Privacy Policy gdpr 

1. Who we are

Finchampstead Subbuteo Club is the controller of personal information used to administer membership and club activities. Contact: finchampsteadsubbuteo@gmail.com. The Committee is responsible for overseeing data protection.

2. Information we may collect

• Name, preferred name, contact details, membership number, category, status and payment history.
• Attendance, tournament entries, match results, rankings, awards and eligibility information.
• Emergency-contact details and limited health, disability or adjustment information supplied voluntarily where relevant.
• Photographs, video, audio, quotations and social-media interactions connected with Club activities.
• Correspondence, complaints, disciplinary, accident, safeguarding or insurance records.
• Bank or transaction references needed to identify payments; the Club should not retain full card details.

3. Why and how we use information

4. Special-category information

Health, disability or other sensitive information will be requested only where relevant, kept to a minimum and given additional protection. Depending on the circumstances, the Club may rely on explicit consent, vital interests, legal claims or another condition permitted by data-protection law. Consent may be withdrawn, although another lawful reason may sometimes permit continued use.

5. Sharing information

Information may be shared only where reasonably necessary with authorised committee members, event organisers, ESA, WASPA, insurers, Loddon Hall, service providers or professional advisers. Emergency, safeguarding or legal information may be shared with police, medical services, local authorities or other appropriate bodies. The Club does not sell membership information.

6. Photographs, video and publicity

The Club may publish event reports, results and appropriate images in its legitimate interests, subject to the Photography, Video and Media Policy and reasonable objections. Closer portraits, interviews, promotional features and material involving juniors may require specific consent. Members should tell the Club if they do not wish to appear in identifiable publicity; the Club will take reasonable steps to respect that preference.

7. Storage and security

Records may be held electronically or on paper. The Club will use proportionate safeguards including restricted access, strong passwords, secure accounts, careful recipient checking and secure disposal. Information should not be copied to personal devices or shared accounts unnecessarily.

8. Retention

• Current membership and routine administration: while membership is active, then normally up to 24 months.
• Basic financial and accounting records: normally six years after the relevant financial year.
• Routine unsuccessful applications or enquiries: normally up to 12 months.
• Accident, insurance, safeguarding, complaint and disciplinary records: according to their seriousness, legal limitation periods and applicable guidance.
• Published historical results, honours, reports and photographs: may be retained as a proportionate Club archive, subject to rights and objections.

These periods are guides. Information may be kept longer where required for a legal claim, safeguarding, insurance, governing-body rule or another justified reason, and deleted earlier when no longer needed.

9. Your rights

Depending on the circumstances, individuals may ask for access, correction, deletion, restriction, objection, portability or withdrawal of consent. They may also complain to the Information Commissioner's Office. To exercise a right, contact the Club using the email above. Identity may need to be verified.

10. Changes and questions

This notice will be reviewed at least annually and when Club practices or legal requirements materially change. A current copy should be made available to members and applicants. Questions should be sent to:

                                                finchampsteadsubbuteo@gmail.com.

Adopted by:          Finchampstead Subuteo Club Committee

Dated:                   October 9th 2026