Club Privacy Notice

 ALDENHAM FC EXCEL

We take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified.

We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.

You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.

The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data, it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.

Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.

The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/ Processing Activity	Lawful Basis for processing under Article 6 of the GDPR.
processing membership forms and payments/ subs	Performance of a contract
organising matches	Performance of a contract
sending out match or Club information and updates	Performance of a contract
sharing data with coaches, managers or officials to run training sessions or enter events	Performance of a contract
sharing data with leagues we are in membership of, county associations and other competition providers for entry in events	Performance of a contract
sharing data with committee members to provide information about club activities, membership renewals or invitation to social events	The Club has a legitimate interest to maintain member and participant correspondence for club community purposes.
sharing data with third party service or facility providers	The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the Club, participants and its members.
sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority	The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members.
publishing match and league results	Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian
sending out marketing information such as newsletters and information about promotions and offers from sponsors	Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.
To ensure we understand possible health risks	Consent. We will only process details on your medical history with your consent.

Who we share your personal data with

When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the FA System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.

• We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.
• We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

Protection of your personal data

• We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data

We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data on 31/08/2027 or after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on the FA System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from the FA System then please contact them.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us, we may not be able to register or administer your membership.

We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.

If you have any questions about this Privacy Notice then please contact Dan Manzi CWO.

This guidance explains why we need to ask you for your consent for any photographs of your child being used by Aldenham FC Excel. After reading this, you should fill in and return the form attached to let us know your wishes.

We live in an age in which digital technology has vastly increased the use of photography, and there has been publicity surrounding concern about the risk of a child or young person being identified by a photograph in the local press or via social media.

Aldenham FC Excel takes the view that the risk of a child being identified by a stranger is small and that, providing reasonable steps are in place in terms of appropriateness of the photography and to protect the full name and contact details of children, photography will be permitted.

Aldenham FC Excel is mindful of the fact for some families; there may be reasons why a child’s identification is a matter of particular anxiety. If you have special circumstances, either now or at any time in the future that would affect or change your consent on this issue please contact the club’s Child Welfare Officer Dan Manzi.

You should discuss the matter of photographs with your child, and agree with them about the categories of consent. We invite you to use this form to explore their feelings about being photographed/filmed.

Aldenham FC Excel will not use the personal details or full names (which means first name and surname) of any child or young person in a photographic image on film, website, or in club printed publications. If uses photographs of individuals, the name of that child or young person will not appear in the accompanying text or photo caption, unless we have your agreement.

Only images of children or young people who are suitably dressed will be used, to reduce the risk of such images being used inappropriately.

By signing this consent form you will be giving permission to Aldenham FC Excel to use photographs and film of your child involved in football activities. These images may be used in any of the following ways;

Aldenham FC Excel Printed publications

Aldenham FC Excel website, Facebook page or Twitter feed etc (as appropriate)

Aldenham FC Excel video, CD rom or DVD for training or promotional purposes

within the local or national media

Be distributed to the managers and coaches for the analysis of performance for the benefit of player and team development.

If you wish to find out more about The FA’s guidance on photography or other best practice issues, please go to www.TheFA.com/football-rules-governance

SAFEGUARDING CHILDREN POLICY AND PROCEDURES

1. Aldenham FC Excel is an England Accredited Club and 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.

The club also recognises that this is the responsibility of every adult involved in our club.

• The 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 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 CRB Enhanced Disclosure via The FA CRB 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 CRB Unit Enhanced CRB 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 CRB Enhanced Disclosures will be subject to change, in light of the Protection of Freedoms Act 2012. Further information will be provided on this via TheFA.com and via the County FA Welfare Officers.

• The 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.

• 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.

• 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.

• 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

help@nspcc.org.uk

Please note: The FA’s Safeguarding Children Policy and Procedures is available via www.TheFA.com/Footballsafe. 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:

• Herts County Football Association’s Welfare Officer Samantha Carey: T- 07538 990836. E- Samantha.Carey@hertfordshirefa.com

•  www.TheFA.com/Footballsafe
• Footballsafe@TheFA.com
• The FA Safeguarding Children general enquiry line 0845 210 8080

ANTI-BULLYING POLICY

STATEMENT OF INTENT

We are committed to providing a caring, friendly and safe environment for all of our members so they can participate in football in a relaxed and
secure atmosphere. Bullying of any kind is unacceptable at our club. If bullying does occur,

all club members or parents should be able to tell and know that incidents will be dealt with promptly and effectively. We are a TELLING club. This means that anyone who knows that bullying is happening is expected to tell the club welfare officer or any committee member.

WHAT IS BULLYING?

Bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim.

Bullying can be:

• Emotional being unfriendly, excluding

(emotionally and physically), sending hurtful text messages and tormenting, (e.g. hiding football boots/shin guards, threatening gestures)

• Physical pushing, kicking, hitting, punching or any use of violence
• Racist racial taunts, graffiti, gestures
• Sexual unwanted physical contact or sexually

abusive comments

• Homophobic because of, or focussing on the

issue of sexuality

• Verbal name-calling, sarcasm, spreading

rumours, teasing.

WHY IS IT IMPORTANT TO RESPOND TO BULLYING?

Bullying hurts. No one deserves to be a victim of bullying. Everybody has the right to be treated with respect. Individuals who are bullying need to learn different ways of behaving. This club has a responsibility to respond promptly and effectively to issues of bullying.

OBJECTIVES OF THIS POLICY

• All club members, coaches, officials and parents should have an understanding of what bullying is
• All club members, officials and coaching staff should know what the club policy is on bullying, and follow it when bullying is reported
• All players and parents should know what the club policy is on bullying, and what they should do if bullying arises
• As a club we take bullying seriously. Players and parents should be assured that they would be supported when bullying is reported
• Bullying will not be tolerated.

SIGNS AND INDICATORS

A child may indicate by signs or behaviour that he or she is being bullied. Adults should be aware of these possible signs and that they should investigate if a child:

• says he or she is being bullied
• is unwilling to go to club sessions
• becomes withdrawn anxious, or lacking

in confidence

• feels ill before training sessions
• comes home with clothes torn or training

equipment damaged

• has possessions go “missing”
• asks for money or starts stealing money

(to pay the bully)

• has unexplained cuts or bruises
• is frightened to say what’s wrong
• gives improbable excuses for any of the above.

IN MORE EXTREME CASES

• starts stammering
• cries themselves to sleep at night or has nightmares
• becomes aggressive, disruptive or unreasonable
• is bullying other children or siblings
• stops eating
• attempts or threatens suicide or runs away. These signs and behaviours may indicate other problems, but bullying should be considered a possibility and should be investigated.

PROCEDURES

RECOMMENDED CLUB ACTION

1. Report bullying incidents to the Club Welfare Officer or a member of the clubs committee or contact the County FA Welfare Officer.
2. In cases of serious bullying, the incidents will be referred to the County FA Welfare Officer for advice and possibly to The FA Case Management Team.
3. Parents should be informed and will be asked to come in to a meeting to discuss the problem.
4. If necessary and appropriate, the police will be consulted.
5. The bullying behaviour or threats of bullying must be investigated and the bullying stopped quickly
6. An attempt will be made to help the bully (bullies) change their behaviour.
7. If mediation fails and the bullying is seen to continue the club will initiate disciplinary action under the club constitution.

1. The County FA Welfare Officer should always be informed and will advise on action to be taken where appropriate.
2. It is anticipated that in most cases where the allegation is made regarding a team manager, official or coach, The FA’s Safeguarding Children Education Programme may be recommended.
3. More serious cases may be referred to the Police and/or Children’s Services.

PREVENTION

1. The club will have a written constitution, which includes what is acceptable and proper behaviour for all members of which the anti-bullying policy is
   one part.
2. All club members and parents will sign to accept the constitution upon joining the club.
3. The Club Welfare Officer will raise awareness about bullying and why it matters, and if issues of bullying arise in the club, will consider meeting with members to discuss the issue openly and constructively.

If the club decides it is appropriate for them to deal with the situation they should follow the procedure outlined below:

1. Reconciliation by getting the parties together. It may be that a genuine apology solves the problem.
2. If this fails/not appropriate a small panel
   (made up from Chairman, Club Welfare Officer, Secretary, committee members) should meet with the parent and child alleging bullying to get details of the allegation. Minutes should be taken for clarity, which should be agreed by all as a true account.
3. The same three persons should meet with the alleged bully and parent/s and put the incident raised to them to answer and give their view of the allegation. Minutes should again be taken and agreed.
4. If bullying has in their view taken place the individual should be warned and put on
   notice of further action i.e. temporary or permanent suspension if the bullying continues. Consideration should be given as to whether a reconciliation meeting between parties is appropriate at this time.
5. In some cases the parent of the bully or bullied player can be asked to attend training sessions, if they are able to do so, and if appropriate. The club committee should monitor the situation for a given period to ensure the bullying is not being repeated.
6. All coaches involved with both individuals should be made aware of the concerns and outcome of the process i.e. the warning.

IN THE CASE OF ADULTS REPORTED TO BE BULLYING ANYONE

This policy is based on guidance provided to schools by KIDSCAPE. KIDSCAPE is a voluntary organisation committed to help prevent child bullying. KIDSCAPE can be contacted on 0207 730 3300 or you can access their website via www.kidscape.org.uk.

You may also wish to access any of the following websites designed to give advice and guidance to parents and children who are faced with dealing with bullying:

www.anti-bullyingalliance.org.uk www.stoptextbully.com www.bullying.co.uk

EQUALITY POLICY

The aim of this policy is to ensure that everyone is treated fairly and with respect and that our club is equally accessible to all

The Club is responsible for setting standards and values to apply throughout the club at every level. Football belongs to and should be enjoyed by anyone who wants to participate in it.

The Club in all its activities will not discriminate or in any way, treat anyone less favourably on grounds of age, gender, gender reassignment, sexual orientation, marital status, race, nationality, ethnic origin, colour, religion or belief, ability or disability. The club will ensure it treats people fairly and with respect and that it will provide access and opportunities for all members of the community to take part in and enjoy its activities.

The Club will not tolerate harassment, bullying, abuse or victimisation of an individual, which for the purposes of this policy and the actions and sanction applicable is regarded as discrimination. This includes sexual or racially based harassment or other discriminatory behaviour, whether physical or verbal. The club will work to ensure that such behaviour is met with appropriate action in whatever context it occurs.

This policy is fully supported by the Club Officers who are responsible for the implementation of this policy.

The Club is committed to taking positive action where inequalities exist and to the development of a programme of ongoing training and awareness raising events and activities in order to promote the eradication of discrimination and promote equality in football.

The Club is committed to a policy of equal treatment of all members and requires all members to abide and adhere to these policies and the requirements of the Equality Act 2010.

The Club commits itself to the immediate investigation of any claims when brought to its attention, of discrimination on the above grounds and where such is found to be the case, a requirement that the practice stop and sanctions are imposing as appropriate.

OUR COMMITMENT:

is to confront and eliminate discrimination whether by reason of age, gender, gender reassignment, sexual orientation, marital status, race, nationality, ethnic origin, colour, religion or belief, ability or disability and to encourage equal opportunities.

“Whistle-blowing”

Whistle-blowing can be used as an early warning system or when it’s recognised that appropriate actions have not been taken. This approach or policy is adopted in many different walks of life.

It is about revealing and raising concerns over misconduct or malpractice within an organisation or within an independent structure associated with it.

Any adult or young person with concerns about a colleague can also use whistle-blowing by calling 0800 169 1863 and asking for The FA’s safeguarding team, or via email on safeguarding@TheFA.com.

Alternatively you can go direct the Police or Children’s Social Care and report your concerns there, or to the Child Protection in Sport Unit via cpsu@nspcc.org.uk or the NSPCC Helpline via 0808 800 5000 or by emailing help@nspcc.org.uk