Bagshot Football Club ("the Club", "we", "our", or "us") is committed to protecting your privacy and handling your personal data responsibly.
This Privacy Policy explains how we collect, use, store, share and protect your personal information when you interact with us.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

2. Data Controller

Bagshot Football Club 
Frimley Green Road 
Camberley
 Surrey 
GU16 6JX
Email: chairman@bagshotfc.co.uk

3. Information We Collect

We may collect:

Identity Data

Name
Date of birth
Gender
Football registration details

Contact Data

Address
Email
Phone number
Emergency contact details

Membership Data

Team registration
Attendance records
Match participation
League registrations
Membership status

Communication Data

Enquiries
Emails
Social media messages

Technical Data

IP address
Device and browser information
Cookies
Analytics data

4. How We Collect Data

We collect data from:

Website forms
Direct contact with the Club
Members and players
Volunteers and officials
The FA Whole Game System
Pitchero platform and services
Social media interactions

5. How We Use Your Data

We use personal data to:

Administer membership and Club activities
Organise training, matches and teams
Register players with football authorities
Respond to enquiries
Promote Club activities (including match reports, photos and videos)
Maintain website functionality and analytics
Comply with legal and governing body requirements

6. Lawful Bases for Processing

We rely on:

Contract – for membership and participation in Club activities 
Legitimate Interests – for running, promoting and developing the Club, including publishing match content, photos and videos 
Legal Obligation – to comply with law and football governing body rules
 Consent – where specifically required (e.g. certain marketing communications)

7. Marketing Communications

We may send Club updates, events, fundraising and membership information.
You can opt out at any time by contacting: chairman@bagshotfc.co.uk

8. Photography and Social Media

The Club may take photographs and videos at matches, training sessions and events.
These may be used for:

Match reports
Club news
Website content
Social media
Promotional materials
Historical archives

We rely on legitimate interests to document, promote and develop Club activities.
We'll use images responsibly and avoid publication that may be intrusive or inappropriate.
 
If you object to an image being used, contact: chairman@bagshotfc.co.uk
We will consider all objections in line with UK GDPR.

9. Sharing Your Data

We may share data with:

Football Authorities

The Football Association
County FAs
Leagues and competition organisers

Service Providers

Pitchero
Website hosting providers
IT and communication services
Analytics providers

Professional Advisers

Accountants
Solicitors
Insurers

Legal Bodies

Where required by law

We do not sell personal data.

10. Third-Party Websites

Our website may contain links to external websites.
We are not responsible for the content, security or privacy practices of those websites.
We recommend you read their privacy notices before providing any personal data.
Access is at your own risk.

11. Data Security

We use organisational measures to protect personal data against:

Loss
Theft
Unauthorised access
Alteration
Disclosure

Access is restricted to authorised Club personnel only.

12. Data Retention Schedule

We only keep personal data for as long as necessary for Club operations, legal requirements, and football governance obligations.
We store personal data about participants for as long as they are actively involved with the Club. Once a participant leaves or their registration or involvement ends, we will retain their data for up to 2 years before deleting it.
In some cases, we may need to keep certain information for longer where required by law, or for regulatory and accountancy purposes.

Data held within the FA’s Whole Game System is also subject to the FA’s privacy policy, which we recommend you review alongside this notice.
If you would like your personal data to be removed from the Whole Game System, please contact your County FA. When data is no longer required by us, it is securely deleted or anonymised.

13. Cookies and Analytics

Our Pitchero website uses cookies to:

Ensure website functionality
Analyse traffic and usage
Improve user experience

14. Your Rights

You have rights under UK GDPR including:

Access to your data
Correction of inaccurate data
Erasure (where applicable)
Restriction of processing
Objection to processing
Data portability
Withdrawal of consent

To exercise any of these rights please contact: chairman@bagshotfc.co.uk

15. Complaints

If you would like to complain, please come to us first in the first instance.  You can email chairman@bagshotfc.co.uk and we will do everything possible to rectify any issue you may have.
You can also complain directly to:
Information Commissioner’s Office (ICO) -  https://www.ico.org.uk/make-a-complaint

16. Changes to This Notice

We may update this Privacy Policy. Changes will be posted on our website and take effect immediately unless stated otherwise.

Last Updated: [14/6/2026]