Whitehill & Bordon FC

Privacy Policy

Issued 15 August 2026 · Version 1.0 (interim, awaiting committee ratification)
This notice replaces all previous versions. It is written to meet our obligations under the UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations.

Who we are

Whitehill & Bordon FC is a community football club founded in 2021 and based at The Daly Ground, School Road, Bordon, Hampshire GU35 0NU. We are affiliated to Hampshire FA and our teams compete in the Hampshire Premier League and local youth leagues.

The club is the data controller for the information described here. Contact us about anything in this notice:

The club is working towards Community Interest Company status. When that completes, the legal entity named here will be updated.

The short version

We are a volunteer-run grassroots football club. We hold the minimum information we need to register players, run teams, keep children safe, collect subscriptions and keep in touch with people who want to hear from us.

We do not sell personal information, we do not share it with sponsors for their own marketing, and we do not use it to profile anyone or make automated decisions.

What we collect, and why

Adult players

We hold
Name, date of birth, address, email, phone, FA Number, photograph, emergency contact, relevant medical or injury information, subscription payment records, disciplinary records
Why
To register you with The FA and our league, select and organise teams, contact you about fixtures, keep you safe, and collect subscriptions

Youth players

We hold
As above, plus a parent or carer’s contact details, age group, and any disability, medical or additional needs information shared with us
Why
The same purposes, plus meeting our safeguarding responsibilities to children

Parents and carers

We hold
Name, relationship to the player, email, phone, address, consent records
Why
To contact you about your child’s football, obtain consents, and reach you in an emergency

Coaches, team officials and volunteers

We hold
Name, contact details, FA Number, role, DBS check status and reference, safeguarding and coaching qualifications and expiry dates, references
Why
To register you correctly on the FA Club Portal, meet safe recruitment requirements, and run the club

Committee members

We hold
Name, contact details, role, and where required for company or funding purposes, date of birth and address
Why
Club governance, affiliation, funding applications and statutory filings

Members, supporters and newsletter subscribers

We hold
Name, email address, and the fact that you asked to hear from us
Why
To send you club news you have asked for

Sponsors and commercial contacts

We hold
Business name, contact name, email, phone, agreement and payment records
Why
To agree, deliver and invoice sponsorship

Website visitors

We hold
IP address, device and browser information, pages viewed, cookie data
Why
To keep the website working and understand which pages people use

Anyone in a photograph or video

We hold
Images and footage taken at club activities
Why
To promote the club and celebrate our players

Anyone involved in a safeguarding concern or complaint

We hold
Records of the concern, what was said, and what action was taken
Why
To meet our safeguarding and governance obligations

Our lawful bases

Under the UK GDPR we must have a lawful basis for everything we do with your information. Ours are:

Legitimate interests
Running the club day to day — organising teams and fixtures, communicating with players and parents, keeping club records, managing sponsorship
Contract
Membership and subscription arrangements, and sponsorship agreements
Legal obligation
Safeguarding duties, accounting and tax records, and information we must provide to The FA, Hampshire FA or a funder
Consent
Newsletters and marketing emails, photography and filming for publication. You can withdraw consent at any time
Vital interests
Using medical or emergency contact information where someone’s life or health is at risk

Special category and criminal offence data

Health and disability information, and information relating to safeguarding concerns or criminal records checks, need extra protection. We hold this only where necessary and rely on the substantial public interest condition for the safeguarding of children and individuals at risk under the Data Protection Act 2018, on explicit consent, or on vital interests in a medical emergency.

DBS certificate information is handled under The FA’s DBS Check Certificate Handling Policy — we record only that a check was completed and accepted, and its date.

Who we share information with

  • The Football Association and Hampshire FA, through the FA Club Portal and Whole Game System
  • The Hampshire Premier League and the youth leagues our teams play in
  • Opposition clubs and match officials, where team sheets or registration checks require it
  • Squarespace, which hosts our website, and Google, which provides the analytics described below — both process data on our behalf
  • Our email and newsletter tools, which store data on our behalf
  • Our insurers, and any funder such as the Football Foundation where a grant requires reporting
  • Local press and media, where we supply match reports, results and photographs
  • The police, children’s services or other statutory agencies, where safeguarding or the law requires it

We do not sell personal information, and we do not pass member or supporter contact details to sponsors for their own marketing.

Transfers outside the UK

Some services we use to run the website, send email and measure website traffic store data outside the UK, including in the United States — Squarespace and Google Analytics among them. Where that happens we rely on the safeguards those providers have in place under UK data protection law, such as the International Data Transfer Agreement or UK Addendum, or an adequacy decision.

Photography, video and social media

We publish photographs and video of club activity. Where children are involved we follow our Photography and Filming Policy and The FA’s guidance:

  • we ask parents and carers for consent before publishing images of a child
  • we do not publish a child’s full name alongside their image without specific consent
  • consent is voluntary and can be withdrawn at any time by emailing welfareofficer@whitehillbordonfc.co.uk
  • if you ask us to remove an image from a club channel we will do so as soon as reasonably possible, and you do not have to give a reason

Once an image has been shared publicly we cannot always control copies held elsewhere — for example where it has been reshared by someone else or published by a newspaper.

Cookies

Our website is built on Squarespace. Cookies are small files a website saves to your device so it can work properly and understand how it is being used.

Essential cookies

What they do
Keep the site secure and working — page loading, form submission, and remembering that you have answered the cookie banner
Your choice
Always on. The site cannot work without these

Analytics cookies

What they do
Google Analytics, which tells us which pages people visit and how they arrived. We see this only as aggregate numbers, never as individuals
Your choice
Optional — you choose when the cookie banner appears

When you first visit the site you will see a cookie banner asking whether you are happy for us to use analytics cookies. If you decline, no analytics cookies are set at all — the site works exactly the same. You can change your mind at any time by clearing this site’s cookies in your browser and reloading the page, which brings the banner back.

About Google Analytics

We use Google Analytics to understand how the website is used — which pages are popular, and whether people find us through search or social media. We use it in aggregate; we do not use it to identify individual visitors, and we have not enabled advertising or remarketing features.

Google processes this data on our behalf and stores it on servers that may be outside the UK, including in the United States. You can read how Google handles data from sites that use its services at google.com/policies/privacy/partners, and you can opt out of Google Analytics on every website you visit using Google’s browser add-on at tools.google.com/dlpage/gaoptout.

We do not use advertising or tracking cookies, and we do not allow third parties to advertise to you based on your visit here.

How long we keep information

Player registration and membership records
The season in question, then six years
Parent and carer contact details
While the child is registered, then six years
Coach and volunteer records
Duration of the role, then six years — including DBS status and qualification dates
Safeguarding records and concerns
In line with FA and Hampshire FA requirements — potentially considerably longer than other records
Financial records, subscriptions and sponsorship
Current financial year plus six years
Newsletter and marketing contacts
Until you unsubscribe or ask us to stop
Photographs and video
Until consent is withdrawn or the material is no longer needed
Website analytics
For the period set in our Google Analytics account, which is a maximum of 14 months
Unsuccessful volunteer applications
Six months

Your rights

You have the right to:

  • ask what personal information we hold about you, and get a copy
  • have inaccurate information corrected
  • ask us to delete information where we no longer have a good reason to keep it
  • ask us to restrict how we use your information while a query is resolved
  • object to our use of your information where we rely on legitimate interests
  • ask for your information in a portable format
  • withdraw consent at any time, where consent is what we rely on
  • ask us not to send you marketing — or unsubscribe using the link in any club email

Email secretary@whitehillbordonfc.co.uk. We will respond within one month, and there is normally no charge. We may ask you to confirm your identity first.

Some rights are not absolute. We may not be able to delete information we are required to keep — safeguarding and financial records in particular. If that applies, we will explain why.

Children’s information

Most of our youth players are under 13, and we deal with their parents and carers rather than with children directly for registration, consent and communication. Where a young person is old enough to understand, we take their own wishes into account — particularly over photography.

Coaches and team officials do not contact under-18s privately. Team communication takes place in group chats that include parents and at least two adults from the club, as set out in our Social Media and Online Safety Policy.

Keeping information secure

Club information is held in club accounts rather than on personal devices wherever possible, and access is limited to the committee members and team officials who need it. Club accounts use strong passwords and two-factor authentication where available. Safeguarding records are held securely by the Club Welfare Officer, separately from general club records. When a volunteer steps down, their access is removed.

If a personal data breach occurs and it is likely to risk people’s rights and freedoms, we will report it to the Information Commissioner’s Office within 72 hours and tell those affected where required.

Complaints

Please tell us first — email secretary@whitehillbordonfc.co.uk. You can also use the club’s Complaints and Concerns Procedure.

You have the right to complain to the Information Commissioner’s Office at any time:

Website
ico.org.uk/make-a-complaint
Helpline
0303 123 1113
Post
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Changes to this notice

We review this notice at least annually and whenever the way we handle information changes. Where a change materially affects how we use your information, we will tell members directly rather than rely on you noticing the update.

Related policies: Safeguarding Children Policy · Photography and Filming Policy · Social Media and Online Safety Policy · Complaints and Concerns Procedure