Privacy policy

In order to effectively run Thatcham Town Harriers Football Club (The Club) we need to collect personal information about yourself and your child (Your Information). We use Pitchero in order to collect and maintain this information but may also share it with third parties such as Berks & Bucks FA, The FA and our membership payment provider.

The protection and handling of Your Information is very important to us and this policy will detail how we collect, store, manage or process your data.

The information we collect and store (Your Information)

The following is a list of the personal information we collect as part of the registration process and on-going use of Pitchero in order for us to be able to efficiently run The Club. This information is stored on Pitchero and you can review their privacy policy here. Note that Your Information below is collected by The Club and stored using the Pitchero system. The Pitchero privacy policy details the information that they collect and store.

  • Parents/Carers name - in order to contact you in regards to Club communications, membership requests and day to day running of The Club and teams.
  • Home address(es) - in order to register your child in The FA Whole Game system.
  • Email address(es) - in order to contact you in regards to Club communications, membership requests and day to day running of The Club and teams.
  • Contact number(s) - in order to contact you in regards to Club communications, membership requests and day to day running of The Club and teams.
  • Players name - in order to register your child in The FA Whole Game system.
  • Players date of Birth - in order to register your child in The FA Whole Game system, league registration, tournament registration and validate playing eligibility.
  • Players legal status - should there be any special circumstances with regards to child access that The Club need to be aware of.
  • Players religion and culture - in order to understand how best to work with your child and any religious or cultural points that can impact their football activities. This is optional and you may speak directly to the coach if you do not wish this information to be held.
  • Players health/medical needs - for trained First Aider's and team managers to be aware of for training and match days should your child need assistance.
  • Players communication needs - in order to understand how best to work with your child. This is optional and you may speak directly to the coach if you do not wish this information to be held.
  • Players FAN (FA number) - in order to uniquely register your child in The FA Whole Game system.
  • Last logged in date for Pitchero - to determine if a member is still active or should be removed.
  • Receiving email - we use read tracking on emails sent via Pitchero to help us understand when The Club communications are not reaching members and for reviewing membership uptake.
  • Photos and recordings - At times The Club may wish to take photos or videos of the team or individuals in it. We adhere to The FA guidelines to ensure these are safe and respectful and used solely for the purposes for which they are intended, which is promotion and celebration of the activities of The Club and for training purposes. If you have any additional information which you wish to share with The Club, please contact membership@thatchamtownharriers.club

How we use Your Information

In the section above we detailed Your Information that we collect. This section explains how this information is used.

Within The Club the committee members (Chair, Treasurer, Secretary, Welfare Officer) have access to Your Information. Additionally, for your registered teams the Team Manager and Team Admins also have access to Your Information. Other recipients of Your Information include Pitchero and The FA as detailed below.

  • Player registration - Pitchero
  • We use the collected information in order to check player eligibility, for coaches to be able to contact parents for training and matches, to track availability, to successfully run the team and ensure a safe environment for your child to participate in.
  • Player registration - FA Whole Game System and FA Full-time
  • Many of the leagues have moved player registration to the FA Whole Game System. The FA Whole Game is intended to track grassroots players through their development. In order to register players with a league we have to supply the players name, date of birth and home address. If a child already has a FAN (FA number) this can be used to link the player in the system, otherwise your child will be generated a FAN by the system. The FA Whole Game System also tracks player discipline issues such as yellow and red cards as well as player suspensions. You can review the FA Privacy policy here, the FA Whole Game System policy here and FA Full-time policy here.
  • Player registration - membership payments
  • We use GoCardless (GoCardless Privacy Policy) and Stripe (Stripe Privacy Policy) as our payment processors. Thatcham Town Harriers and Pitchero do not hold any debit card, credit card of bank account details. These are directly sent to the provider in order to complete the payment. The payment provider may hold your card or bank details in order to fulfill future payments. At any point should you wish this information to be deleted you can email treasurer@thatchamtownharriers.club.
  • Weekly football activities Team coaches and managers may use their personal email and phones in order to maintain contact lists for arranging matches or training and having emergency contact details available to them while your child is under their supervision.
  • Attendance registration/COVID-19 Track and trace
  • We use Google G-Suite Forms in order to collect match and training attendance as required for government track & trace. This information is held solely for being able to respond to instances of COVID-19 and ensuring a safe environment for our players and their supporters. Information is held for 28 days before being deleted.

What is the legal basis on which we rely to process your information?

We process Your Information with your consent. Where we do process Your Information based on consent, your consent is revocable at any time. To withdraw consent at any time and can do so by emailing membership@thatchamtownharriers.club. Should you withdraw your consent then we would no longer be able to process Your Information and as such would have to withdraw your child from all footballing activities.

The ‘How we use Your Information’ section above sets out other uses of Your Information that are in our legitimate interests (provided that these interests are not overridden by your data protection rights).

Who is responsible for Your Information?

The data controller of Your Information is:

  • Thatcham Town Harriers Football Club

In order to contact The Club in regards to any data privacy concerns please email membership@thatchamtownharriers.club

Retention of Your Information

At the end of each season we remove any personal data collected about your child. If your child is signing on for the following season then the data will be collected again via our membership payment process. For non-player data we continue to hold any information entered as part of the registration process until informed otherwise - you can request that we remove your data at any time by emailing membership@thatchamtownharriers.club.

We may keep details such as accident forms for a period of 7 years where legally obliged to do so. Only the forms are retained and any other personal information detailed previously with regards to Pitchero, The FA Whole Game System and our payment providers can be removed.

Your rights

You may ask us for a copy of Your Information, and/or ask us to correct it or erase it at your request. Where we have asked for your consent to process Your Information, you may withdraw this consent at any time. Where we process Your Information because we have a legitimate interest in doing so (as explained above), you also have a right to object to this. In certain circumstances, you may also have the right to restrict processing of Your Information. These rights may be limited in some situations – for example, where we can demonstrate that we have a legal requirement to process Your Information. To exercise your rights, please contact us at membership@thatchamtownharriers.club and we will assist you. We hope that we can satisfy queries you may have about the way we process Your Information. However, if you have unresolved concerns you also have the right to complain to data protection authorities.

Changes to our privacy policy

Any changes we make to our privacy policy will be updated and tracked on this page. We encourage you to review these regularly. Should we wish to use your information in a way not described above then we will provide you notice and where necessary request your consent.

Revision information

23rd Aug 2020Added details for COVID-19 track and trace
24th May 2018Added new FA policy links to Whole Game System and FA Full-time
23rd May 2018Initial version