a) St
Albans City Youth Football Club (Forthwith identified as “The Club”) needs to
collect and use certain types of information about Members and their
Parents/Carers in order to operate efficiently and effectively. This personal
data must be dealt with properly, however it is collected, recorded or
used, whether on paper, in a computer, or recorded on other material. The
lawful and correct treatment of personal data is very important in maintaining
confidence with those with whom we deal, internally and externally.
b)
The Club is committed to the principles and practices of data protection
as laid out in the Data Protection Act 1998, subordinate and related
legislation and codes of practice and other official guidance.
c)
This policy will be achieved through appropriate management, and the
strict application of criteria and controls. All persons having access to such
material will follow good data protection practice and must handle personal
data responsibly.
2)
Obtaining
and Use - Fair Processing Code
Persons supplying personal data to be held by the Club must be made aware of
the purposes for which it is to be held and used. Only personal data that is
really needed should be obtained.
Where the club seeks personal data, they should ensure that the person from
whom the information is requested knows the purpose for which the information
is required, including any non-obvious but possible use ( for example as part
of promotional material or as a feature on the Club website). Records will be
maintained by a Club official which will contain a signed authority by
Parents/Carers allowing such use.
Access to personal Data will be restricted to Authorised individuals
nominated by the club (Management Committee).
It follows that authorised individuals using information provided by the Club,
can only do so in connection with their work with the club. Such individuals
will have been subject to the Clubs vetting systems and will have a
responsibility to ensure that the information is retained securely and used
appropriately. No disclosure of personal data must be made to another party
without the express authority of the Clubs committee.
3)
ACCURACY
OF INFORMATION
It is the responsibility of all persons who receives or holds information to
ensure, so far as it is possible, that it is accurate, valid and up-to-date.
The Clubs nominated Data Protection Officer (Chairman) is required to satisfy
him/herself through monitoring and audit as appropriate, that this is done.
where it appears that the information may be inaccurate, the matter must be
reported and rectified as soon as possible. This is of particular importance
when information is shared with other agencies i.e. Local Council, League or
F.A.
The Data Protection Act requires that personal data shall not be kept for
longer than is necessary for its purpose. Therefore Cancellations of
membership, amendments and deletions should be carried out as a matter or
priority. Particular attention should be paid to ensure that Data held on
persons no longer with the Club are expunged at the first available
opportunity.
4)
INDIVIDUALS RIGHTS
General
The Act gives all
data subjects certain legal rights. These
rights in some circumstances are enforceable by the court system.
Data subjects have
the right to know what data is held about them and and to see the data in
intelligible form. Any such request should be addressed to the Clubs nominated
Data Protection Officer and must be responded too as soon as reasonably
practicable.
Each individual having access to personal data is personally liable if they act
outside of this policy without the consent of the Club.
Failure to comply with this policy or relevant legislation could result in
criminal, civil or internal disciplinary action. Criminal, civil or
disciplinary action may lead to imprisonment, fine or other punishment.
Personal data processed by the Club must only be collected, stored or used for
its stated purpose.
