Privacy Policy
Privacy Policy
Coolaney United Youth Football Club (“the Club”, “we”, “us”) is committed to protecting the privacy and personal data of our players, parents/guardians, coaches, volunteers, committee members, and supporters. This Privacy Policy explains how we collect, use, store, share, and protect personal data in connection with club membership, football activities, safeguarding, communications, and club administration.
The Club acts as the Data Controller for the personal data it processes and follows the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018.
1. What information we collect
We may collect and process the following categories of personal data:
- Identity data such as name, date of birth, gender, and FAI registration details.
- Contact data such as address, email address, phone numbers, and emergency contact details.
- Membership and participation data such as team allocation, attendance, registration status, and role within the club.
- Health and safety data such as medical conditions, allergies, emergency treatment information, and accident/incident records.
- Vetting and safeguarding data such as Garda Vetting information, Safeguarding certificates, references, and compliance checks.
- Media data such as photographs or video recordings where appropriate consent has been given.
We collect this information through registration forms, club contact forms, direct communication, vetting forms, membership documents, and related club administration systems.
2. Why we use personal data
We use personal data to:
- Register players, volunteers, and members.
- Organise training sessions, matches, tournaments, travel, and club communications.
- Manage payments, membership records, and team administration.
- Meet safeguarding, vetting, and child welfare obligations.
- Keep players safe, including emergency contact and medical arrangements.
- Support club discipline, complaints, and conduct processes where necessary.
- Share approved club news, photographs, or media content where consent has been provided.
3. Legal bases for processing
We process personal data where one or more of the following legal bases applies:
- Contract: to manage membership and participation in club activities.
- Legal obligation: to comply with safeguarding, vetting, tax, insurance, and sporting governance requirements.
- Legitimate interests: for internal administration and club communications.
- Consent: for certain uses such as photography, video, or optional disclosures.
Where the data relates to a child, consent will be obtained from a parent or legal guardian where required.
4. How we share information
We only share personal data where necessary and lawful. This may include sharing with:
- The Football Association of Ireland and affiliated leagues or competition bodies.
- Garda vetting authorities and safeguarding bodies where required.
- Medical professionals or emergency services in the event of an incident.
- Club officials and volunteers on a strict need-to-know basis.
- Secure service providers used for registration, payments, communications, or website services.
We do not sell personal data to third parties.
5. How we protect data
We take appropriate technical and organisational measures to keep personal data secure. These include restricted access, secure password protection, locked storage for paper records, and secure handling of membership and vetting files.
We also apply safeguards around children’s privacy, including restrictions on private one-to-one digital communication and the use of images or video without proper consent.
6. Photography and media
We may use club photographs, match clips, or video content for club communications and promotion only where the necessary consent has been given. For underage players, consent must come from a parent or guardian.
No personal tagging of youth players on social media is permitted, and images or video are not to be shared outside approved club channels without permission.
7. Retention of data
We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law, insurance, safeguarding, or FAI rules. Membership and financial records may be kept for a reasonable period after membership ends, while safeguarding and vetting records are retained in line with statutory and regulatory requirements.
8. Your rights
Under GDPR, you have the right to:
- Be informed about how your data is used.
- Access the personal data we hold about you.
- Ask us to correct inaccurate information.
- Request deletion in certain circumstances.
- Restrict or object to certain processing.
- Request data portability where applicable.
- Withdraw consent where processing is based on consent.
To exercise these rights, please contact the Club Secretary in writing. We aim to respond within one month.
9. Data breaches and complaints
If a personal data breach occurs, we will assess the risk and, where required, notify the Data Protection Commission without undue delay and within 72 hours where feasible. If the breach presents a high risk to individuals, affected people will be informed promptly.
If you have a concern about how your personal data is handled, please contact the Club Secretary first. You also have the right to lodge a complaint with the Data Protection Commission in Ireland.
10. Contact us
For privacy or data protection queries, contact:
Club Secretary
Coolaney United Youth Football Club
Email: coolaneyunited@outlook.com
Coolaney United Youth Football Club
Email: coolaneyunited@outlook.com
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Coolaney United Youth FC
Founded 1975