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Privacy Policy


Sheffield and Hallamshire County FA Privacy Notice

Sheffield and Hallamshire County Football Association (SHCFA) ("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. We are the data controller of the personal data we process for SHCFA purposes. We are responsible for how that data is processed, 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 of 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 collect, use, store and transfer personal data of SHCFA football participants (and their parents or guardians), club and league volunteers, referees and other SHCFA members, and some other contractors and suppliers who work with SHCFA. The data we collect from participants and members includes:

  • Name, date of birth and gender
  • Contact information, such as home address, email address and telephone numbers
  • Club and league membership, and playing or participation history
  • We may hold some health data or other special category data of some of our participants or members for the purposes of their health, wellbeing and welfare. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian. 

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 SHCFA football. 

Data collected from other sources

We hold incident and investigation information in relation to incidents reported across the SHCFA clubs, leagues and SHCFA events, including training. This includes witness reports and alleged incident reports and may include details of actual or alleged criminal convictions and offences, and safeguarding information. 

This type of data may be collected from data subjects directly, or it may be provided by police, relevant local authorities, or third parties. 

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, via our website or otherwise. This will typically be provided by a participant’s club by inputting participant details into Whole Game System. Other participants, such as referees, may input their own data into Whole Game System

3. How we use personal data

We will use personal information only for the purposes for which we have been provided such information.

The reason we need participants’ and members’ personal data is to be able to manage SHCFA, administer leagues and support football clubs; to administer memberships; to manage sanctions; and to promote the benefits of participation in football across our area. 

Our primary lawful basis for processing personal is that we have a contractual obligation to individuals as participants or members to provide the services of a county football association.

We have set out below, in a table format, a description of all the other ways we use 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

Lawful Basis for processing under Article 6 of the GDPR.

To respond to your enquiry.


Consent - implied by you by making a query.

To administer the relevant competition.


Performance of a contract.

To fulfil any other contract that we may enter into with you, for example, to provide a training course, referee course or CPD events.


Performance of a contract.

To send out or ask you to complete surveys or carry out other market research.


Legitimate interest – to improve our products and services and ensure they continue to meet participant and members’ needs.


To send direct marketing information to you.


Consent – we will only send direct marketing if the individual is an existing member, participant or other user of the site and the individual has not previously objected to this marketing, or, has actively provided your consent.

To publish your views or comments you have made, on this website, our social media, newsletters and brochures, and any other website or media platform operated by us or our subsidiaries or in other media.


Legitimate interest - to promote the successes and interests of SHCFA. If a participant and / or member does not want us to do this, they can object to this processing by contacting us via the details in the Contact Us section below.




Circulating your views to us via our contact form internally for training and management purposes.

Legitimate interest – to improve our products and services and ensure they continue to meet participants’ and members’ needs. If a participant or member does not want us to do this, they can object to this processing by contacting us via the details in the Contact Us section below.


Sending out necessary SHCFA information and updates.


Performance of a contract.

Sharing data with coaches and tutors to run educational courses, training sessions or enter events.


Performance of a contract.

Sharing data with leagues, other county associations and other competition providers for entry in events.


Performance of a contract.

Sharing anonymised data with a funding partner as a condition of grant funding, for example, a local authority.

Legitimate interest - to run the organisation efficiently and as it sees fit. Seeking and accepting funding is a purpose that benefits the SHCFA, participants and its members.


Publishing match and league results.

Legitimate interest – match or season results published across various platforms may contain some limited personal data. A participant or member does not want us to do this, they can object to this processing by contacting us via the details in the Contact Us section below.


Publishing club and league contact details for the purpose of administering leagues and clubs, along with county competitions.


Consent - this data is deleted each season and renewed with your annual consent.


Investigating incidents and allegations

Legitimate interest – we have a duty of care to all individuals connected with SHCFA, as participants or members, and will process and retain the personal data necessary for this purpose at our discretion, taking into consideration individual rights and interests.


Where this data contains special category data, such as data about your health, or information relating to criminal convictions and offences, our lawful basis for processing is safeguarding of children or individuals at risk, or for the prevention or detection of crime, in the substantial public interest.



Direct Marketing

We would like to send you marketing information, by post, e-mail, or SMS. In addition, selected third parties (including the FA, FA partners as shown on our website, and other commercial partners) would like to send you marketing information, by post, e-mail, or SMS. In either case, you will only be contacted with marketing information in line with the preferences you indicate either when you submit your details to us or at a later stage. You can update your marketing preferences by contacting us at the e-mail address below.

4. Sharing your personal data

We can access the basic Whole Game System data of all individuals registered to SHCFA. 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 advisors, 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.

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, for legal proceedings and where necessary to cooperate with law enforcement bodies for the purposes of preventing and detecting crime. 

5. International Transfers

Some of our suppliers or third parties may process our personal data outside the European Economic Area (EEA) such as our website and email providers. We review the data protection terms of these suppliers to ensure that your personal data will only be transferred out of the EEA, if sufficient appropriate safeguards are in place.

6. 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.

7. Data Retention

We keep personal data on our participants, members and other website users while they are signed up to SHCFA or any of our website services. We will delete this data three years 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, safeguarding, 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. Cookies

When you visit our website,, we may collect, process and use information about you which may not personally identify you but which may be helpful for improving the operation of the website. Such information may be collected through "traffic data" and may entail the use of "cookies", "IP Addresses" or other numeric codes used to identify your computer. You can delete cookies or configure your computer to reject them, although this may disable the website’s ability to manage individual sessions. 

9. Third Party Links

This website may contain links to other sites. Please be aware that we are not responsible for the privacy practices of these sites. We encourage our users to be aware when they leave this website and to read the privacy statements applicable on those sites. This Privacy Notice does not apply to information collected on third parties’ sites.

10. 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 personal data processed under for the performance of a contract or with your consent 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 ( 

11. Contact Us

If you have any queries about this Privacy Notice, wish to stop direct marketing by SHCFA, its subsidiaries or third parties or you wish to access or update your information please email