AYLESBURY & DISTRICT FOOTBALL LEAGUE PRIVACY NOTICE
Issued 29th September 2018 The Aylesbury & District League ("we", "our", "us") takes your privacy very seriously. This Privacy Notice sets out how we use and look after the personal information we collect from you.
As an organisation who is responsible for, and controls the processing of your personal data, we are the data controller, and sometimes also the data processor, and will take reasonable care to keep your information secure and to prevent any unauthorised access or use of it.
We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.
1. Information we may collect from you Personal data means any information about an individual from which that individual can be identified. We may collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other members.
The data we collect from participants may include:
• Name, date of birth and gender.
• Contact information, such as home address, email address and telephone numbers. Where we need to collect personal data to fulfil our responsibilities and a participant fails to provide that data, we may not be able honour or administer their participation in football.
2. How is your personal data collected? A participant may give us their personal data by filling in forms or by corresponding with us by post, phone, email, in person, or otherwise. This will typically be provided by a participant’s club by inputting participant details into Whole Game System.
3. How the ADFL uses personal data We will use personal information only for the purposes for which we have been provided such with such information. The reason we need participants’ and members’ personal data is to be able to administer the leagues and support football clubs; to administer memberships; to deal with sanctions. Our lawful basis for processing personal is that we have a contractual obligation to individuals as participants or members to provide the services of a football league. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Purpose/Processing Activity Basis for processing under Article 6 of GDPR
To respond to your enquiry Contractual
To administer the relevant competition Contractual
To send information to you Contractual
Publishing match and league results Consent. We will only publish your personal data in a public domain, including names, if you have given your consent for us to do so.
Publishing club and league contact details in our annual handbook For the purpose of administering the league. The data is deleted each season and is renewed with annual consent.
4. Sharing your personal data A club enters participant and/or member details onto Whole Game System which is administered by the FA. Referees will also add their details onto Whole Game System. We pass information to the FA for affiliation and other reporting purposes. We may share your personal data with our affiliates, suppliers and sub-contractors. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We only permit third parties to process your personal data for specified purposes and in accordance with our instructions. We may disclose your personal information to third parties if we are under a duty to comply with any legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others. 5. Protection of your personal data We are committed to protecting your privacy and have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. However, the nature of the Internet is such that the data may in some circumstances flow over networks without full security measures and could be accessible to unauthorised persons.
6. Data Retention We keep personal data on our participants and member while they are signed up to the League. We will delete this data twelve months after an individual has ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
8. Your Rights All data subjects have the right to:
• Request access to your personal data
• Request rectification of the personal data that we hold about you
• Request erasure of your personal data where there is no good reason for us continuing to process it
• Object to processing of your personal data for direct marketing, or where we are processing on the grounds of a legitimate interest of that interest is overridden by your rights and freedoms
• Request restriction of processing of your personal data while we establish the data's accuracy, or verify an overriding interest to object to processing; where our use of the data has been unlawful but you do not want us to erase it; where you need us to hold the data to establish, exercise or defend legal claims
• Request the transfer of your personal data to you or to a third party in a structured, commonly used, machine-readable format
• Withdraw consent at any time where we are relying on consent to process your personal data
• Complain at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk)
28th August Referee Announcement
6th August Divisions Set Up forthcoming season
With Haddenham Utd First Team folding there will now only be 3 Divisions this forthcoming season
Letter of Explanation.
NB Bedgrove Dynamos and Oving have now swapped after they agreed to do so
With the Committee agreeing that the last day of acceptance into the league for season 2018-2019 was Monday 30th July, interviews subsequently took place that evening, with Fairford Leys and Stone Utd being recommended for acceptance.
As a result 4 somewhat smaller divisions were sorted out, covering 39 teams.
This information was subsequently released on Thursday 2nd August, having been agreed at the Committee meeting the evening before at their monthly meeting.
Over the week-end, Saturday 4th/Sunday 5th both last season’s Premiership winning team Aylesbury Dynamos and the runners-up Haddenham, wrote explaining they were unable to fulfil their obligations, and would have to withdraw.
Following numerous e-mails/telephone conversations over the last 24 hours the Committee has therefore agreed there should be 3 larger divisions, as attached.
These divisions have been drawn up strictly on where teams were placed as at the end of the 2017/2018 season, as far as possible, bearing in mind that under FA rules you can NOT have 2 teams from the same club in the same division.
With reference to cup entries, these will be drawn later this week, and hopefully sent out prior to the week-end.
On behalf of the Committee it is fully realised that not everyone will be happy with these decisions, but with a little over 3 weeks until the commencement of the season, the administration still to be carried out, plus family holidays still to be taken, hopefully everyone will see it’s the best solution to a position none of us hoped would happen.
Peter Rice. League Chairman.
31st July Player Registration deadline
Rule 8a (iii)
The Management Committee wish to bring to your attention the above rule that clearly states that every club needs to have registered 14 players, (28 if club have a reserve team) by mid-night on Sunday 5th August
28th July Special General Meeting Reminder
Aylesbury and District League Special General Meeting to be held on Tuesday 7th August 2018, at Rivets Sports and Social Club, at 7-30p.m.
ALL CLUBS MUST BE REPRESENTED AT THE SPECIAL GENERAL MEETING OTHERWISE A FINE OF £50 WILL BE INCURRED, AS PER RULE 19.
WOULD ALL CLUBS PLEASE SIGN THE REGISTER WHEN THEY ARRIVE
AGENDA FOR THE EVENING WILL BE A FOLLOWS;-
1. Presentation of the John Walker Award for the Top Referee
1. Presentation by the Berks and Bucks FA re Team sheets and Full Time
2. Adoption of Fairford Leys and Stone United FC into the League
3. Agreement of Divisional Constitution
4. Secretary Update
5. Treasurers Update
6. Registration Secretary Update
7. Fixture Secretary Update
8. Referee’s Secretary Update
9. Media Secretary Update
10. Any Other Business
19th March Message from the Chairman
Step by step procedure to be followed in the case of your pitch being potentially unfit for play:-
1. Should your match be called off by the District Council/Parish Council/ Authorised groundsman.
You should consult your opponents (rule 10f paragraphs 4/5) to see IF their pitch is available/playable
Whatever the decision, the referee/opponents should be contacted by phone, to advise accordingly, no respond then text, asking for confirmation of receipt, do NOT communicate by e-mail.
Then, and ONLY then are your players to be advised accordingly.
2. In all other cases, if your pitch is in any doubt the following procedure should be followed:-
Check to see if your opponents pitch is available/playable.
If not contact your committee allocated referee to visit (On these occasions committee referees are able to claim £10 towards their travel).
If NOT available then contact a local referee know to the league for their advice.
If no-one is available then ask your match referee to travel as early as they can.
When the inspection has been carried out, and a decision made, advice your opponents/referee if needs be, as to what is happening by phone, no response then by text, asking for confirmation of receipt, do NOT communicate by e-mail.
Then and only then should your players be informed.
If a match is called off for whatever reason, then all of the committee members listed under rule 10f (iii) MUST be contacted.
1. Should a referee turn up, NOT having received confirmation the match is off, then they are entitled to full-fees.
2. Should a referee turn up and declare the pitch unplayable, then they are entitled to half-fees
6th January. Message from the Chairman
Reminder re Officials.
With the second half of the season about to begin (weather permitting), now is the time to remind everyone of their responsibilities re officials.
All officials are aware of their responsibilities prior to the match commencing.
As part of their DNA they all know they should arrive at the ground anywhere between 30/45minutes prior to commencement in order a ground/boot check be made.
They have all been reminded that they then should be in the officials’ room anywhere between 15/30 minutes prior to kick off, particularly on council grounds, in order for the necessary administration details can take place, which includes cross-checking shirt numbers to players.
Should, for whatever reason the official fail to appear at their allotted time, the teams should report it on the back of their form, sent to the registration Secretary.
We need to remind you that YOU are responsible for welcoming the official (Not the other way round).
At least 15 minutes prior to the start of the match, two (pumped up) match balls are to handed to the official, as well as your completed teamsheet Completed teamsheets means that ALL boxes are completed prior to handing the paperwork over to the official.Club Colours, First Aider, Club Assistant etc.
For cup matches their match fee is to be offered, and 50% claimed back from the opposition.
League match fee to be offered at least 15 minutes prior to kick off together with your completed teamsheet. Completed teamsheet means that ALL boxes are completed prior to handing the paperwork over to the official. Club Colours, First Aider, Club Assistants etc.
Wherever possible, especially on a cold winter’s day, a half-time drink is always appreciated by ALL officials
Please be aware that ALL officials registered to the Berks and Bucks FA have recently been reminded about their paperwork, and to ensure it is completed correctly.
Finally, please do NOT forget that failure to deal with all the above carry separate fines.
This email is sent on behalf of the Marsworth Secretary
Looking at the fixtures for next Saturday onwards it appears to be the start of the Marsworth Reserve season, so with several new teams involved now is the time to explain several issues.
This email is sent on behalf of the League Registration Secretary.
I'm away from Sunday for a week so I won't be reading any emails. Please register all players as normal and submit them on the WGS and post registration forms, they will be pending until the following week but you will be able to play them as I have the date and time you put them on WGS (so no cheating I will find out).
Can I remind you all that you CAN NOT sign a player on the day for any cup games, they need to be registered 7 days before. However Berks and Bucks games are by mid day on the Friday.
Transfer requests are as previous years a signed transfer form from both team secretaries and player along with £15 transfer fee, then through the WGS request a notice of approach and if I've received your completed form I will transfer them.
Please remember to score your ref on your team sheet and any scores under 50 need to have a letter sent to Kevin Saw with your reason why. Rule 13H.
So far I'm happy with this process on WGS so we shouldn't have any issues, if your not sure if a player is registered just check on WGS.
This email is sent on behalf of the League Chairman.