**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