Privacy notice

Canvey Island Youth FC is the data controller. The club plays at Waterside Farm Sports Centre, Somnes Avenue, Canvey Island, Essex SS8 9RA.

For anything about your information — a copy of it, a correction, or a concern — contact the club secretary or the club welfare officer. They will answer within one month.

• Members with accounts: name, email address, phone number, the team you coach, and what you have done in the system, such as requesting or approving a pitch.
• Players: name, date of birth, squad number and registration status, plus a parent or guardian’s name, phone number and email address.
• Pitch bookings: who asked, for which team, when, and any notes on the request.
• Incident and issue reports: what happened, when and where, who reported it. An injury or safeguarding report may describe a named person, including a child.
• Club documents uploaded by admins, and a record of emails the system has sent.

The system does not hold payment details, and it does not track you across other websites.

• Running the club — accounts, pitch bookings, team lists, club news. Our lawful basis is legitimate interests: a youth football club cannot allocate pitches or field teams without knowing who is asking and who is playing.
• Registering players with the league — legitimate interests, and where a league or the FA requires it, our legal obligations.
• Injury and safeguarding reports — protecting children is our reason and our duty. Where a report contains health information or a concern about someone’s welfare, we rely on the safeguarding condition in the Data Protection Act 2018, Schedule 1, and we keep a policy document explaining how we handle it.

We do not use your information for marketing, and no decision about you is made automatically.

Most player records are about children. They are visible only to that team’s own coaches and to club admins. The database enforces this itself, not just the screens, and we test it. Player details are left out of every export and out of the system’s activity log.

If you are a parent or guardian and want to see, correct or remove your child’s record, ask the club secretary.

Nothing here is public. Every page needs an account that a club admin has approved.

Three suppliers process data on the club’s behalf, under contract and on our instructions only: Supabase stores the database and files on servers in Ireland; Vercel runs the website from Ireland; Resend delivers the club’s emails from Ireland. Each is a US company, so some support access happens outside the UK under the safeguards their contracts require.

We do not sell information and we do not share it with anyone else unless the law requires it, or safeguarding does.

• Your account and player records: while you are involved with the club.
• Pitch bookings: kept as the club’s fixture record, with contact details removed after a year.
• Cancelled and rejected requests: a year.
• Copies of sent emails: three months. Approval links: 30 days.
• The activity log: two years.
• Injury and safeguarding reports: kept under the club’s safeguarding policy, which can be considerably longer, because a child may need that record years later.

You can ask for a copy of your information, ask us to correct it, ask us to delete it, object to how we use it, or ask us to pause using it while a concern is resolved. Ask the club secretary and we will respond within a month.

Some records we may need to keep even after a request — a safeguarding report is the clearest example. If that applies we will explain why.

If you are unhappy with how the club has handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you told us first so we can put it right.

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