Privacy Policy

For the website: https://milfordathletic.com

Last updated: 22 September 2025

1. Introduction

Milford Athletic Football Club ("we", "us", "our") is committed to protecting the privacy and security of the personal information of players (aged 6–18), parents/guardians, coaches, volunteers and visitors to our website. This Privacy Policy explains how we collect, use, store and disclose personal data and your rights in relation to that data.

2. Who we are & how to contact us

If you have any questions about this policy or our data practices, please contact our Data Protection Contact:

• Organisation: Milford Athletic Football Club
• Contact name: [Insert contact name]
• Postal address: [Insert postal address]
• Email: [insert-email]
• Phone: [Insert phone number]

3. Personal data we collect

We collect and process personal data of players, parents/guardians, coaches, volunteers, and website visitors. Types of data may include:

• Identity & contact: name, date of birth, gender, home address, email address, telephone number.
• Parent/guardian details: name and contact information for parents or guardians.
• Health & medical: medical information, allergies, dietary requirements, medication and emergency contact details where necessary to protect a child's health and safety.
• Participation & sporting data: team membership, attendance, match records and consent forms.
• Images & media: photographs or video recordings from matches, training or events (only where consent has been obtained, see section on consent).
• Website & technical: IP address, browser type, cookies and analytics data collected when you visit our website.

4. How we collect personal data

We collect data in a number of ways including:

• Registration or consent forms completed by parents/guardians.
• Direct communications (email, phone, messaging apps) with parents, players, volunteers and staff.
• At training sessions, matches and club events.
• Through the website (contact forms, newsletter sign-ups, cookies and analytics).

5. Why we use personal data & lawful basis

We use personal data for purposes including:

• To organise and manage training sessions, matches, club events.
• To communicate with parents/guardians, players, volunteers (schedules, updates, news).
• To ensure safety and wellbeing (medical info, emergency contacts).
• To meet legal, insurance, and safeguarding obligations.
• To promote the club: e.g. sharing photos/videos (with consent), posting results or news on website/social media.
• To manage payments (if applicable).

Lawful bases for processing under UK GDPR include:

• Consent: where we ask for consent (e.g. to use photos/videos). You can withdraw consent at any time.
• Contract / Performance of obligations: membership obligations, attendance, etc.
• Legal obligation: safeguarding, insurance, health & safety.
• Legitimate interests: for example, maintaining club operations, communicating with members, promoting club events — provided these legitimate interests are not overridden by your rights.

If special category data is collected (e.g. health/medical), we will handle this under the additional legal conditions required (e.g. explicit consent where needed).

6. Consent

Where we rely on consent (for example to publish photographs or videos), we will ask parents or legal guardians to provide clear permission. Consent can be withdrawn at any time by contacting us (see section 2). Withdrawal of consent will not affect the lawfulness of any processing carried out prior to withdrawal.

7. Who we share personal data with

We only share personal data with third parties where necessary and with appropriate safeguards. Recipients may include:

• Club coaches, volunteers and staff who need the data to carry out their duties.
• Service providers such as website hosts, email providers, payment processors and photographers.
• Governing bodies or associations for fixtures, registrations or disciplinary matters.
• Emergency services, medical professionals or insurers when required for health, safety or legal reasons.
• Other clubs or competition organisers for registration and match administration.

We ensure third parties who receive data also handle it securely and comply with data protection requirements.

8. Transfers Outside the UK / Overseas

If we need to transfer data outside the UK or European Economic Area, we will make sure to have appropriate safeguards in place (for example, standard data protection clauses) so that your data remains protected in line with UK data protection law.

9. How Long We Keep Your Data (Retention)

We will keep your personal data only for as long as necessary for the purposes for which it was collected, including:

• While you or your child is active in the club
• After leaving, for a limited time in case there are any issues (e.g. complaints, insurance, safeguarding).
• As long as required for legal, statutory or regulatory obligations.

When the data is no longer needed, we will securely delete, anonymise, or destroy it.

10. Your rights

Under UK GDPR you have rights over how we handle your personal data. These include the right to:

• Access: request a copy of the personal data we hold about you.
• Rectification: correct inaccurate or incomplete data.
• Erasure (“right to be forgotten”): in certain circumstances, ask us to delete your data.
• Restriction of processing: ask us to limit the way we use your data.
• Object: to processing based on legitimate interests or direct marketing.
• Data portability: receive your data in a structured, commonly used format and transfer it elsewhere, where applicable.
• Withdraw consent: when the legal basis is consent, you can withdraw it at any time (this won’t affect past processing).

To exercise any of these rights, please contact us (see section 2).

11. Cookies & website analytics

Our website may use cookies or similar technologies to:

• Improve user experience (e.g. remembering preferences).
• Analyse how the site is used (traffic, pages visited) so we can improve.

We will provide users with information about the cookies in use, and how to disable or control them, if necessary.

12. Security

We implement reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse or disclosure. Access to personal data is restricted to those who need it to perform their role.

13. Special Considerations for Children

Since we deal with children (ages 6-18), we are particularly careful about:

• Obtaining consent from parents/guardians for data processing (especially for medical info, photos/videos).
• Using language and forms that are clear and understandable.
• Minimising data collection — only what is necessary.
• Ensuring communications are appropriate and safeguarding is always a priority.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will publish the updated policy on our website and update the "Last updated" date at the top of this page. Where significant changes are made, we will aim to notify members or parents/guardians by email or via our usual communications channels.

15. Further information & complaints

If you have questions about this policy or our processing activities, please contact us (see section 2). If you believe we have not complied with data protection law you may also complain to the UK Information Commissioner’s Office: https://ico.org.uk.