This policy explains how Seaford Rugby Football Club ("the Club", "we", "us", "our") collects, uses, stores and protects your personal information when you use our website at [seafordrfc.club / your Pitchero web address], become a member, register a child to play, volunteer, or otherwise interact with us.

We are committed to protecting your privacy and handling your personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this policy carefully. By using our website or providing us with your personal information, you confirm that you understand how we use it as set out below.

2. WHO WE ARE AND HOW TO CONTACT US

Seaford Rugby Football Club is a company registered in England and Wales (company number 06707269) and a registered Community Amateur Sports Club (CASC), based in Seaford, East Sussex.

We are the "data controller" responsible for your personal data. If you have any questions about this policy or about how we handle your information, please contact:

Data protection contact: Laura Hennessy, Club Secretary
Email: secretary@seafordrfc.club
Registered office / correspondence address: 6 Alexandra Close, Seaford, East Sussex, BN25 2XA
Club ground: The Salts Rec, Richmond Road, Seaford, East Sussex, BN25 1DR

3. THE PERSONAL DATA WE COLLECT

Depending on how you interact with us, we may collect and process the following types of information:

Identity and contact details: name, date of birth, gender, postal address, email address and telephone number.

Membership and playing information: membership type, playing position, team, age group, registration and RFU membership details, attendance, and subscription status.

Emergency and welfare information: emergency contact names and numbers, and, where you choose to provide it, relevant medical or health information needed to keep you or your child safe while playing (for example allergies, injuries or conditions our coaches and first aiders should be aware of).

Family information: for junior and mini players, the names and contact details of parents, guardians and carers.

Financial information: payment records and details needed to process membership fees, match fees, event tickets and club shop purchases. Card and bank details are handled directly by our payment providers; we do not store full card details ourselves.

Website and technical IP address, browser type, device information, and details of how you use our website, collected through cookies and similar technologies (see section 10).

Communications and content: records of your contact with us, your communication preferences, and any photographs or video taken at matches, training and Club events.

We may also process "special category" data, such as health information for safeguarding and first aid purposes. We only do this where it is necessary and with an appropriate lawful basis, and we treat it with extra care.

4. HOW WE COLLECT YOUR DATA

We collect personal data when you:

- register as a member or sign up a child to play, including through our Pitchero membership system;
- create an account or fill in forms on our website;
- pay subscriptions, match fees or buy items through the Club;
- enter Club events, competitions or surveys;
- contact us by email, phone, post or social media;
- volunteer, coach or take on a role at the Club;
- attend matches, training or Club events where photographs or video may be taken.

Some technical data is collected automatically through cookies when you visit our website.

5. HOW AND WHY WE USE YOUR DATA

We use your personal data only where the law allows us to. The lawful bases we rely on are:

To perform our contract with you: managing your membership, processing payments, organising teams and fixtures, and providing the services you have signed up for.

Where you have given consent: sending you marketing or newsletter communications, using certain photographs, and placing non-essential cookies. You can withdraw consent at any time.

For our legitimate interests: running the Club effectively, communicating with members about fixtures, training, events and Club news, improving our website, and keeping our records up to date. We always balance these interests against your rights.

To comply with a legal obligation: meeting our safeguarding, health and safety, financial and tax responsibilities.

To protect vital interests: using emergency contact and medical information where needed to protect someone's health or safety.

6. MARKETING AND COMMUNICATIONS

We may send you Club news, fixture updates, newsletters and information about events and offers. Where required, we will only send marketing communications with your consent.

You can opt out at any time by using the unsubscribe link in our emails, updating your preferences in your Pitchero account, or contacting us directly. Opting out of marketing will not stop essential communications about your membership, your child's participation, or matters such as safeguarding and payments.

7. WHO WE SHARE YOUR DATA WITH

We do not sell your personal data. We share it only where necessary, including with:

Pitchero (Pitchero Limited): our website, membership and club management platform provider, which hosts our site and processes data on our behalf as a data processor. Pitchero's own privacy notice explains how they handle data; please see their website for details.

Payment providers: the payment processor(s) used through our Pitchero system [for example GoCardless and/or Stripe - confirm which apply to your Club] to take subscriptions, fees and other payments securely.

The Rugby Football Union (RFU) and our County Union (Sussex Rugby): player and member registration details may be shared as part of affiliation, registration, competition entry and insurance requirements.

Coaches, team managers and volunteers: relevant contact, welfare and emergency information so they can run teams safely and communicate with members.

Our suppliers and service providers: for example kit and merchandise suppliers, email and communication tools, and IT support, who process data on our behalf under appropriate agreements.

Authorities and third parties where required by law: for example for safeguarding referrals, or where we are legally obliged to disclose information.

Where we use processors, we put contracts in place requiring them to keep your data secure and to use it only for the purposes we specify.

8. INTERNATIONAL DATA TRANSFERS

Most of your data is stored and processed within the UK or European Economic Area (EEA). Some of our suppliers may process data outside the UK or EEA. Where this happens, we take steps to ensure your data is protected by appropriate safeguards, such as UK adequacy regulations or standard contractual clauses.

9. HOW LONG WE KEEP YOUR DATA

We keep your personal data only for as long as we need it for the purposes set out in this policy, and to meet our legal, regulatory, safeguarding, insurance and accounting obligations. When data is no longer needed, we securely delete or anonymise it.

Specific retention periods vary by record type; financial records, for example, are kept for the period required by law. If you would like more detail about a particular type of record, please contact us.

10. COOKIES

Our website uses cookies and similar technologies. Cookies are small text files placed on your device that help the site work, remember your preferences, keep you signed in, and help us understand how the site is used.

Some cookies are essential for the website to function. Others (such as analytics and certain third-party cookies) are only used where you have given consent. You can manage or refuse non-essential cookies through the cookie settings on our website and through your browser settings. Disabling some cookies may affect how the website works.

For more detail on the specific cookies used, please see the cookie information provided through our Pitchero website platform.

11. CHILDREN AND YOUNG PEOPLE

Rugby is a family game, and many of our players are children. We take the protection of their personal data very seriously.

Where a child is registering to play, we ask a parent or guardian to provide and manage their information and to give any necessary consent. We collect only the information needed to allow children to take part safely, to communicate with their parents and guardians, and to meet our safeguarding obligations.

Photography and video involving children at Club activities is handled in line with RFU guidance and our safeguarding policy. If you do not wish your child to appear in Club photographs or publicity, please let us know.

12. YOUR RIGHTS

Under data protection law, you have the right to:

- be informed about how we use your data (this policy);
- access the personal data we hold about you;
- request correction of inaccurate or incomplete data;
- request erasure of your data in certain circumstances;
- restrict or object to certain processing, including direct marketing;
- data portability - to receive your data in a usable format in certain cases;
- withdraw consent at any time, where we rely on consent.

To exercise any of these rights, please contact us using the details in section 2. We will respond within one month. There is normally no charge, although we may decline or charge for requests that are clearly unfounded or excessive.

13. KEEPING YOUR DATA SECURE

We take appropriate technical and organisational measures to protect your personal data against loss, misuse and unauthorised access. Our website and membership data are managed through the Pitchero platform, which provides secure hosting and access controls. Access to personal data within the Club is limited to those who need it for their role.

While we do our best to protect your data, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

14. THIRD-PARTY LINKS

Our website may contain links to other websites, such as sponsors, the RFU or social media platforms. This policy does not cover those sites, and we are not responsible for their privacy practices. We encourage you to read the privacy policy of any website you visit.

15. CHANGES TO THIS POLICY

We may update this policy from time to time. Any changes will be posted on this page with a revised "last updated" date. We encourage you to review it periodically.

16. COMPLAINTS

If you are unhappy with how we have handled your personal data, please contact us first so we can try to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection:

Website: ico.org.uk
Helpline: 0303 123 1113

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This policy is provided by Seaford Rugby Football Club. Please complete the items marked in [square brackets] and review the content to make sure it reflects how the Club actually handles data before publishing.

Terms and Conditions

TERMS AND CONDITIONS

Seaford Rugby Football Club

Last updated: 30 June 2026

1. INTRODUCTION

These terms and conditions ("Terms") govern your use of our website at [seafordrfc.club / your Pitchero web address] ("the Website") and your relationship with Seaford Rugby Football Club ("the Club", "we", "us", "our").

By using the Website, registering an account, becoming a member, or making a payment or purchase through the Website, you agree to be bound by these Terms. If you do not agree with them, please do not use the Website.

These Terms should be read alongside our Privacy Policy, which explains how we handle your personal data.

2. ABOUT US

Seaford Rugby Football Club is a company registered in England and Wales (company number 06707269) and a registered Community Amateur Sports Club (CASC), based in Seaford, East Sussex.

Registered office / correspondence address: 6 Alexandra Close, Seaford, East Sussex, BN25 2XA
Club ground: The Salts Rec, Richmond Road, Seaford, East Sussex, BN25 1DR
Contact: Laura Hennessy, Club Secretary - secretary@seafordrfc.club

3. CHANGES TO THESE TERMS

We may update these Terms from time to time. Any changes will be posted on this page with a revised "last updated" date. Your continued use of the Website after changes are posted means you accept the updated Terms. We encourage you to review them periodically.

4. ACCESSING THE WEBSITE

The Website is hosted and managed through the Pitchero platform. We make the Website available free of charge, but we do not guarantee that it, or any content on it, will always be available or uninterrupted.

We may suspend, withdraw or restrict all or part of the Website for business or operational reasons, and we will try to give reasonable notice where we can. We are not liable to you if the Website is unavailable at any time or for any period.

You are responsible for making the arrangements necessary to access the Website, and for ensuring that anyone accessing it through your internet connection is aware of these Terms.

5. YOUR ACCOUNT

To use certain features, such as membership, payments and member communications, you may need to register an account through the Pitchero system.

You are responsible for keeping your account details and password confidential, and for all activity that takes place under your account. You agree to provide accurate, current and complete information and to keep it up to date.

If you believe your account has been used without your permission, or that your login details are no longer secure, please contact us as soon as possible.

We may suspend or cancel your account if we reasonably believe you have breached these Terms.

6. ACCEPTABLE USE

You agree to use the Website only for lawful purposes. You must not:

- use the Website in any way that breaches any applicable law or regulation;
- use the Website to send, knowingly receive, upload or share any material that is defamatory, offensive, abusive, discriminatory, threatening or otherwise objectionable;
- impersonate any person or misrepresent your connection with any person or organisation;
- attempt to gain unauthorised access to the Website, the server on which it is stored, or any connected server, computer or database;
- introduce any viruses, malware or other harmful material;
- collect or harvest information about other users; or
- use the Website in any way that could damage, disable or impair it, or interfere with any other person's use of it.

We may report any breach of these provisions to the relevant authorities and cooperate with them.

7. CONTENT YOU POST

The Website may allow you to post comments, photographs, messages or other content. Any content you post must:

- be accurate and genuinely held (where it states opinions);
- comply with applicable law; and
- not be offensive, defamatory, discriminatory, harassing or in breach of anyone else's rights, including privacy and intellectual property rights.

You retain ownership of content you post, but by posting it you grant us a non-exclusive, royalty-free licence to use, store and display that content in connection with the Club and the Website.

We may remove any content that we consider, in our reasonable opinion, to breach these Terms or to be otherwise inappropriate, and we may take further action where necessary.

8. INTELLECTUAL PROPERTY

The Club name, crest, logos and the content on the Website (including text, graphics and images created by or for the Club) are owned by or licensed to the Club and are protected by intellectual property laws.

You may view and print pages from the Website for your own personal, non-commercial use. You must not reproduce, modify, distribute or use any Club content for commercial purposes without our prior written permission.

Some content, branding and functionality on the Website belongs to Pitchero or to other third parties and remains their property.

9. MEMBERSHIP, SUBSCRIPTIONS AND FEES

Membership of the Club and participation in Club activities are subject to the applicable membership category, fees and any rules set by the Club from time to time.

Membership fees, match fees and other charges are published by the Club and may be paid through the Website. We may change our fees from time to time, and any changes will be communicated to members.

Membership does not transfer to any other person and is subject to the Club's rules, codes of conduct and safeguarding policies. We may refuse, suspend or terminate membership in line with the Club's rules and disciplinary procedures.

10. ONLINE PAYMENTS AND PURCHASES

Payments made through the Website (including subscriptions, match fees, event tickets and club shop purchases) are processed securely by our payment provider(s) [for example GoCardless and/or Stripe - confirm which apply to your Club] through the Pitchero system. We do not store your full card or bank details.

By making a payment, you confirm that you are authorised to use the payment method and that there are sufficient funds to cover the payment.

Where you buy goods (such as kit or merchandise) or tickets through the Website, the description, price and any delivery arrangements will be set out at the point of purchase. We will let you know if we are unable to fulfil an order, and will refund any payment already made for that order.

11. CANCELLATIONS AND REFUNDS

This section does not affect your statutory rights as a consumer.

For physical goods bought online, where the law gives you a right to cancel a distance purchase, you may cancel within the relevant cooling-off period and return the goods in line with that right, unless an exception applies (for example personalised or made-to-order items).

Membership subscriptions, match fees and event tickets are generally non-refundable once the relevant season, activity or event has begun, except where required by law or where the Club agrees otherwise at its discretion. If you think a refund is due, please contact us and we will deal with your request fairly.

[The committee should confirm the Club's preferred refund and cancellation position for membership and events, and amend this section to match.]

12. CODE OF CONDUCT AND CLUB RULES

Use of the Website and participation in Club activities are subject to the Club's rules, codes of conduct, disciplinary procedures and safeguarding policies, as updated from time to time. By using the Website or taking part in Club activities, you agree to abide by them.

13. LINKS TO OTHER WEBSITES

The Website may contain links to third-party websites, such as sponsors, the Rugby Football Union or social media platforms. These links are provided for your convenience only. We have no control over the content of those sites and accept no responsibility for them or for any loss arising from your use of them.

14. OUR LIABILITY

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for any other liability that cannot be excluded or limited by law.

The Website and its content are provided on an "as is" basis. To the extent permitted by law, we exclude all warranties and conditions that are not expressly set out in these Terms.

We will not be liable for any loss or damage that is not reasonably foreseeable, or for any loss arising from your use of, or inability to use, the Website, or from reliance on any content on it. We are not responsible for any loss caused by viruses or other harmful material that you may pick up through the Website; you are responsible for protecting your own devices.

We are not liable for any failure or delay in performing our obligations where this is caused by events outside our reasonable control.

15. PRIVACY AND COOKIES

Your use of the Website is also governed by our Privacy Policy, which explains how we collect and use your personal data and how we use cookies. Please read it carefully.

16. GOVERNING LAW

These Terms are governed by the laws of England and Wales. Any disputes relating to these Terms or your use of the Website will be subject to the exclusive jurisdiction of the courts of England and Wales.

17. CONTACT US

If you have any questions about these Terms, please contact:

Laura Hennessy, Club Secretary
Seaford Rugby Football Club
Email: secretary@seafordrfc.club
Address: 6 Alexandra Close, Seaford, East Sussex, BN25 2XA

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This document is provided by Seaford Rugby Football Club. Please complete the items marked in [square brackets] and review the content, particularly the refund and liability sections, to make sure it reflects how the Club actually operates before publishing.