Player Privacy Policy
Last updated: 29 September 2025 (Version 1.0)
This Player Privacy Policy sets out how Gloucester County Girls League ("we", "us", "our") collects, uses, stores, shares, and protects the personal information of players (and related individuals, e.g. guardians) involved in the league.
If you have any questions or concerns, please contact our Data Protection Lead at gloscgfl@gmail.com
This policy applies to all players (current, prospective, or former) of the GCGL, and to any personal data we collect about them, either directly (e.g. registration) or indirectly (e.g. from clubs or coaches).
Important: If the player is under 13 (or the age threshold applicable in your jurisdiction), we will always ask a parent or guardian to consent or provide information on their behalf.
Here are the kinds of information we may collect about players:
Basic identity & contact details
Name, date of birth, address, phone, email.
Emergency & guardian info
Names, contacts of parent(s)/guardian(s), emergency contacts.
Medical / health information
Allergies, pre-existing conditions, relevant medical notes (for safety).
Club / team information
Team, club affiliation, registrations, playing position, squad numbers.
Match / performance data
Fixtures, results, statistics, attendance.
Images & media
Photos, video footage (e.g. training, matches) — always with consent.
Technical / website data
IP address, browser, device, pages visited (if the player or guardian uses our site).
Preferences & consent data
Records of which consents you have given or withdrawn, marketing preferences, communication choices.
We try to limit collection to only what is necessary.
We collect and use player data for several key purposes:
| Purpose - What we do | Legal Basis / Justification |
|---|---|
| To register and manage players Maintain league membership, schedule matches, communicate updates | Contractual necessity / legitimate interest |
| To ensure safety & welfare Use medical and emergency contact info in case of injury or incident | Vital interests / legal obligation |
| To publicise and promote the league Use photos, match results, highlights | Consent (you choose) / legitimate interest |
| To communicate with you Email, texts about fixtures, changes, league news | Contract / consent (for optional marketing) |
| To improve our website & services Analytics, logs to understand usage and make improvements | Consent (via cookies) |
| To meet legal, regulatory, or compliance requirements Provide data to FA, regulatory bodies, or respond to lawful requests | Legal obligation |
We will never sell your personal data to third parties.
We may share player data with:
- •Clubs, coaches, referees — for organizing matches, safety, and communication.
- •The Football Association (FA) systems or county football associations for registration, compliance, and reporting.
- •Service providers (hosting, email, analytics, storage) who help us run our systems.
- •Authorities or legal bodies, if required by law (e.g. safeguarding, investigations).
If any of these providers or partners are located outside the UK or European Economic Area (EEA), we will ensure that suitable safeguards are in place (such as standard contractual clauses or adequacy decisions) to protect your data.
We only keep personal data for as long as necessary for the purpose for which it was collected (and no longer). Below is a guide:
| Type of Data | Retention Period |
|---|---|
| Player registration & general data | During the player's active involvement + 2 years |
| Medical / health details | While relevant + up to 2 years afterward |
| Match records, results, stats | Kept for historical record (archive) |
| Photos / videos (with consent) | Up to 5 years, unless consent is withdrawn earlier |
| Website / technical logs | Typically 12 months, or anonymised sooner |
| Communication / consent records | For as long as necessary (to track consent status) |
After the retention period, we will securely delete or anonymise the personal data.
Because many of our players are minors, we always require that a parent or guardian consents on behalf of any player under the applicable age (commonly under 13).
- •Before collecting photos, videos, or other media, we will ask for explicit, documented consent from the parent or guardian.
- •You have the right to refuse or withdraw that consent at any time — we will stop using new media, and may remove or delete existing media if possible.
- •If we ever inadvertently collect data from a child without proper consent, we will delete it as soon as we become aware.
If players or guardians use our website or online registration portal, we may use cookies or analytics tools (e.g. Google Analytics) to understand site usage. That may include anonymised data like device type, pages visited, time on page.
You have control over cookies: you can accept, decline, or block them via your browser settings. You can also opt out of Google Analytics via their opt-out tools.
We work hard to keep personal data safe:
- ✓Use encryption (in transit and, where possible, at rest).
- ✓Restrict access — only authorized staff (or service providers) can view data.
- ✓Regular security audits and backups.
- ✓Staff and volunteers are trained in data protection best practices.
Data Breach: If a data breach occurs that could affect your rights or safety, we will notify the Information Commissioner's Office (ICO) within 72 hours (when required), and inform affected players/guardians where appropriate.
As a player (or parent/guardian on behalf of a player), you have several rights:
Access
You can ask for a copy of the data we hold about the player.
Correction
Ask us to update incorrect or incomplete information.
Deletion
Request deletion of personal data (subject to legal or contractual constraints).
Restrict processing
Ask us to limit how we use the data in certain circumstances.
Object
Object to certain processing (e.g. marketing or profiling) if it's based on legitimate interest.
Withdraw consent
You can withdraw consent at any time (for media use or other consent-based processing).
Data portability
Where applicable, ask for your data in a transferable format.
Response time: We aim to respond within one month. Sometimes we may extend to two months if the request is complex, but we will inform you.
To exercise a right, email gloscgfl@gmail.com
We do not currently make decisions about players solely by automated means (e.g. algorithmically selecting who plays). If we ever introduce such systems, we will update this policy, explain how they work, and allow review or objection.
If you have questions about how we handle player data, or wish to exercise your rights, contact:
ICO (Information Commissioner's Office): If you're not satisfied with our response, you can lodge a complaint with the UK data protection authority at ico.org.uk
We may update this Player Privacy Policy as our operations or legal requirements evolve. If we make significant changes, we will notify players and guardians (e.g. by email or website notice).
Always check the "Last updated" date at the top to see the current version.