Brentwood Community Football Alliance League
General Data Protection Regulation (GDPR) Statement
Updated : 26th March 2025
1. Introduction
Brentwood Community Football Association Youth League (the “League”) is committed to protecting and respecting the privacy of all individuals whose personal data we collect and process. This statement outlines how we collect, use, store, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller and Contact Details
For the purposes of UK GDPR, the League acts as a Data Controller for personal data processed in relation to the management of league competitions, fixtures, discipline, and communications.
The League uses both its own and third-party systems to register and administer teams and clubs (but not individuals). However, in the course of administering league operations, we may collect and process information that includes individuals’ names solely for the purposes of managing league activities. A list of third-party system suppliers is available upon request.
Additionally, the League uses systems provided by The Football Association (The FA) for player and competition registration. In some instances, we may act as a Data Processor when handling data strictly on behalf of The FA.
Where we need to collect personal data to fulfil League responsibilities and you do not provide that data, we may not be able to honour or administer your registration.
Why we need your personal data
We will only use personal data for any purpose for which it has been specifically provided.
The reason we need participants' and members' personal data is to be able to run the football league and arrange matches; to administer registration, and provide the league services you are signing up to when you register with the League as a club or participant. Our lawful basis for processing this personal data is that we have a contractual obligation to anyone as a participant or member to provide the services they are registering for.
If you have any questions about this statement or how we handle your data, please contact: secretary@bcfayl.co.uk 07757753126
3. What Personal Data We Collect
The League may collect and process the following categories of personal data:
- Teams & Clubs: Club and team details, representative names, and contact details.
- Individuals (in the context of league administration only): Names of club officials, coaches, referees, league administrators, and disciplinary representatives as required for league operations.
- Competition Management Data: Fixtures, match results, disciplinary records, and safeguarding-related information.
- Website & Social Media Users: Information such as names and photos for match reports, league updates, and promotional content (with appropriate consent).
We do not collect or process personal data of individual players directly, as player registration is managed via The FA's systems.
4. How We Collect Personal Data
Personal data is collected through:
- The League's own administration system.
- A third-party system used for team and club registration and management.
- FA-provided systems (e.g., Whole Game System, FA Full-Time, FA Player Registration).
- Direct communications (emails, forms, phone calls).
- Website and social media engagement.
5. How We Use Personal Data
The League processes personal data for the following purposes:
- Competition Administration – Organising fixtures, results, and league standings.
- Team & Club Registration – Managing participating clubs and teams.
- Safeguarding & Welfare – Ensuring compliance with FA safeguarding policies.
- Discipline & Compliance – Processing misconduct reports and disciplinary actions.
- Communication – Contacting clubs, referees, and officials regarding league matters.
- Promotion & Media – Publishing match reports and photos (where consent is obtained).
6. Legal Basis for Processing
Under UK GDPR, the League processes personal data on the following legal bases:
- Contractual Obligation – To register teams and clubs and facilitate league participation.
- Legal Obligation – To comply with safeguarding, health & safety, and FA regulations.
- Legitimate Interests – To operate and administer the league effectively.
- Consent – For promotional activities and optional communications.
7. Data Sharing
The League may share relevant data with:
- The Football Association (FA) – As part of competition administration, discipline, and safeguarding processes.
- Affiliated Clubs & Teams – For match coordination and administration.
- Disciplinary Authorities – Where required by FA or league disciplinary processes.
- Third-Party System Providers – For team and club registration and administration (only where necessary).
- Emergency Services – If required for player safety and welfare.
We never sell or share personal data for commercial purposes or any other purpose not related to the administration or operation of the League.
8. Data Retention
We retain personal data only as long as necessary for league administration and compliance with FA regulations. Typically:
- Team and club registration data is retained for the duration of their participation in the league or as per FA guidelines
- Disciplinary records may be retained for a specified period as per FA guidelines.
- Contact details are reviewed annually and expired contact details are removed regularly. Contact details may be removed upon request by contacting the League.
9. Data Security
The League takes appropriate technical and organisational measures to protect personal data from unauthorised access, loss, or misuse. Access is restricted to authorised personnel only.
10. Your Rights
Under GDPR, individuals have the right to:
- Access their personal data.
- Rectify incorrect or incomplete data.
- Request erasure of their data (subject to legal requirements).
- Restrict processing in certain circumstances.
- Object to processing based on legitimate interests.
- Withdraw consent where processing is based on consent.
To exercise your rights, please contact secretary@bcfayl.co.uk.
11. Changes to This Statement
We may update this statement from time to time. The latest version will always be available on our website.
12. Complaints
If you have concerns about how we process your data, you can contact us at secretary@bcfayl.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at https://ico.org.uk/
