**Oakwood FC** is a grassroots football club based in Crawley, West Sussex. We run men's, women's, and youth teams. This privacy notice explains how we collect, use, and protect your personal data.

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## What data do we collect?

When you join Oakwood FC, we collect:
- Your name, date of birth, address, email, and phone number
- Your role at the club (player, parent, coach, supporter, etc.)
- Your team(s) and involvement with the club

We collect this data through our membership system (Pitchero) to manage club operations — fixtures, communications, team selection, safeguarding, and payments.

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## How we use your data

**1. To run the club**
- Manage team rosters and fixtures
- Communicate with members (training updates, match details, announcements)
- Process payments and manage safeguarding

**Lawful basis:** Contractual necessity (your membership agreement) and our legitimate interests in running the club.

**2. To identify sponsorship opportunities**
- We use your membership data to identify whether you own or lead a local business
- If you do, we may approach *your business* (not you as a member) with sponsorship opportunities for the club
- We do this because our members often have strong local business connections, and these are valuable for club fundraising

**Lawful basis:** Our legitimate interest in securing sponsorship revenue to support grassroots football.

**You can opt out of this use** — see "Your rights" below.

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## Who we share your data with?

- **Pitchero** — our membership platform (holds your data on our behalf)
- **Companies House** — we may check publicly available business records to identify business owners
- **Your business** — only if we contact your business about sponsorship (and only if you haven't opted out)

We do not sell your data to third parties.

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## How long do we keep your data?

- **While you're a member:** We keep your data for the duration of your membership.
- **After you leave:** We keep your data for 3 years (for safeguarding and legal obligations), then delete it.
- **Sponsorship opt-out:** If you ask us not to contact your business, we keep that instruction permanently so we respect your choice in future.

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## Your rights

**You have the right to:**

- **Access your data** — ask us what personal information we hold about you
- **Correct your data** — ask us to update any information that's wrong
- **Opt out of sponsorship prospecting** — ask us not to use your membership data to identify business opportunities
- **Delete your data** — ask us to delete your information when you leave the club (subject to legal obligations)

**To exercise any of these rights, contact:** Neill Wilkinson, Vice Chairman (Oakwood FC) at vice-chairman@oakwoodfc.co.uk

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## Sponsorship opt-out

If you do not want Oakwood FC to use your membership data to identify your business for sponsorship opportunities, please tell us. We will add you to our opt-out list and will never approach your business.

**To opt out, contact:** Neill Wilkinson at vice-chairman@oakwoodfc.co.uk

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## Your data protection rights

Under UK GDPR, you have additional rights. For more information about your rights and how to exercise them, visit the **Information Commissioner's Office (ICO)** at **ico.org.uk** or contact them at **0303 123 1113**.

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## Changes to this notice

We may update this privacy notice from time to time. We will let you know of any significant changes.

**Last updated:** 8th June 2026

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## Contact us

If you have questions about this privacy notice or how we use your

**Neill Wilkinson**
Vice Chairman (Operations), Oakwood FC
Email: vice-chairman@oakwoodfc.co.uk

Or write to us at:
Oakwood FC
Tinsley Lane
Crawley
West Sussex
RH10 8AT

Data policy

# Oakwood FC — Data Security & Retention Policy

**Last updated:** 8th June 2026

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## Purpose

This policy explains how Oakwood FC protects personal data and how long we keep it.

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## Data security

Oakwood FC takes reasonable steps to protect personal data from loss, misuse, and unauthorised access:

- We use secure systems (Pitchero membership platform) with encrypted storage
- Access is restricted to authorised staff and volunteers
- Devices used to access club data are password-protected
- We do not share data unnecessarily with external parties
- We comply with UK GDPR and Data Protection Act 2018

**However:** No system is completely secure. We cannot guarantee absolute security, but we take appropriate measures proportionate to the sensitivity of the data.

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## Data retention schedule

| Data type | Retention period | Reason |
|-----------|-----------------|--------|
| **Active members** | During membership | Operational necessity (fixtures, comms, payments) |
| **Former members** | 3 years after leaving | Safeguarding, legal obligations, dispute resolution |
| **Minors' records** | Until age 18, then 3 years more | Safeguarding (extended protection for children) |
| **Player injury/medical notes** | 3 years after last entry | Safeguarding + liability |
| **Financial records** (invoices, payments) | 6 years | Tax/legal requirement |
| **Sponsorship enquiries** (no agreement reached) | 1 year | Business reference only |
| **Sponsorship records** (signed agreements) | 3 years after end of term | Contract + renewal tracking |
| **Safeguarding incident records** | Indefinitely | Safeguarding legal obligation |
| **CCTV footage** (if applicable) | 30 days | Security + legal requirement |

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## Data deletion

Once a retention period ends:
- Data is deleted from our active systems
- No notification is given (deletion is automatic under policy)
- If a member requests deletion earlier, we will comply unless a legal obligation requires retention

**Exception:** Data may be kept longer if required by law, court order, or an ongoing safeguarding concern.

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## Data breach

If we suffer a data breach (unauthorised access, loss, or disclosure of personal data), we will:
- Investigate immediately
- Notify affected members within 72 hours if there is risk of harm
- Report to the Information Commissioner's Office (ICO) if legally required
- Take steps to prevent further breaches

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## Your rights

Under UK GDPR, you have the right to:
- **Know what data we hold** — request a copy anytime
- **Correct wrong data** — ask us to fix errors
- **Request deletion** — ask us to delete your data (subject to retention obligations above)
- **Restrict processing** — ask us not to use your data for certain purposes (e.g., sponsorship prospecting — see Privacy Notice)
- **Data portability** — request your data in a portable format

To exercise these rights, contact: vice-chairman@oakwoodfc.co.uk

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## Data Protection Officer contact

For data protection queries:

**Neill Wilkinson**
Vice Chairman (Operations), Oakwood FC
Email: vice-chairman@oakwoodfc.co.uk

Or contact the **Information Commissioner's Office (ICO)**:
**Website:** ico.org.uk
**Phone:** 0303 123 1113

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## Policy review

This policy is reviewed annually. Changes will be posted on this page.

Terms and Conditions

# Oakwood FC — Terms & Conditions

**Last updated:** 8th June 2026

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## 1. Use of this website

This website is provided by Oakwood FC for information about the club, our teams, fixtures, and sponsorship opportunities. By using this website, you agree to these terms.

You must not:
- Use the website for any unlawful purpose
- Transmit hate speech, harassment, or abusive content
- Attempt to disrupt the website or gain unauthorised access
- Reproduce or distribute content without permission

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## 2. Membership

Membership of Oakwood FC is subject to:
- The club's membership rules (available on request)
- Current safeguarding and code-of-conduct policies
- Payment of membership fees

The club reserves the right to refuse or terminate membership in accordance with safeguarding obligations and club governance.

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## 3. Sponsorship & partnership enquiries

If you contact Oakwood FC about sponsorship or partnership opportunities, we will:
- Process your enquiry in accordance with our privacy notice
- Use your information only for that purpose (unless you agree otherwise)
- Respond within 14 days where possible

By submitting a sponsorship enquiry, you confirm you are authorised to represent your business and enter into agreements on its behalf.

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## 4. Macron partnership

Oakwood FC has a partnership with **Macron Sports Hub Hastings** for the supply and design of kit, training wear, and coaching wear. Any kit purchased through this partnership is subject to Macron's terms and conditions — not Oakwood FC's. For kit-related queries, contact Macron directly.

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## 5. Intellectual property

All content on this website — text, images, logos, design — is the property of Oakwood FC or its licensors. You may not reproduce, modify, or distribute this content without permission.

**Exception:** You may print or download content for personal, non-commercial use only.

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## 6. Links to external websites

This website may contain links to external websites. Oakwood FC is not responsible for the content of external websites and does not endorse them. Use external websites at your own risk.

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## 7. Limitation of liability

This website is provided "as is" without warranty. Oakwood FC is not liable for:
- Loss of data or profits
- Indirect or consequential damage
- Any interruption or delay in website access
- Viruses or malicious code (though we take reasonable precautions)

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## 8. Changes to terms

We may update these terms from time to time. Changes will be posted on this page. Your continued use of the website means you accept the updated terms.

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## 9. Governing law

These terms are governed by English law and the courts of England and Wales.

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## 10. Contact us

If you have questions about these terms:

**Neill Wilkinson**
Vice Chairman (Operations), Oakwood FC
Email: vice-chairman@oakwoodfc.co.uk

Oakwood FC
Tinsley Lane
Crawley
West Sussex
RH10 8AT