North West London Jets Data Protection Policy
Background on Data Protection Policy
In accordance with the Data Protection Regulatory Policy, GDPR, which was introduced in May 2018, North West London Jets is mandated to provide transparency around how data is captured, processed, stored, used and shared, for all members of the Club.
Capturing Club Membership Data
North West London Jets captures data on all members as part of the pre-season registration process. This involves Parent / Carers completing and returning the North West London Jets registration pack to the Club Secretary.
Data captured includes:
As part of the pre-season registration process, all Parent / Carers are required to complete a League registration form. The details of which are processed and verified by the North West London Jets Club Secretary, and then passed onto the respective League Registration Secretaries. These forms also require photo identification for the purposes of creating a registration card by the respective Leagues.
Data captured includes:
- Names of Players and Parent / Carers
- Date of Birth of the respective Players
- Contact Details
- Address Details
- Medical & Additional Needs Information
- School Name which the Player attends.
As part of the pre-season registration process, all Parent / Carers are required to complete a League registration form. The details of which are processed and verified by the North West London Jets Club Secretary, and then passed onto the respective League Registration Secretaries. These forms also require photo identification for the purposes of creating a registration card by the respective Leagues.
Processed Club Membership Data
North West London Jets processes the data received from the completion of registration packs to register all players with the respective Football Leagues.
Data that is captured on Club Football Coaches and Managers is processed through the FA's Whole Game System, which includes:
Data that is captured on Club Football Coaches and Managers is processed through the FA's Whole Game System, which includes:
- Disclosure and Barring Service (DBS) (Valid from / expiration date)
- Emergency Aid Certification (Valid from / expiration date)
- Safeguarding Children Certification (Valid from / expiration date)
- Highest Coaching Certification
Stored Club Membership Data
North West London Jets stores all data concerning members of the respective football teams for a period of 12 months. The 12 month period commences from June of pre-season to the end of June the following year. The dates coincide with the timeframe for registering players for the forthcoming season to the end of season. Data is stored in respective folders for each age category. The folders cover:
- Football League (MGBJFL or Watford Friendly League)
- Age Group (U7 - U14)
- Kit Request Form
- DBS Information
- Name of Player
- League Registration Number
- Shirt Number
- Parental / Carer Phone Numbers
- Parental / Carer Email Address
- Medical / Additional Needs
- School Name
Use of Club Membership Data
North West London Jets uses data received from the completion of registration forms for the purposes of registering all players with the respective football Leagues and Age Groups. Data is also extracted and shared with team Management Officials. This enables all appointed team Managers to have the necessary contact and medical awareness / additional needs information for members of their respective football teams.
Information on Football Coaches, Managers and Club Board Officials is also stored on the FA Whole Game System, for the purposes of Affiliation to the London Football Association.
It is at the discretion of the team Managers to create WhatsApp Groups containing all contacts for members of their respective football team/s. WhatsApp Groups are a secure method for instant communication between all members of the respective football team, for football related matters only. The administrator of the WhatsApp Group is responsible for ensuring that the information exchanged within the group remains relevant to football related matters. Should a member of the Club not wish to be a member of the WhatsApp group, either they can remove themselves from the group or request that the administrator removes them accordingly.
Names of players maybe shared with the Local Jewish Press (Jewish News & Jewish Chronicle) should players score a hat-trick or more in a football league or cup match. This only results in the players name being published in the Hat-trick hero section of the respective newspaper.
Information on Football Coaches, Managers and Club Board Officials is also stored on the FA Whole Game System, for the purposes of Affiliation to the London Football Association.
It is at the discretion of the team Managers to create WhatsApp Groups containing all contacts for members of their respective football team/s. WhatsApp Groups are a secure method for instant communication between all members of the respective football team, for football related matters only. The administrator of the WhatsApp Group is responsible for ensuring that the information exchanged within the group remains relevant to football related matters. Should a member of the Club not wish to be a member of the WhatsApp group, either they can remove themselves from the group or request that the administrator removes them accordingly.
Names of players maybe shared with the Local Jewish Press (Jewish News & Jewish Chronicle) should players score a hat-trick or more in a football league or cup match. This only results in the players name being published in the Hat-trick hero section of the respective newspaper.
Sharing of Club Membership Data
North West London Jets shares data on Club Members with the respective Football Leagues that teams and players alike participate in for the purposes of registration and insurance.
Data on Coaches, Managers and Club Board Officials is shared with the Football Association through the use of the FA Whole Game System. This data encompasses:
Data is extracted from the respective Club registration forms and disseminated to Management Officials for contact and medical awareness / additional needs information, comprising:
Contact details will be shared with Club Affiliated Organisations, such as Goalkeeper Icon, after prior consent from the Parent / Carers concerned.
Names of players maybe shared with the Local Jewish Press (Jewish News & Jewish Chronicle) should players score a hat-trick or more in a football league or cup match. This only results in the players name being published in the Hat-trick hero section of the respective newspaper.
All irrelevant files are disposed of at the end of each season through shredding.
Data on Coaches, Managers and Club Board Officials is shared with the Football Association through the use of the FA Whole Game System. This data encompasses:
- Team Role (Coach, Manager or Assistant Manager)
- Club Role (Club Secretary, Club Welfare Officer, Club Chairman)
- Disclosure and Barring Service (DBS) (Valid from / expiration date)
- Emergency Aid Certification (Valid from / expiration date)
- Safeguarding Children Certification (Valid from / expiration date)
- Highest Coaching Certification
Data is extracted from the respective Club registration forms and disseminated to Management Officials for contact and medical awareness / additional needs information, comprising:
- Name of Player
- League Registration Number
- Shirt Number
- Parental / Carer Phone Numbers
- Parental / Carer Email Address
- Medical / Additional Needs
- School Name
Contact details will be shared with Club Affiliated Organisations, such as Goalkeeper Icon, after prior consent from the Parent / Carers concerned.
Names of players maybe shared with the Local Jewish Press (Jewish News & Jewish Chronicle) should players score a hat-trick or more in a football league or cup match. This only results in the players name being published in the Hat-trick hero section of the respective newspaper.
All irrelevant files are disposed of at the end of each season through shredding.
