Orford FC Juniors Privacy Policy
Name: Chairperson
Address: Orford Jubilee Neighborhood Hub, Warrington
E-mail: [email protected]
The type of personal information we collect
We currently collect and process the following information: Personal identifiers, such as:
- Contacts
- Name
- Address
- Date of Birth
- Medical History
- Medication Requirements
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Maintaining player records
- Maintaining Subscriptions
- Health and Safety, including;
- Medical History
- Medication Requirements
- The FA
- Affiliated Football League
- Auth0
- Maintain records for each player.
- Maintain subscriptions status.
- Provide medical information to medical professionals where required.
We may share this information with The FA, Affiliated Football League, Medical Professionals, Stripe, Auth0, cloud hosting and infrastructure providers (Microsoft Azure), who store data on our behalf within the EEA and do not access it for their own purposes, and authorized officials within Orford FC Juniors football club.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting [email protected]
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
How we store your personal information
Your information is securely stored.
We keep player information and medical records for 3 months following a player leaving the club. We will then dispose your information by cleansing all systems of personal information pertaining to the subject.
GDPR Compliance and Data Hosting
Orford FC Juniors is committed to processing your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We process personal data lawfully, fairly and transparently, collect it only for the specified purposes set out in this policy, and keep it no longer than necessary.
Where it is technically required to provide our service, your personal information may be transferred to, and processed in, locations within the European Economic Area (EEA). Any such transfer is protected by appropriate safeguards, including the UK Government's adequacy regulations for the EEA, which provide a level of protection for your personal data essentially equivalent to that under UK law.
As a data subject, you retain all rights afforded to you under the UK GDPR. These rights are described in the "Your data protection rights" section below, and you may exercise them at any time by contacting [email protected]
AI Image Processing and Analysis
Purpose of AI Image Processing
Orford FC Juniors uses artificial intelligence (AI) technology to process and analyze photographic images. This may include:
- Verifying image quality and composition standards
- Assessing player photographs for official documentation
- Validating photo compliance with specific criteria (framing, visibility, etc.)
- Streamlining administrative processes related to club records and communications
Third-Party AI Provider
We use Anthropic/Claude (an AI service provided by Anthropic) to perform image analysis and processing. Anthropic is a third-party data processor and shall handle personal data in accordance with data protection regulations.
Image Data Privacy and Handling
- Limited Data Sharing: Only images that you have explicitly provided to Orford FC Juniors will be submitted for AI processing.
- No Training Data: Images processed through Anthropic/Claude are not used to train or improve Anthropic's models. Your images remain confidential to your processing request only.
- Data Security: All image transmissions to Anthropic are encrypted and handled in accordance with industry security standards.
- Temporary Processing: Images are processed temporarily and are not stored permanently by Anthropic following analysis completion.
- Restricted Access: Only authorized Orford FC Juniors personnel can request image processing, and access is logged and monitored.
Your Rights Regarding AI Processing
You have the right to:
- Request not to have your images processed by AI technology
- Request access to any analysis results generated from your images
- Request deletion of your images from our processing requests
- Object to AI image processing at any time without penalty
To exercise these rights, please contact us at [email protected]
Data Retention
Images submitted for AI processing are retained by Orford FC Juniors in accordance with our standard retention policies. Any analysis results are kept as part of relevant player or administrative records and are disposed of in the same manner as other personal data when no longer required.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [email protected] if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk