsey Sports Commission where there can be demonstrated a potential value to both you and the Club. We will also share personal data where we are legally required to do so.

Special category data which includes data relating to your health will principally be shared when there is a health or social care purpose which includes the purpose of a medical diagnosis and the provision of medical, health or social care or treatment. For example, this could be where it is in your interests for us to do so, for example, providing this information to a suitably qualified medical practitioner in the event of your involvement in an accident or emergency in a related activity.

• How long we retain your personal data

Your personal data will be retained by us for as long as there remains a valid lawful basis for retaining it or a maximum of 6 years after you no longer are a Member of the Club, a Social Prescribing Player or have no longer attended as a Pay as You Go Players. We will keep data retention under regular review.

• Your rights as a data subject

You have 10 rights under The Data Protection (Bailiwick of Guernsey) Law, 2017 which can be found at https://www.odpa.gg/information-hub/information-rights/

If you want to make a submission in respect of any one of these rights, please contact mailto.

• Reporting a concern to us or to the Data Commissioner’s Office

If you have a concern regarding how we handle your personal data, then kindly request that you inform us about it first so that we can work with you to resolve it. You can report a concern or raise a complaint with us initially at the email addresses above. We aim to acknowledge your complaint within two business days and provide a resolution within 28 days. If we are unable to meet this time scale we will write to notify you in advance.

• Definitions

The Club: Guernsey Walking Football Club LBG

Members of the Club: Individuals who have subscribed to be a member of the Club

Pay as You Go Players: Individuals who play walking football at a session or event organised by the Club who are not Social Prescribing Players or Members of the Club

Social Prescribing Players: Individuals who play walking football at a session or event organised by the Club who are have been prescribed to pay for the benefit of their health under the Social Prescribing Scheme and who are not Pay as You Go Players or Members of the Club

Social Prescribing Scheme: A scheme set up in Guernsey and Alderney by The Health Improvement Commission, IslandHealth, Guernsey Community Foundation, the Health & Social Care Committee and Public Health in order to enable people to be referred by their GP, nurse or other primary care professional to non-clinical activities that may be beneficial to their health.