Busby Amateur Football Club ("Busby AFC," "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 in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand our views and practices regarding your personal data.

1. Information We Collect

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

1.1 Personal Identification Information:
- Full name
- Date of birth
- Contact details (e.g., address, email address, phone number)

1.2 Membership Information:
- Membership status
- Emergency contact details
- Medical information (if provided for health and safety purposes)

1.3 Financial Information:
- Payment details for membership fees, donations, or merchandise purchases

1.4 Usage Data:
- Attendance at matches, events, and training sessions
- Photographs and videos taken at club activities

1.5 Technical Data:
- IP addresses and information collected via cookies when visiting our website

2. How We Use Your Information

We use your personal data for the following purposes:

2.1 To Manage Club Operations:
- Administration of memberships and registrations
- Scheduling and communication about matches, training sessions, and events

2.2 Health and Safety Compliance:
- Ensuring appropriate measures are in place for player safety
- Managing medical emergencies

2.3 Communication:
- Providing updates, newsletters, and announcements
- Responding to inquiries

2.4 Financial Administration:
- Processing payments for memberships, donations, and merchandise.

2.5 Marketing and Promotion
- Using photographs or videos of club activities on our website, social media, or promotional materials (with consent)

2.6 Website Functionality:
- Improving user experience and functionality on our website

3. Legal Basis for Processing

We process your personal data under the following legal bases:

- Consent: Where you have explicitly given consent (e.g., for marketing or promotional purposes).
- Contract: To fulfill our obligations under a membership or service agreement.
- Legal Obligation: To comply with legal or regulatory requirements.
- Legitimate Interests: To operate and improve our club activities, provided these do not override your rights.

4. Data Sharing

We do not sell or rent your personal data to third parties. However, we may share your information with:

- Service providers (e.g., payment processors, IT support providers)
- League organizers or governing bodies for registration purposes
- Emergency services in the event of an incident

5. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or to comply with legal obligations. Once data is no longer required, it will be securely deleted or anonymized.

6. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

- Access: Request a copy of the information we hold about you.
- Rectification: Request correction of inaccurate or incomplete data.
- Erasure: Request deletion of your data, subject to certain conditions.
- Restriction: Request restriction of processing under certain circumstances.
- Data Portability: Request transfer of your data to another service provider.
- Objection: Object to processing based on legitimate interests.

To exercise any of these rights, please contact us using the details below.

7. Data Security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or misuse.

8. Cookies

Our website uses cookies to enhance user experience.

9. Third-Party Links

Our website or communications may contain links to third-party websites. We are not responsible for the privacy practices of these websites, and we encourage you to review their policies.

10. Contact Us

For questions, concerns, or to exercise your rights regarding your personal data, please contact us at:

Busby Amateur Football Club (Busby AFC)
Email: info@busbyafc.co.uk

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and where appropriate, notified to you by email.

Last Updated: 26 January 2025

Data policy

Data Protection Policy for Busby Amateur Football Club (Busby AFC)

1. Introduction

Busby Amateur Football Club ("Busby AFC," "we," "us," or "our") is committed to protecting the personal data of its members, participants, and all individuals associated with the club. This Data Protection Policy outlines how we handle personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws of Scotland.

2. Purpose of This Policy

The purpose of this policy is to:

- Ensure the lawful, fair, and transparent processing of personal data.
- Safeguard the rights and freedoms of individuals whose data we process.
- Detail the responsibilities of Busby AFC in managing personal data.
- Provide a framework for addressing data protection concerns and breaches.

3. Scope of the Policy

This policy applies to:

- All personal data processed by Busby AFC, whether electronically or in paper form.
- All members, participants, volunteers, employees, and contractors who process data on behalf of Busby AFC.

4. Data Protection Principles

Busby AFC is committed to processing personal data in accordance with the following principles:

4.1 Lawfulness, Fairness, and Transparency:
Personal data will be processed lawfully, fairly, and in a transparent manner.

4.2 Purpose Limitation:
Data will be collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes.

4.3 Data Minimization:
Data collection will be limited to what is necessary in relation to the purposes for which it is processed.

4.4 Accuracy:
We will ensure that personal data is accurate and kept up to date.

4.5 Storage Limitation:
Personal data will be retained only as long as necessary for the purposes for which it was collected.

4.6 Integrity and Confidentiality:
We will process personal data securely, protecting it against unauthorized or unlawful processing, accidental loss, destruction, or damage.

5. Lawful Bases for Processing

Busby AFC processes personal data under the following lawful bases:

5.1 Consent:
Where explicit consent is provided (e.g., for promotional activities).

5.2 Contractual Necessity:
To fulfill contractual obligations, such as managing memberships or event registrations.

5.3 Legal Obligation:
To comply with legal and regulatory requirements.

5.4 Legitimate Interests:
Where processing is necessary for the legitimate interests of the club, provided these do not override individual rights.

6. Types of Data Collected

Busby AFC collects and processes the following categories of personal data:

6.1 Personal Identification Data:
- Name
- Date of birth
- Contact information (address, email, phone number)

6.2 Health and Safety Data:
- Medical conditions (as required for player safety)
- Emergency contact information

6.3 Financial Data:
- Payment information for membership fees, donations, and merchandise

6.4 Usage Data:
- Attendance at club activities, events, and matches
- Photographs and videos taken during club events

6.5 Technical Data:
- IP addresses and website usage data (via cookies and similar technologies)

7. Data Security

Busby AFC implements appropriate technical and organizational measures to ensure the security of personal data, including:

- Access control measures to restrict data access to authorized individuals.
- Secure storage of physical and electronic records.
- Regular training for staff and volunteers on data protection.
- Use of encrypted methods for data transmission where applicable.

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or to comply with legal obligations. Once data is no longer required, it will be securely deleted or anonymized.

9. Data Sharing

Busby AFC does not sell or rent personal data to third parties. However, data may be shared with:

- Service providers (e.g., payment processors, IT support) under strict confidentiality agreements.
- League organizers and governing bodies for registration purposes.
- Emergency services in case of health and safety incidents.

10. Individual Rights

Under the UK GDPR, individuals have the following rights regarding their personal data:

10.1 Right to Access:
Request a copy of personal data held by Busby AFC.

10.2 Right to Rectification:
Request correction of inaccurate or incomplete data.

10.3 Right to Erasure:
Request deletion of data, subject to certain conditions.

10.4 Right to Restrict Processing:
Request limited processing of data under certain circumstances.

10.5 Right to Data Portability:
Request transfer of personal data to another organization in a structured, commonly used format.

10.6 Right to Object:
Object to data processing based on legitimate interests.

To exercise any of these rights, contact us using the details below.

11. Data Breaches

In the event of a data breach, Busby AFC will:

- Notify the affected individuals and the Information Commissioner’s Office (ICO) where required.
- Take immediate steps to mitigate the impact of the breach.
- Investigate the cause and implement measures to prevent recurrence.

12. Contact Us

For questions, concerns, or to exercise your data protection rights, please contact:

Busby Amateur Football Club (Busby AFC)
Email: info@busbyafc.co.uk

13. Changes to This Policy

Busby AFC reserves the right to update this policy to reflect changes in legislation or club operations. Updates will be posted on our website, and significant changes may be communicated to members directly.

Last Updated: 26 January 2025

Terms and Conditions

Terms and Conditions for Busby Amateur Football Club (Busby AFC)

Introduction

These terms and conditions govern your use of the services provided by Busby Amateur Football Club (Busby AFC, we, us, or our). By participating in our club activities, events, and using our website or services, you agree to comply with these terms. Please read them carefully.

1. Membership

1.1 Membership Eligibility:
Membership is open to individuals who meet the criteria set by Busby AFC. All members must adhere to the club’s rules, policies, and code of conduct.

1.2 Membership Fees:
Membership fees must be paid on time as specified. Failure to pay may result in suspension or termination of membership.

1.3 Termination of Membership:
Busby AFC reserves the right to terminate membership if a member violates the club’s rules or engages in conduct detrimental to the club.

2. Participation in Activities

2.1 Health and Safety:
Participants must ensure they are physically fit to engage in club activities. Any medical conditions should be disclosed to the club in advance.

2.2 Code of Conduct:
Members and participants must behave respectfully towards others, adhere to fair play, and follow the instructions of coaches and officials.

2.3 Liability:
Busby AFC is not responsible for injuries, accidents, or personal property loss occurring during club activities, except where caused by our negligence.

3. Payments and Refunds

3.1 Payments:
All payments for membership fees, events, or merchandise must be made through the designated payment methods.

3.2 Refunds:
Refunds will be considered on a case-by-case basis at the discretion of the club. Certain fees may be non-refundable.

4. Website Use

4.1 Acceptable Use:
You must not use our website for any unlawful or harmful activities, including but not limited to transmitting viruses, spamming, or unauthorized access.

4.2 Intellectual Property:
All content on our website, including logos, text, and images, is the property of Busby AFC. Unauthorized reproduction or distribution is prohibited.

5. Photography and Media

5.1 Consent:
By participating in Busby AFC activities, you consent to the use of photographs and videos taken at events for promotional purposes unless you notify us in writing.

5.2 Opt-Out:
If you do not wish to appear in promotional materials, please inform the club prior to participation.

6. Data Protection

We handle personal data in accordance with our Privacy Policy. By joining the club or using our website, you agree to our collection and use of personal data as outlined in the policy.

7. Complaints and Dispute Resolution

7.1 Complaints Procedure:
Any complaints should be directed to the club committee in writing. We will respond promptly and aim to resolve issues amicably.

7.2 Governing Law:
These terms and conditions are governed by the laws of Scotland. Any disputes will be subject to the exclusive jurisdiction of the Scottish courts.

8. Changes to Terms

Busby AFC reserves the right to update these terms and conditions at any time. Updates will be posted on our website, and significant changes may be communicated to members directly.

Contact Us

For any queries regarding these terms and conditions, please contact us at:

Busby Amateur Football Club (Busby AFC)
Email: info@busbyafc.co.uk

Last Updated: 26 January 2025