The Young Daniels Club respects the privacy of the children attending the Club and the privacy of their parents or carers, our volunteers and committee members. The personal information that we collect is used only to provide appropriate care of the children, maintain our service to the children and communicate with you [parent/carers, volunteers and committee members] effectively. Our legal basis for processing personal information is so that we can fulfil your interest in joining the Club, registration and attendance.
Any information that you provide is kept secure. Data that is no longer required* is erased after your child/volunteer/committee member has ceased attending our Club.
Children and Parent/Carers: We will use the contact details you give us to contact you via phone, email and post so that we can send you information about your child, match details, our Club and other relevant news e.g. holiday clubs and so that we can communicate with you regarding payment of our fees and match details.
We will only share personal information about you or your child with another organisation is we:
- Have a safeguarding concern about your child
- Are required to be government bodies or law enforcement agencies
- Have obtained your prior permission.
Volunteers/Committee Members: We will use the contact details you give us to contact you via phone, email and post so that we can effectively communicate with you information about training, match details, our Club and other relevant news e.g. holiday clubs.
You have the right to ask to see what data we hold about you and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but please note:
- We will not be able to continue to care for your child if we do not have sufficient information about them i.e. emergency contact details and medical needs etc.
- Even after children/volunteers/committee members have left our Club, we have a statutory duty to retain some types of data for specific periods of time* so we can’t delete everything immediately.
If you have a complaint about how we have keep your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Officer (ICO).
*We do need to retain certain types of data (such as records of complaints, accidents and attendance) for set periods of time after your child ceases to be in our care, but we delete as much persona data as we can as soon as possible.
Data Protection Policy
At The Young Daniels Club we respect the privacy of the children attending the Club and the privacy of their parents or carers, as well as the privacy of our volunteers. Our aim is to ensure that all those using and working (paid or voluntary) at the Club can do so with confidence that their personal date is being kept secure.
Within the Club we respect confidentiality in the following ways:
- We will only ever share information with a parent about their own child.
- Information given by parents to the Club or volunteers about their child will not be passed on to third parties without permission unless there is a Safeguarding issue (as per the Clubs Safeguarding Policy).
- Concerns or evidence relating to a child’s safety will be kept in a confidential file and will not be shared within the Club expect with the Clubs Welfare Officer and committee members where necessary.
- Team Coaches/Managers only discuss individual children for purposes of team selection etc.
- Team Coaches/Managers are made aware of the importance of confidentiality during their registration to the club.
- Issues relating to the recruitment of volunteers will remain confidential to those making personnel decisions.
- All personal data i.e. registration forms are stored securely by the Clubs Secretary either in a locked cupboard or password protected hard drive. As per the FA’s Safeguarding policy, team coaches/managers are required to have on them player passports and a team sheet containing contact and medical details during training and match days which may be asked to be shown to an FA Official during spot checks. Coaches/managers have been advised to keep such data safe, confidential, up-to-date and secure at all times.
- Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it. Information that we keep:Personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included. Children and Parents: we hold the information necessary to provide a safe care and well-being for each child. This includes child registration information, medical information, parent contact information, incident and accident records etc. Once a child leaves the Club we retain only the data required by statutory legislation and industry best practice and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely. Volunteers/Committee Members: We keep information about you i.e. contact details, and personal sensitive details required for the time to complete checks with the Data Barring Service. A copy of the certificate may be retained by the Club as proof required by any FA official/agency checks. Where bank details are received for reimbursement purposes these details will be kept secure. We retain the information after a volunteer/committee member has left the Club for the recommended period of time then it is deleted or destroyed as necessary. Sharing information with third parties:We will only share child information with the Peterborough FA for registration purposes and outside agencies on a need to know basis and with consent from parents, expect in cases relating to safeguarding children, criminal activity or if required by any legally authorised bodies e.g. police. If we decide to share information without parental consent we will record this on the child’s file clearly starting our reasons.We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the child registered with the Club.
Subject Access Request (SAR):
- Parents/carers can ask to see the information and records pertain to them and their child in accordance with the GDPR. Where necessary, the Club may consult with the child to gain consent to disclose their information to you. Children’s information will not be shared with non resident parents without consulting with the resident parent and where necessary the child.
- Volunteers and committee members can ask to see any information the Club holds on them in accordance with the GDPR.
- We will make the requested information available as soon as practicable and respond to the request within one month.
- If our information is found to be inaccurate we will update it promptly.
- If any individual about whom we hold data has a complaint about how we keep their information secure, or how we have responded to a SAR they may complain to the Information Commissioners Office (ICO).
The Young Daniels Club complies with the requirements of the General Data Protection Regulation (GDPR), regarding the obtaining, processing and storing of personal data.