Privacy Policy

Pilgrims Football Club (“The Group”)

Privacy Policy

Effective Date: Monday 5 May 2025

Pilgrims Football Club (“we”, “our”, “us”, “the group”) is committed to protecting and respecting your privacy. This policy outlines how we collect, use, and protect your personal information.

We operate as a registered Charitable Incorporated Organisation (CIO) in England and Wales, regulated by the Charity Commission. Our Charity number is 1178501.

We are a registered Data Controller with the Information Commissioner's Office (ICO). Our Registration reference is ZA542801.

Pilgrims Football Club is made up of:

• Pilgrims (Youth) FC
• Pilgrims (Adults) FC

1. Who we are

Pilgrims Football Club is a community football club offering inclusive football opportunities for youth and adult players. As a registered charity, we uphold high standards of data protection and safeguarding.

2. What information we collect

We may collect and process the following types of personal information:

• Name, date of birth, address
• Contact details (email, phone number)
• Medical and allergy information
• Parent/guardian details (for youth players)
• Emergency contact information
• Player registration and participation data
• Volunteer/staff data (e.g. DBS checks)
• Photos and video recordings (with appropriate consent)
• Website usage data (cookies, IP addresses, browser type)
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3. How we use your information

We use personal data for:

• Registering and managing players and volunteers
• Communicating with players, parents/guardians, and staff
• Organising training, fixtures, and events
• Ensuring participant welfare and safety
• Meeting our safeguarding and legal obligations
• Promoting club activities (with appropriate consent)

4. Children’s data

We collect and process personal data of individuals under 18. This includes:

• Player registration details (name, DOB, address)
• Medical and allergy information
• Parent or guardian contact details
• Emergency contacts
• Photos and videos (with explicit parental consent)
• Attendance and club participation records

We apply the following safeguards:

• For children under 13, we require explicit consent from a parent or legal guardian before collecting or using their data.
• Youth data is securely stored and accessed only by authorised club officials (e.g. coaches, safeguarding officers).
• No personal data of minors is shared publicly or used for promotional purposes without valid parental consent.

The legal bases for processing children’s data include:

• Consent (for non-essential uses)
• Legal obligation (e.g. safeguarding)
• Legitimate interests (e.g. managing club activities)

5. Lawful basis for processing

We process personal data based on:

• Consent – where you have given clear permission
• Legal obligation – e.g. safeguarding and health & safety
• Legitimate interests – for effective club operations

6. Sharing your data

We may share data with:

• The Football Association (FA), Kent FA, and relevant leagues
• DBS checking services (for volunteers and staff)
• Medical professionals in emergencies
• Our website and social media platforms (only with explicit consent)

We do not sell or trade your personal data.

7. Data storage and security

Your data is securely stored and only accessible to authorised personnel. We review our data protection procedures regularly and retain data only for as long as necessary for the purposes stated.

8. Your rights under GDPR

You have the right to:

• Access the data we hold about you or a child you are the parent or guardian (with the child’s permission)
• Request correction of inaccurate data
• Request erasure of your data (when appropriate)
• Object to or restrict certain processing
• Withdraw consent (where applicable)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

9. Cookies and website analytics

Our website may use cookies to enhance functionality and analyse usage. You will be notified when visiting the site and can control cookie settings via your browser.

10. Contact us

If you have any questions or requests regarding your data, contact:

Mr Kyran Wilford

Data Protection Officer

Pilgrims Football Club

Email: dataprotection@pilgrimsfc.co.uk

Address: Pilgrims Football Club, C/O 261 Beaver Lane, Ashford, Kent TN23 5PA

11. Policy updates

We may update this Privacy Policy to reflect legal or operational changes. The latest version will always be available on our website with the date of last update.