Privacy policy

St. John’s Football Club Privacy Policy

1. Introduction

St. John’s Football Club (hereafter "the Club") is committed to protecting the privacy and security of our players, their families, and all individuals who engage with us. This Privacy Policy outlines how we collect, use, store, and protect personal information, and the rights you have regarding your personal data. By participating in our programs or using our services, you agree to the terms of this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect personal information from players and their parents/guardians during the registration process and throughout their involvement with the Club. This information includes, but is not limited to:

Name: First and last name of the player and parents/guardians.
Contact Details: Address, phone number, and email address.
Date of Birth: Used to determine age group eligibility for teams and competitions.
Emergency Contact Information: Details of a designated emergency contact person.

2.2 Sensitive Information

To ensure the safety and well-being of our players during training and matches, we may collect sensitive information, such as:

Medical Conditions: Information regarding any medical conditions, allergies, or injuries that may affect the player's participation in Club activities.
Health Insurance Details: For emergency purposes, we may collect health insurance information to facilitate immediate medical care if needed.

2.3 Additional Information

We may also collect additional information related to the player’s participation in the Club, such as:

Performance Data: Records of training attendance, match performance, and skill assessments.
Photographs and Videos: Images and recordings of players during matches, training sessions, and Club events for promotional and communication purposes.

3. How We Use Personal Information

3.1 Administration and Communication

The personal information collected is primarily used for the following purposes:

Registration and Team Placement: To process player registrations, assign players to appropriate teams, and manage rosters.
Communication: To contact parents/guardians with important information regarding schedules, events, changes to activities, and other Club-related communications.
Emergency Situations: To ensure that we can respond appropriately in the event of a medical emergency during a training session, match, or Club event.

3.2 Ensuring Player Safety

Sensitive information, particularly medical conditions and emergency contact details, is used to:

Monitor Player Health: Ensure that coaches and staff are aware of any medical conditions that may require special attention or emergency action.
Provide Appropriate Care: Facilitate the provision of appropriate medical care in the event of an injury or health issue during Club activities.

3.3 Internal Use

We may use the information for internal purposes, including:

Improving Services: Analyzing data to improve our programs, training methods, and overall Club operations.
Record Keeping: Maintaining accurate records of player participation, performance, and progress within the Club.

4. Sharing Personal Information

4.1 Third Parties

We do not share personal information with third parties without explicit consent, except in the following circumstances:

Legal Obligations: We may be required to share information to comply with legal obligations, such as court orders or requests from law enforcement agencies.
Safeguarding and Safety: Information may be shared with medical professionals, emergency responders, or safeguarding authorities if necessary to protect the health, safety, or well-being of a player.

4.2 External Service Providers

In some cases, we may engage third-party service providers to assist with Club operations (e.g., IT services, payment processing). These providers are bound by confidentiality agreements and are only permitted to use the personal information for the purpose of providing the services contracted by the Club.

5. Security of Personal Information

We take the security and confidentiality of personal information seriously and have implemented appropriate measures to protect the data we collect. These measures include:

Data Encryption: Personal information is stored and transmitted using encryption technologies to protect against unauthorized access.
Restricted Access: Access to personal information is limited to authorized Club personnel who require the information to perform their duties.
Regular Reviews: We regularly review our data protection practices to ensure they are up-to-date and effective in safeguarding personal information.

6. Rights of Parents/Guardians

Parents/guardians of players under the age of 18 have specific rights regarding the personal information we collect about their children:

Access: You have the right to request access to the personal information we hold about your child.
Correction: If any information is inaccurate or outdated, you have the right to request that it be corrected.
Deletion: You have the right to request the deletion of personal information that is no longer necessary for the purposes for which it was collected, subject to any legal obligations we may have to retain the data.
Requests regarding access, correction, or deletion of personal information should be directed to the Club via the contact information provided below.

7. Retention of Personal Information

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including compliance with legal, accounting, or reporting requirements. When personal information is no longer needed, we securely delete or anonymize the data.

8. Changes to the Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any changes will be posted on our website, and we will notify members of significant updates via email or other communication channels.

9. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us at:

Email: [email protected]

We are committed to addressing your inquiries in a timely and transparent manner.

 
This Privacy Policy is intended to ensure that St. John’s Football Club operates with integrity and transparency in all matters related to the handling of personal information.