Privacy Notice

This Privacy Notice explains how we collect, use, and protect your personal information when you register for a parent/guardian account with our club portal.

1. Who We Are

Club Name: Pulford Pirates FC
Data Controller: Pulford Pirates FC Committee
Contact Email: [email protected]
Address: Pulford Road, Leighton Buzzard LU7

2. What Data We Collect

We collect the following personal information when you register:

• Parent/Guardian Details: First name, last name, email address, phone number
• Account Information: Username, password (encrypted), team selection for your child
• Child Details: Your child's first name and (optionally) their surname so we can link them to the correct team
• Child Link Information: Team your child plays for (used to link your account to their profile)
• Usage Data: Login times, pages accessed (for security and system maintenance)
• Optional Marketing Preferences: Whether you consent to receive promotional updates

3. Why We Collect Your Data

We use your information for the following purposes:

• Account Creation & Management: To create and maintain your parent/guardian portal account
• Communication: To send training updates, schedule changes, payment reminders, and essential club communications
• Safeguarding & Administration: To verify your identity and ensure appropriate access to your child's information
• System Security: To protect accounts and monitor for unauthorized access
• Optional Marketing: To send club news, fundraising appeals, and promotional updates (only with your consent)

How we promote safeguarding

Safeguarding underpins every step of the portal. We specifically:

• Verify each parent/guardian and require admin approval before access to team or child information is granted
• Restrict what parents can view so they only ever see information relating to their linked child
• Log account activity and review access requests to make sure data is used appropriately
• Provide direct welfare officer contact details and clear escalation routes inside the portal

4. Our Lawful Basis for Processing

We process your data based on the following legal grounds:

• Legitimate Interests: For essential club operations, communication, and safeguarding
• Contract: To provide the parent portal service you've requested
• Consent: For optional marketing communications (you can withdraw this at any time)

5. Who We Share Your Data With

Your information may be shared with:

• Club Staff: Coaches, team managers, and administrators who need access for their roles
• FA Systems: If applicable, for league registration and compliance purposes
• Email Provider: Our email service provider for sending communications
• Website Hosting: Our hosting provider for system maintenance and security

We do not sell your personal information to third parties for marketing purposes.

6. Data Retention

We keep your information for the following periods:

• Parent Account: Until your child leaves the club, plus 2 years for administrative purposes
• Child Links: Until the child turns 21 (for safeguarding compliance) or leaves the club, whichever is later
• System Logs: 12 months for security monitoring
• Marketing Preferences: Indefinitely, or until you withdraw consent

7. Your Rights

Under data protection law, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Ask us to correct inaccurate information
• Deletion: Request deletion of your account (subject to legal requirements)
• Portability: Request your data in a machine-readable format
• Objection: Object to processing based on legitimate interests
• Complaint: Contact the Information Commissioner's Office (ICO) if you're unhappy with our response

8. Security

We take data security seriously:

• Passwords are encrypted and stored securely
• Access to personal data is restricted to authorized staff only
• We use secure HTTPS connections for all data transmission
• Regular security updates and monitoring are performed
• Staff receive data protection training

9. Cookies

We use only essential cookies:

• Session Cookies: To keep you logged in during your visit
• Security Cookies: To protect against unauthorized access
• We do not use tracking or marketing cookies without your consent

10. Changes to This Notice

We may update this Privacy Notice from time to time. We will notify you of significant changes by email or by posting a notice on the portal.

11. Complaints

If you're not satisfied with how we handle your data, you can complain to:

• Our Data Protection Officer at the contact details above
• The Information Commissioner's Office (ICO)
  Website: ico.org.uk
  Phone: 0303 123 1113

Last updated: February 2026