Privacy notice, cookies and terms
Privacy Notice
Monmouthshire Junior Association Football League take your privacy very seriously.
This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
What personal data we hold on you
Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our participants and if applicable, their parents or guardians, and other League members.
You provide information about yourself and your members when you register with the League, and by filling in forms or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include:
- Name, date of birth and gender
- Contact information, such as home address, email address and telephone numberName of parent or guardian
- We may also ask for relevant health information, which is classed as special category personal data, for the purposes of health, wellbeing, welfare and safeguarding. Where we hold this data will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.
Where we need to collect personal data to fulfil League responsibilities and you do not provide that data, we may not be able honour or administer your registration and participation in junior football.
Why we need your personal data
We will only use personal data for any purpose for which it has been specifically provided.
The reason we need your personal data is to be able to run the League properly, to arrange matches; to administer membership and provide membership services you are signing up to when you register with the League as a Club or participant and to ensure that the League is able to comply with all applicable obligations in accordance with the Rules and Regulations of our governing body, the Football Association of Wales (“FAW”).
The lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services that you are registering for and/or we have a legitimate interest to ensure that the League is administered properly and in accordance with the Rules and Regulations of the FAW.
We have set out below, in a table format, a description of all the ways we plan to use personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
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Purpose/Processing Activity |
Lawful Basis for processing under Article 6 of the GDPR. |
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Processing of registration forms including: - FAW junior player registration - League junior club / team entry registration - League junior player licence for competitive football and mini football |
Performance of a contract / Legitimate interest - To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Processing FAW Club Accreditation documentation |
Performance of a contract / Legitimate interest - To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Processing Match Team Sheets |
Performance of a contract / Legitimate interest - To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Organising matches |
Performance of a contract / Legitimate interest - To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Sending out match or League information and updates
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Performance of a contract / Legitimate interest - To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Sending out updates received from the FAW, FAW Trust, and Gwent County FA relating to rules and regulations, accreditation requirements, coaching courses and workshops, safeguarding, and affiliation |
Performance of a contract / Legitimate interest - To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Sharing data with coaches, managers or officials to run training sessions or enter events/competitions |
Performance of a contract / Legitimate interest - To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Sharing data with Area Associations (e.g. the Gwent County FA), the FAW and other leagues or competition providers where necessary for entry to events/competitions |
Performance of a contract/Legitimate interest -To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions |
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Sharing data with committee members to provide information about League activities, membership renewals or invitation to social events |
The League has a legitimate interest to maintain member and participant correspondence for League purposes. |
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Sharing data with third party service or facility providers |
The League has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third-party services is for the benefit of the League, participants and its members. |
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Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority |
The League has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the League, participants and its members. |
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Publishing match and league results |
Performance of a contract / Legitimate interest – For the purpose of administering leagues along with any other competitions. |
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Publication of club contact information · League handbook · League website |
Performance of a contract / Legitimate interest – To run the organisation efficiently and as it sees fit. For the purpose of administering leagues along with any other competitions. This data is deleted each season and renewed with your annual consent.
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Publishing photos of matches and any football related photography and/or videography |
Legitimate interest – To run the organisation efficiently and as it sees fit. Where possible and if reasonable grounds are identified, photography/videography can be removed / taken down on the request of those captured. (If under the age of 16, consent from the child and parent/guardian will be required prior to photo/video being published) |
Who we share your personal data with
Your personal data may be shared with Area Associations (e.g. Gwent County FA), the FAW and First Sports International (who administer on behalf of the FAW the Central Player Registration portal and MyClub portal) in order to ensure that the League is administered properly, that players and Clubs are correctly registered and for affiliation, safeguarding and licensing purposes and to comply with all applicable Rules and Regulations of the FAW.
We may share personal data with selected third parties, suppliers and sub-contractors such as, referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.
We may disclose personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.
The League’s data processing may require personal data to be transferred outside of the UK. Where the League does transfer personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.
Links to other sites
Our website may contain links to other sites. This privacy policy does not apply to information collected on third parties’ sites. Please be aware that we are not responsible for the privacy practices of these sites. We encourage our users to be aware when they leave this website and to read the privacy statements applicable on those sites.
Protection of your personal data
We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We keep personal data on our participants while they continue to be a participant or are otherwise actively involved with the League.
- We will delete this data 2 months after a participant has left or otherwise ended their registration or affiliation, or sooner if specifically requested and we are able to do so.
- We retain a copy of the junior player licence over multiple registration periods for mini football and competitive junior football.
- We destroy junior player licences for mini football 2 months after they have ended participation in Under 11s, or sooner if specifically requested and we are able to do so.
- We destroy junior player licences for mini football 2 months after they have ended participation in Under 16s, or sooner if specifically requested and we are able to do so.
- We may need to retain some personal data for longer for legal or regulatory purposes.
The personal data that is stored on First Sports International is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from First Sports International then please contact the FAW.
Your rights regarding your personal data
Data subject participants have the right at any time to request access to, rectification or erasure of their personal data; to restrict or object to certain kinds of processing of their personal data, including direct marketing; to the portability of their personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of their personal data.
As a data subject, participants are not obliged to share their personal data with the League. If they choose not to share their personal data with us we may not be able to register them with the League.
We may update this Privacy Notice from time to time and will inform you to any changes in how we handle personal data.
If participants have any questions about this Privacy Notice then please contact Derek Harris via email to secretary@monmouthshirejuniorleague.com
This version was last updated on 24th May 2018.
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Other Terms
The information contained on this site has been put here in good faith. The Monmouthshire Junior Association Football League ("the League") accept no responsibilty for any inaccuracies. All links to other websites sites have been added in good faith and do not represent any endorsement by the League.
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