5. How Long We Keep Your Data
We retain personal information only for as long as necessary to fulfill the purposes for which it
was collected, adhering to the following guidelines:
● General & Medical Data: Player and parent/guardian contact details, alongside medical
forms, are securely deleted or destroyed within 12 months of the player leaving the club.
● Financial Records: Information relating to subscription payments and club accounts is
retained for 6 years to comply with HMRC accounting requirements.
● Health, Safety & Safeguarding: Accident report forms are retained until the child reaches
the age of 21 to comply with personal injury liability laws. Safeguarding records are
retained strictly in line with current Scottish Youth Football Association (SYFA) regulatory
guidelines.
6. Data Security
We are committed to ensuring that your information is secure. We have implemented
appropriate physical, electronic, and managerial procedures to safeguard and secure the
personal data we collect, including restricting access to digital records to authorized club
officials only.
7. Your Data Protection Rights
Under UK GDPR, you have several rights regarding your personal data:
● Right of Access: You can request a copy of the personal data we hold about you or your
child.
● Right to Rectification: You can ask us to correct inaccurate or incomplete data.
● Right to Erasure (Right to be Forgotten): You can request that we delete your data,
provided there is no overriding legal or safeguarding obligation for us to retain it.
● Right to Withdraw Consent: Where we rely on your consent (e.g., for photography), you
can withdraw it at any time.
● Right to Object: You have the right to object to the processing of your data where we are
relying on a legitimate interest.
● Right to Restrict Processing: You can ask us to suspend the processing of your personal
data under certain scenarios.
● Right to Data Portability: You can request the transfer of your automated personal data
to you or a third party.
8. Contact Us
If you have any questions about this Privacy Notice, wish to update your details, or want to
exercise any of your data protection rights, please contact the Club Secretary or your head
coach at:
● Email: nithdalewanderersyouthfc@outlook.com
● Postal Address: Lorimer Park, Blackaddie Road, Sanquhar, DG4 6DB
If you are unsatisfied with how we have handled your personal data, you have the right to lodge
a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
1. Introduction
Nithsdale Wanderers Youth Football Club ("the Club", "we", "our", "us") is committed to protecting
and respecting your privacy. This Privacy Notice explains how we collect, use, and protect the
personal data of our players, parents/guardians, coaches, and volunteers in accordance with the
UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For the purposes of data protection law, Nithsdale Wanderers YFC is the "Data Controller" of the
personal data we collect.
2. What Personal Data We Collect
We collect the following types of personal information to safely and effectively administer the
club:
● Player Data: Name, date of birth, age group, and playing statistics/records.
● Parent/Guardian Data: Name, home address, email address, and telephone/emergency
contact numbers.
● Medical Information (Special Category Data): Relevant medical conditions, allergies, or
injuries that coaching staff must be aware of to ensure player safety during training and
matches.
● Financial Data: Payment records, subscription status, and bank details (where necessary
for processing standing orders or refunds).
● Media: Photographs and video footage from training or matches (only where explicit
consent has been provided).
3. Why We Collect Your Data and Our Legal Basis
Under UK GDPR, we must have a legal basis for processing your data. We process data for the
following purposes:
● Contractual Necessity: To manage club memberships, collect monthly subscription fees
via standing order, and communicate essential club administration (e.g., training
cancellations or match details).
● Legal Obligation: To comply with health and safety laws, safeguarding regulations, and
the strict compliance requirements set by the Scottish Youth Football Association
(SYFA).
● Legitimate Interests: To organize teams, manage club logistics, and maintain historical
club records.
● Explicit Consent: We rely on explicit consent to process Special Category Data (such as
medical conditions and allergies) to ensure player safety during routine club activities.
Explicit consent is also gathered for taking and publishing photographs or videos on the
club's social media channels.
● Vital Interests: In the event of a severe medical emergency, we may share health data
with emergency services to protect a player's life.
4. Who We Share Your Data With
We treat your personal data with strict confidentiality. We do not sell your data to third parties.
We may share your data with:
● The Scottish Youth Football Association (SYFA): Player and coach details are registered
with the SYFA for affiliation, insurance, and league administration purposes.
● Club Officials and Coaches: Only the necessary information (such as emergency
contacts and medical needs) is shared with a player's specific coaching team to ensure
safety during club activities.
● Software and Communication Platforms: We may use secure third-party applications
(such as WhatsApp, Spond, Google Drive etc.) solely for the purpose of team
communication, availability tracking, and secure document storage.
● Financial Institutions: Relevant banking data is processed alongside our banking
providers for the administration of monthly subscription fees.
● Emergency Services: In the event of a medical emergency during a club activity.
