PRIVACY POLICY

WANDSWORTH LIONS FOOTBALL CLUB

Last Updated: 4 November 2026

1. INTRODUCTION

Wandsworth Lions Football Club (WLFC) is committed to protecting the privacy, personal information and rights of our players, parents, guardians, coaches, volunteers and website visitors.

As a youth football organisation, we recognise our responsibility to handle personal information carefully, particularly information relating to children and young people.

This Privacy Policy explains how we collect, use, store, share and protect personal information when individuals visit our website, register for our programmes, participate in club activities or communicate with us.

We aim to comply with all applicable UK data protection legislation, including:

UK General Data Protection Regulation (UK GDPR).
Data Protection Act 2018.
Privacy and Electronic Communications Regulations (PECR), where applicable.

By using our services, individuals acknowledge that their personal information will be processed as described in this policy. Where consent is legally required, we will request it separately.

2. WHO WE ARE

Organisation: Wandsworth Lions Football Club (WLFC)

Website: www.wandsworthlionsfc.co.uk

Email: wandsworthlionsfc@outlook.com

Telephone: 07946 731463

Primary Training Venue:

Wandle Recreation Centre
Mapleton Road
Wandsworth, London
SW18 4DN

Wandsworth Lions FC provides football coaching, development programmes, competitive football, holiday camps and other football-related activities for children and young people.

For personal information collected and managed directly by the club, Wandsworth Lions FC acts as the data controller.

3. INFORMATION WE COLLECT

We may collect and process the following categories of personal information.

3.1 Player Information

Full name.
Date of birth and age.
School year.
Home address.
Football age group and team.
Football registration information.
Training attendance and match participation.
Player development and coaching assessments.
Photographs and video recordings.
Relevant medical conditions, allergies, injuries or additional support requirements.

3.2 Parent and Guardian Information

Full name.
Email address.
Telephone number.
Home address, where required.
Relationship to the player.
Emergency contact details.
Booking, membership and payment information.
Consent and communication preferences.

3.3 Coaches, Staff and Volunteers

Where relevant to their roles, we may collect:

Names and contact details.
Coaching qualifications.
Employment or volunteering information.
Safeguarding training records.
DBS clearance status and relevant recruitment information.
Emergency contact information.

3.4 Website Information

When visitors use our website, certain technical information may be collected through website functionality, cookies or analytics services, including:

IP address.
Device and browser information.
Pages visited.
Website interaction information.
Cookie preferences.

We only collect information reasonably necessary for the purposes described in this policy.

4. HOW WE COLLECT INFORMATION

Personal information may be collected when individuals:

Complete a membership or registration form.
Book a football session, trial or holiday camp.
Join a waiting list.
Register for a competitive football team.
Submit medical or emergency contact information.
Make payments for club activities.
Contact the club by email, telephone or website form.
Use our attendance and communication platforms.
Participate in football training, matches or club events.
Provide photographs, videos or other information to the club.

We may also receive relevant registration information from football governing bodies, leagues and authorised service providers.

5. HOW WE USE PERSONAL INFORMATION

Wandsworth Lions FC uses personal information for legitimate club activities, including:

5.1 Membership and Registration

To register players, manage memberships, allocate training groups, process trials and maintain accurate player records.

5.2 Football Activities

To organise training sessions, fixtures, tournaments, holiday camps, team selections and player development programmes.

5.3 Communication

To contact parents and guardians regarding:

Training schedules and cancellations.
Match fixtures and team selections.
Membership and payment matters.
Club announcements.
Player progress and development.
Safeguarding and welfare matters.

5.4 Safeguarding and Welfare

To protect children and young people, manage emergencies, respond to welfare concerns and fulfil safeguarding responsibilities.

5.5 Payments and Administration

To manage membership payments, bookings, refunds, financial records and other administrative responsibilities.

5.6 Club Development and Promotion

Where appropriate and with the necessary permissions, we may use photographs, videos and other media to promote the club and celebrate player achievements.

6. LEGAL BASIS FOR PROCESSING INFORMATION

Under UK GDPR, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Contractual Necessity

Where processing is necessary to provide football coaching, memberships, registrations and other services requested by parents, guardians or participants.

Legal Obligation

Where information must be processed to comply with applicable laws, safeguarding requirements, financial obligations or other legal responsibilities.

Legitimate Interests

Where processing is reasonably necessary for the effective administration, operation and improvement of the club, provided these interests do not override individuals’ rights and freedoms.

Consent

Where individuals have freely agreed to specific activities, such as optional marketing communications or promotional use of photographs and videos.

Consent can be withdrawn at any time, although withdrawal does not affect processing lawfully undertaken before withdrawal.

Vital Interests

Where processing is necessary to protect someone’s life in an emergency.

Special Category Information

Medical information and certain other sensitive personal information receive additional protection under UK GDPR.

Where we process such information, we will identify both an appropriate lawful basis under Article 6 and an additional condition under Article 9 of UK GDPR, together with any applicable Data Protection Act 2018 requirements.

7. CHILDREN’S PRIVACY AND SAFEGUARDING

Wandsworth Lions FC places particular importance on protecting the personal information of children and young people.

We will:

Collect only information necessary for football participation, safety and administration.
Ensure access to children’s personal information is restricted to authorised individuals.
Use appropriate security measures to protect player records.
Avoid unnecessarily publishing children’s personal details.
Handle safeguarding information confidentially and share it only where appropriate.
Seek parental or guardian permission where required.

Parents and guardians are responsible for providing accurate registration, emergency contact and relevant medical information.

Children also have their own data protection rights, which will be respected in accordance with their age, understanding and applicable law.

8. MEDICAL AND EMERGENCY INFORMATION

We may request relevant medical information, including allergies, existing injuries, health conditions and other information necessary to support a player’s safe participation.

Such information will be used only for appropriate purposes, including:

Player safety.
Reasonable adjustments and support.
Emergency medical assistance.
Safeguarding and welfare.
Managing participation in football activities.

Relevant information may be shared with authorised coaches, safeguarding personnel or emergency services where necessary and legally permitted.

Medical information will not be used for unrelated marketing purposes.

9. PHOTOGRAPHS, VIDEOS AND SOCIAL MEDIA

Wandsworth Lions FC may take photographs or video recordings during training sessions, matches, tournaments, holiday camps and club events.

These may be used for:

Club website content.
Social media publications.
Promotional materials.
Club newsletters.
Celebrating team and individual achievements.
Football coaching and player development.

Where consent is required, parents or guardians will be given a clear opportunity to provide or decline permission.

Parents and guardians may withdraw promotional image consent at any time by contacting the club.

Following a valid withdrawal, we will stop future promotional use and take reasonable steps to remove images from platforms under our control, where appropriate.

We cannot guarantee the removal of images previously copied, downloaded or independently shared by third parties.

We will take particular care where publication could create safeguarding risks.

10. SHARING PERSONAL INFORMATION

Wandsworth Lions FC does not sell personal information to third parties.

We may share relevant information with authorised organisations or service providers where necessary, including:

Football Governing Bodies and Leagues

The Football Association, County FA, affiliated leagues and other authorised football organisations for player registration, eligibility, safeguarding and competition administration.

Coaches and Team Managers

Authorised club personnel who require information to deliver football activities and support players.

Payment Providers

Payment processing services, including Stripe where used, for handling bookings, memberships and financial transactions.

Club Administration and Communication Platforms

Third-party platforms used to manage registrations, attendance, scheduling and club communications, including Spond where applicable.

Website Service Providers

Website hosting, booking, analytics and related technology providers, including Wix where applicable.

Safeguarding and Emergency Authorities

Relevant authorities, medical professionals, safeguarding organisations or emergency services where disclosure is necessary and legally justified.

We expect service providers handling personal information on our behalf to maintain appropriate security and confidentiality protections.

11. PAYMENT INFORMATION

Payments for club memberships, football sessions, trials and holiday camps may be processed through authorised third-party payment providers.

Where third-party payment services are used, payment information is handled in accordance with their applicable privacy and security policies.

The club may retain relevant transaction details, such as payment amounts, dates, membership status and transaction references, for administration, accounting and legal compliance.

We do not require access to full payment card details to manage club memberships.

12. DATA STORAGE AND SECURITY

Wandsworth Lions FC takes reasonable technical and organisational measures to protect personal information against:

Unauthorised access.
Accidental loss.
Misuse.
Unlawful disclosure.
Unauthorised alteration or destruction.

Measures may include restricted access to records, password-protected systems, appropriate use of secure service providers and confidentiality requirements for authorised personnel.

Although we take data security seriously, no electronic storage or communication system can be guaranteed to be completely secure.

Any personal data breach will be assessed and reported to the Information Commissioner’s Office (ICO) and affected individuals where required by law.

13. HOW LONG WE KEEP PERSONAL INFORMATION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including any applicable legal, safeguarding, accounting or regulatory requirements.

Retention periods may vary depending on the type of information.

For example:

Membership records: Retained while required for club administration and any applicable post-membership obligations.
Financial records: Retained for the period required by applicable accounting and tax legislation.
Medical information: Reviewed and retained only while necessary for player welfare or other lawful purposes.
Safeguarding records: Retained in accordance with applicable safeguarding guidance and legal requirements.
Marketing information: Retained until consent is withdrawn or the information is no longer required, subject to any necessary suppression records.

Information will be securely deleted, anonymised or otherwise disposed of when it is no longer required.

14. COMMUNICATIONS AND MARKETING

The club may contact parents and guardians regarding essential football-related matters, including sessions, fixtures, cancellations, payments, registrations and safeguarding.

These operational communications are separate from optional marketing.

Where legally required, we will obtain appropriate consent before sending promotional emails or text messages about additional programmes, holiday camps, trials or other services.

Individuals can opt out of promotional communications at any time by contacting:

wandsworthlionsfc@outlook.com

Opting out of marketing will not prevent necessary communications relating to an existing membership or football activity.

15. COOKIES AND WEBSITE ANALYTICS

Our website may use cookies and similar technologies to support website functionality, security, performance and visitor analytics.

Cookies may include:

Essential cookies: Necessary for the website to function correctly.
Analytics cookies: Used to understand website performance and visitor interactions.
Functional cookies: Used to remember preferences or support additional website features.
Marketing cookies: Used for advertising or promotional purposes, where applicable.

Where required by law, non-essential cookies will only be used after visitors have provided valid consent.

Visitors should be able to manage or withdraw their cookie preferences through the website’s cookie controls.

Additional information about cookies may be provided through a separate Cookie Policy.

16. THIRD-PARTY WEBSITES AND SERVICES

Our website may contain links to third-party websites or services, including football governing bodies, payment providers, kit suppliers, registration platforms and social media services.

These organisations may have their own privacy policies and data protection responsibilities.

Wandsworth Lions FC is not responsible for the privacy practices of independent third-party websites.

We encourage users to review the relevant privacy policies before submitting personal information.

17. INTERNATIONAL DATA TRANSFERS

Some technology and service providers used by the club may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that appropriate legal safeguards are in place where required by UK data protection legislation.

These may include adequacy regulations or approved contractual safeguards.

18. YOUR DATA PROTECTION RIGHTS

Under UK data protection legislation, individuals may have the following rights:

Right to be informed: To understand how personal information is collected and used.
Right of access: To request a copy of personal information held about them.
Right to rectification: To request correction of inaccurate or incomplete information.
Right to erasure: To request deletion of personal information in circumstances where the law permits.
Right to restrict processing: To request limitations on certain uses of personal information.
Right to data portability: To receive certain personal information in a portable format where applicable.
Right to object: To object to processing in certain circumstances.
Rights relating to automated decision-making: To receive relevant protections where applicable.

These rights are not absolute and may be subject to legal exceptions.

To exercise a data protection right, please contact:

wandsworthlionsfc@outlook.com

We will respond within the applicable legal timeframe, normally one calendar month, subject to any lawful extension.

19. PARENTS AND GUARDIANS

Parents and guardians are encouraged to ensure that all information provided to the club remains accurate and up to date.

Changes to contact details, emergency contacts, medical information or relevant safeguarding circumstances should be communicated promptly.

Parents and guardians may raise privacy concerns or make requests on behalf of their children where appropriate, taking account of the child’s rights, age and understanding.

20. COMPLAINTS

If you have concerns about how Wandsworth Lions FC collects, uses or protects personal information, please contact us first so that we can investigate and respond.

Email: wandsworthlionsfc@outlook.com

You also have the right to complain to the UK’s independent data protection regulator:

Information Commissioner’s Office (ICO)

Website: www.ico.org.uk

Telephone: 0303 123 1113

21. CHANGES TO THIS PRIVACY POLICY

Wandsworth Lions FC may update this Privacy Policy from time to time to reflect changes in legislation, club operations, technology or the services we provide.

The latest version will be published on our official website, together with the date of the most recent update.

Where changes materially affect how personal information is used, we will provide additional notice where legally required.

22. CONTACT US

For questions, requests or concerns relating to this Privacy Policy or the handling of personal information, please contact:

Wandsworth Lions Football Club

Wandle Recreation Centre
Mapleton Road
Wandsworth, London
SW18 4DN

Email: wandsworthlionsfc@outlook.com

Telephone: 07946 731463

Website: www.wandsworthlionsfc.co.uk

Developing Players. Building Character. Inspiring the Future.