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.