Privacy Policy
Last updated: 25 August 2026
The Gloucester County Girls Football League ("GCGL", "we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our League Management System (LMS) and public website.
GCGL operates a girls' football league across Gloucestershire, managing clubs, teams, fixtures, referees, and related administrative functions. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Please read this Privacy Policy carefully. By using our services, you acknowledge that you have read and understood this policy.
We may collect, use, store, and transfer different kinds of personal data about you, including:
Identity Data
Full name, date of birth, and role within the league (e.g., club admin, team manager, referee)
Contact Data
Email address, phone number, postal address, and emergency contact information (for referees)
Account Data
Username, password, and account preferences
Club and Team Data
Club affiliation, team membership, age group, playing position, and team manager details
Financial Data
Bank account details (for referees receiving payments), fine and payment records, affiliation fees
Transaction Data
Details of payments, fines, appeals, and expense claims
Technical Data
IP address, browser type, device information, and website usage data
Usage Data
Information about how you use our website and LMS, including page views and navigation patterns
Communications Data
Messages sent through our internal messaging system, emails, and any correspondence with league officials
Safeguarding Data
DBS check dates and certificate numbers (for referees and officials), safeguarding course completion dates
Note: We do not collect sensitive data about players without explicit consent from parents/guardians. Any medical or disability information is only collected when necessary for player welfare.
We collect personal data through the following methods:
- •Direct interactions: When you register for an account, complete affiliation forms, submit fixture requests, register as a referee, or communicate with us
- •Automated technologies: As you navigate our website, we automatically collect technical data about your device and browsing actions
- •Third parties: Information from clubs, team managers, or The Football Association (FA) regarding registrations and affiliations
- •Public sources: Publicly available information such as club websites or social media (when relevant to league operations)
We use your personal data for the following purposes:
League Administration
To manage club affiliations, team registrations, fixture scheduling, and league standings
Legal basis: Contract, Legitimate Interests
Communications
To send fixture updates, league announcements, fine notifications, and respond to enquiries
Legal basis: Contract, Legitimate Interests
Financial Management
To process affiliation fees, manage fines and appeals, process referee payments, and maintain financial records
Legal basis: Contract, Legal Obligation
Referee Management
To assign referees to fixtures, track availability, process match reports, and manage payments
Legal basis: Contract, Legitimate Interests
Safeguarding and Welfare
To ensure the safety and wellbeing of children and young people in football, manage welfare cases
Legal basis: Legal Obligation, Vital Interests
Website Analytics & Improvements
To understand how our website is used, measure page views and user interactions, and identify areas for improvement. This data helps us enhance the user experience for clubs, managers, referees, and players.
Legal basis: Consent / Legitimate Interests
Compliance
To comply with FA regulations, legal obligations, and resolve disputes
Legal basis: Legal Obligation
We may share your personal data with the following parties:
- •The Football Association (FA): To comply with FA regulations and reporting requirements
- •County FA: For affiliation, safeguarding, and regulatory purposes
- •Clubs and Teams: Contact details of team managers and club officials for league operations
- •Referees: Fixture details and team contact information for match officiating
- •Service Providers: Technology platforms (Base44) that host our LMS and provide infrastructure
- •Legal Authorities: When required by law or to protect the rights and safety of individuals
Note: We never sell your personal data to third parties. All data sharing is done solely for legitimate league operations and with appropriate safeguards in place.
Our League Management System is hosted by Base44, which may store data on servers located outside the United Kingdom. Where your data is transferred outside the UK, we ensure that:
- •The transfer is to a country deemed to provide an adequate level of protection by the UK government, or
- •Appropriate safeguards are in place, such as standard contractual clauses approved by the UK authorities
All our service providers are required to take appropriate security measures to protect your personal data in accordance with our policies and applicable data protection laws.
We have implemented appropriate technical and organisational security measures to protect your personal data from unauthorised access, use, alteration, or disclosure, including:
- •Secure HTTPS encryption for all data transmission
- •Password-protected user accounts with secure authentication
- •Role-based access controls to limit data access to authorised personnel only
- •Regular security updates and monitoring
- •Secure backup procedures
However, please note that no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee its absolute security.
Our website may contain links to third-party websites, including:
- •The Football Association (FA)
- •Gloucestershire FA
- •Club websites
- •Social media platforms (Facebook)
- •Partner and sponsor websites
These third-party websites have their own privacy policies, and we are not responsible for their content or privacy practices. We encourage you to read the privacy policy of any website you visit.
We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements.
Typical Retention Periods:
- • Active user accounts: Retained for the duration of your membership plus 6 years after account closure
- • Financial records: Retained for 6 years after the end of the financial year (legal requirement)
- • Match reports and fixture data: Retained indefinitely for historical league records
- • Safeguarding records: Retained in accordance with FA safeguarding guidelines
- • Website analytics: Retained for 2 years
- • Communications: Retained for 2 years or as long as necessary for ongoing matters
When we no longer need your personal data, we will securely delete or anonymise it so that it cannot be linked back to you.
Under UK GDPR, you have the following rights regarding your personal data:
Right to Access
Request a copy of the personal data we hold about you
Right to Rectification
Request correction of inaccurate or incomplete personal data
Right to Erasure
Request deletion of your personal data (subject to legal obligations)
Right to Restrict Processing
Request that we limit how we use your personal data
Right to Data Portability
Request transfer of your data to another organisation
Right to Object
Object to processing based on legitimate interests
Right to Withdraw Consent
Withdraw consent for processing where consent is the legal basis
To exercise any of these rights, please contact us using the details in the "Contact Us" section below.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data appropriately. Visit www.ico.org.uk for more information.
GCGL is a youth football league for girls and young women. We take the privacy and safety of children very seriously and are committed to complying with all relevant safeguarding legislation and FA guidelines.
Important Information for Parents/Guardians:
- • We do not knowingly collect personal data directly from children under 13 without parental consent
- • Team registrations and player data are provided by club administrators and team managers
- • Parents/guardians have the right to access, correct, or delete their child's personal data
- • We publish match reports and league tables which may include team names but not individual player names
- • Photographs or videos of children are only published with appropriate consent
If you are a parent or guardian and have concerns about your child's personal data, please contact us immediately using the details below.
If you have any questions about this Privacy Policy or how we handle your personal data, please contact:
Information Commissioner's Office (ICO): You also have the right to lodge a complaint with the ICO if you believe your data protection rights have been breached. Visit ico.org.uk for more information.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any significant changes by:
- •Posting the updated policy on this page with a new "Last updated" date
- •Sending an email notification to registered users (for material changes)
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.