Walking Football Scotland
Privacy Notice June 2019
Walking Football Scotland is a registered charity (SC047709) whose mission is to improve, maintain and promote the physical, mental and social well being of older adults through walking football.
We are registered with the Information Commissioner’s Office (ICO) as a “controller” of the personal information provided to us by our members, participants, spectators, volunteers and service users, collected through our Online Members & Events Portal (through the Walking Football Scotland website, our Volunteer Portal, via Google Docs online application forms etc.)
We take your privacy seriously and this privacy notice sets out how we will use your data, who we will share it with, how we will keep it secure and your rights as a data subject.
What we need from you – Member Groups and Participants
When you register as a member Group or as a participant of Walking Football Scotland, or renew your membership (including if you are registering or renewing on behalf of a young person aged 16 or under), we will ask you for the following personal information:
• Contact details – name, address, email address and phone number
• Date of birth – to allocate the appropriate category and confirm your eligibility for events and courses.
• Participation category
• Payment details – bank account number, sort code, card details etc.
• Group / Participation details – which club you are connected to (if applicable)
• Equality information – gender, disability, religion, ethnicity, sexual orientation • Extra information for event bookings including emergency contact details, relevant health conditions, etc.
If you do not provide us with all of the personal information that we need, this may affect our ability to offer you our membership services and benefits.
When you register to volunteer with Walking Football Scotland, we will ask you for the following personal information:
• Contact details – name, date of birth, address, email address and phone number
• Participation details – which club you are connected to (if applicable)
• Equality information – gender, disability, religion, ethnicity, sexual orientation
Why we need your personal information (contractual purposes) – Member Groups and Participants
We need to collect personal information so that we can manage your Groups membership and your participation. We will use this personal information to:
• Provide you with core member services, including regular communications by email in relation to essential membership / participation services (including but not limited to) Annual General Meeting notices, membership renewals, membership fee information, as well as competitions, courses and event news.
• Set up your online membership account which enables you to manage your membership, communication preferences and book onto our competitions, courses and events
• Organise and promote competitions, courses and events to enhance your participation experience
Information (legitimate interests) – Members / Participants
We may also process our members’ / participants personal information in pursuit of our legitimate interests to:
• Promote and encourage participation in walking football by sending participants or member groups communications and booking information for upcoming competitions, courses and events. Our competitions, courses and events may be filmed for live streaming purposes and your personal information may also be used in images captured from our competitions, courses and events, which we use for promotional education and development purposes
• Provide competition in walking football by accepting and managing entries for our National competitions and checking your personal information to ensure you are entered into the correct category
• Monitor and develop participation in walking football by monitoring members’ engagement and participation through our digital campaign activity and inviting our members to participate in surveys for researching and development purposes
• Celebrate achievement in our sport by publishing results of our competitions, and inviting our members as award winners or guests to potential annual awards ceremony. This includes asking our members, clubs etc to nominate clubs, teams and individuals for awards and shortlisting such clubs, teams and individuals to select the winner, who we will then contact by email
• Develop and maintain our members’ qualifications, including sending email communications to participants to inform you of upcoming courses, renewal requirements and verify that you have completed any training and PVG/child protection requirements
• Respond to and communicate regarding your questions, comments, support needs, complaints or concerns in relation to walking football in Scotland. Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on President@walkingfotballscotland.org
If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member group or as a participant.
Why we need your personal information (legitimate interests) – Participant, Event Attendees, Service Users:
When you book a place or tickets with us for and attend a course, competitions, event, match, training course etc., we need to collect your personal information so that we can honour your booking and to enable you to participate (in the course, competition, event, match, training course etc.). Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on President@walkingfootballscotland.org. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a participant / attendee / service user.
Why we need your personal information (legitimate interests) – Workforce and Volunteers:
We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG scheme. If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults. Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on info@walkingfootballscotland.org. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.
Why we need your personal information (legal obligations)
We are under a legal obligation to process certain personal information relating to our members, volunteers, athletes and service users etc. for the purpose of complying with our obligations under:
• The Companies Act 2006 to maintain a register of our members, which includes our members’ name, address, the date they were admitted to membership and the date on which they ceased to be our member, and hold Annual General Meetings, including issuing notices and voting arrangements
• The Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults
• The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary Why we need your personal information (equality monitoring requirements) We use aggregated and anonymised reports of personal information relating to gender, disability, religion, ethnicity, sexual orientation for equality monitoring purposes, enabling us to evaluate and promote equality of opportunity within our sport.
Other uses of personal information
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Affiliated members’ personal data
Walking Football Scotland member clubs may provide us with personal information about their members in order to register them for insurance and other member benefits. By storing and using this personal data, Walking Football Scotland become the “controllers” of this personal data. Clubs have a responsibility to provide their members with both Walking Football Scotland's Privacy Notice and their own. Walking Football Scotland can provide our clubs with templates of a Privacy Notice for their use, please email info@walkingfootballscotland.org to submit your request.
Who we share your personal information with
If your personal information is included in any images or videos taken by us at our competitions, courses or events, we may share this on our website and social media channels, with media outlets, with other external organisations, for promotional and/or journalistic purposes. We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.
Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children, and UK Antidoping for the purpose of eliminating doping in our sport. We may also share personal information with professional and legal advisors for the purpose of obtaining advice. Walking Football Scotland may employ third party suppliers to provide services such as (but not limited to) IT providers, membership database providers, payment providers, membership service providers, workforce and volunteers, external communications platforms (e.g. MailChimp) etc. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it. In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
How we protect your personal information
Your personal information is stored in our membership database which is protected in a secure environment based within the EU. Our own servers and email accounts are based in the UK and is accessed by our volunteers for the purposes set out above. We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 6 years. We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Walking Football Scotland and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members, or in the event of a claim against Walking Football Scotland. You can exercise any of the following rights by emailing President@walkingfootballscotland.org.
Your rights in relation to your personal information are:
• You have the right to request access to the personal information that we hold about you by making a “subject access request”
• If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information
• You have a right to request that we restrict the processing of your personal information for specific purposes
• If you wish us to delete your personal information, you may request that we do so.
Any requests received by Walking Football Scotland will be considered under applicable data protection legislation.
If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk
Walking Football Scotland is a registered Scottish Charity (SCIO) No: SC047709
