Privacy Policy – Sheppey Swifts Football Club
Last updated: 18 May 2026
1. Introduction
Sheppey Swifts Football Club (“the Club”, “we”, “us”, “our”) is committed to protecting the privacy and personal data of our players, parents/guardians, volunteers, and website visitors.
This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website or interact with the Club.
By using our website, you agree to the terms of this Privacy Policy
2. Who We Are
Sheppey Swifts Football Club
Cropthore, Worcestershire, United Kingdom
Email: info@sheppeyswifts.co.uk
We are the Data Controller for the personal data we process.
3. What Personal Data We Collect
We may collect and process the following types of personal data:
- Contact details — name, email address, phone number, address.
- Player information — date of birth, medical details (where provided for safety), emergency contacts.
- Website usage data — IP address, browser type, device information, pages visited.
- Registration and membership data — team allocation, attendance, payment records.
- Photographs and video — only where consent has been provided.
We do not knowingly collect data from children without the explicit consent of a parent or guardian.
4. How We Use Your Personal Data
We use your information for the following purposes:
- Club administration — managing teams, fixtures, training, and communications.
- Safety and safeguarding — ensuring player welfare and emergency contact availability.
- Website functionality — improving site performance and user experience.
- Marketing and communications — sending updates, newsletters, or event information (with consent).
- Legal compliance — meeting FA, league, and safeguarding requirements.
5. Legal Basis for Processing
We process personal data under the following lawful bases:
- Consent — e.g., photos, marketing emails.
- Contract — membership registration and participation.
- Legal obligation — safeguarding and health/safety requirements.
- Legitimate interests — running and improving the Club.
6. How We Store and Protect Your Data
We take appropriate technical and organisational measures to protect your data, including:
- Secure password‑protected systems
- Restricted access for authorised volunteers only
- Encrypted storage where appropriate
Data is stored within the UK or in services compliant with UK GDPR.
7. Sharing Your Data
We may share personal data with:
- League and FA bodies — for player registration and competition requirements.
- Emergency services — where necessary for safety.
- Service providers — website hosting, email systems, payment processors.
We never sell your personal data.
8. Cookies
Our website may use cookies to improve user experience and analyse traffic.
You can manage or disable cookies through your browser settings.
For more details, see our Cookie Policy.
9. How Long We Keep Your Data
We retain personal data only for as long as necessary:
- Player and membership data — up to 1 year after leaving the Club
- Financial records — 6 years (legal requirement)
- Photos — until consent is withdrawn
10. Your Rights
Under UK GDPR, you have the right to:
- Access your data
- Correct inaccurate data
- Request deletion
- Withdraw consent
- Restrict or object to processing
- Data portability
To exercise your rights, contact us using the details above.
11. Children’s Data
As a junior football club, we process children’s data only with parental/guardian consent and in line with FA safeguarding policies.
12. Links to Other Websites
Our website may contain links to external sites. We are not responsible for their privacy practices.
13. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be posted on our website.
14. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact:
Club Secretary
Sheppey Swifts Football Club
Email: info@sheppeyswifts.co.uk