Privacy Policy

Data Privacy Notice

Merstham Youth are committed to protecting the privacy of our players, parents/guardians, coaches and volunteers. This notice explains what personal information we collect, why we collect it, how we use it, and your rights regarding that information, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

Merstham Youth is the youth section of Merstham Football Club, based at the Moatside, Merstham, Surrey. For data protection purposes, Merstham FC / Merstham Youth is the data controller.

What information we collect

• Player details: name, date of birth, address, medical/allergy information and emergency contact details.
• Parent/guardian details: name, address, phone number and email address.
• Coach/volunteer details: name, contact details, DBS check status and qualifications.
• Photographs and video taken at training sessions, matches and club events.
• Payment information relating to membership fees (processed securely; we do not store full card details).

Why we collect it

• Organise training, matches and fixtures.
• Ensure player safety including medical or welfare needs.
• Contact parents/guardians about club matters.
• Meet safeguarding and legal obligations.
• Promote the club through photos and videos (with consent).

Our legal basis for processing

We process personal data on the basis of consent, contractual necessity, legal obligation and legitimate interest in running the club effectively.

Children's data

Most of our players are under 18. Where a player is under 13, we collect and process their data based on parental consent. We only collect the information necessary to safely deliver football activities.

Photographs and video

We ask for separate consent before using any photos or videos of players on our website, social media or printed materials. Consent can be withdrawn at any time.

Who we share your information with

• The relevant football leagues and The FA.
• Coaches and team managers directly involved with your child's team.
• Emergency services or medical professionals where necessary.

We do not sell or share personal data for marketing purposes.

How long we keep your information

We retain personal data only for as long as necessary or as required by league and safeguarding regulations.

How we protect your information

We take reasonable steps to keep personal data secure, including restricting access to those who need it and using secure systems for storing records.

Your rights

• Under UK GDPR, you have the right to:
• Access your personal data.
• Correct inaccurate information.
• Request deletion where applicable.
• Withdraw consent.
• Object to certain processing.
• Make a complaint to the Information Commissioner's Office (ICO).

Cookies

Our website uses cookies to improve your browsing experience. You can manage cookie preferences through your browser settings.

Contact us

If you have any questions about this privacy notice or how we handle your data, please contact us.

You can also contact the Information Commissioner's Office at ico.org.uk if you have concerns that cannot be resolved directly with us.