TWICKENHAM SAINTS PRIVACY POLICY

Last updated: 10 October 2026

This Privacy Policy explains how Twickenham Saints FC ("we", "us", "our") collects, uses and protects personal information when you visit twickenhamsaintsfc.org (the "Site"), contact us, or take part in our club activities.

Data controller: Club Secretary, Twickenham Saints FC.

Contact: secretary@twickenhamsaintsfc.org

1. INFORMATION WE COLLECT

Information you give us

  • Contact details you enter into forms or send to us, such as your name, email address and phone number.

  • Messages and enquiries you send us, including trial or membership enquiries.

  • Subscription details, if you sign up to our newsletter or mailing list.

Information about children and young people

Our club has members under 18. For these members, we collect information from parents or guardians, such as the player's name, date of birth, medical or allergy information needed for safe participation, emergency contacts, and details needed for football registration.

Information collected automatically

  • Technical data such as your IP address, browser type, device type, pages visited and the time of your visit.

  • Cookie information, as described in Section 7.

2. HOW WE USE YOUR INFORMATION

We use personal information to:

  • respond to enquiries and manage trials and membership;

  • register players and teams, and meet the requirements of football governing bodies and leagues;

  • run training, matches and club activities safely, including keeping required safeguarding and first aid records;

  • send club news and updates, where you have agreed to receive them;

  • operate, maintain and improve the Site;

  • analyse how the Site is used;

  • comply with legal and safeguarding obligations.

3. LEGAL BASES FOR PROCESSING (UK GDPR)

 Responding to enquiries - Legitimate interests / steps at your request

Player and team registration - Legitimate interests and, where needed, consent

Safeguarding and medical or allergy information - Legal obligation, vital interests, or explicit consent

Club news and newsletters - Consent (withdrawable at any time)

Website analytics - Consent (where required by cookie rules) or legitimate interests

Financial and governance records - Legal obligation

4. WHO WE SHARE YOUR INFORMATION WITH

We do not sell your personal information. We share it only where needed:

  • Football governing bodies and leagues, such as The Football Association and the local youth league, for registration and compliance.

  • Coaches and club volunteers, limited to the information they need to run training and matches safely.

  • Squarespace, which hosts the Site and provides its built-in forms and analytics features. See the Squarespace Privacy Policy.

  • Emergency services or medical professionals, where needed to protect someone's health or safety.

  • Professional advisers and regulators, where required by law.

Some providers may transfer data outside the UK. Where this happens, we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Extension to the EU-US Data Privacy Framework.

5. PHOTOGRAPHS AND VIDEO

We take photographs and videos at training and matches for club purposes, such as team pages, social media and newsletters. We will ask parents or guardians for consent before publishing images of children under 18, and we will not publish a child's full name alongside their photograph. You can withdraw consent at any time by contacting us, and we will remove the image from our Site and social media where reasonably possible.

6. HOW LONG WE KEEP YOUR INFORMATION

  • Enquiry messages: 55 days.

  • Player registration and safeguarding records: for the duration of membership.

  • Financial and governance records: 6 years, as required by UK law.

  • Newsletter subscribers: until you unsubscribe.

7. COOKIES

The Site uses cookies to make it work and to understand how it is used. Essential cookies are needed for the Site to function. Analytics cookies are set only if you agree to them through our cookie banner. You can change your choices at any time, or by adjusting your browser settings.

8. YOUR RIGHTS

Under UK GDPR, you have the right to:

  • access the personal information we hold about you;

  • ask us to correct inaccurate information;

  • ask us to erase your information in certain circumstances;

  • restrict or object to our processing;

  • receive your data in a portable format;

  • withdraw consent at any time, without affecting the lawfulness of earlier processing.

To exercise these rights, contact us at secretary@twickenhamsaintsfc.org. We will respond within one month.

You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk. We would appreciate the chance to resolve your concern first.

9. SECURITY

We use reasonable technical and organisational measures to protect your information, and we limit access to people who need it. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.

10. THIRD-PARTY LINKS

The Site may link to other websites, such as league or governing body sites. We are not responsible for their privacy practices, so please review their policies separately.

11. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The "Last updated" date at the top shows when it last changed.