General Data Protection Policy

1. Introduction

Burnham Football Club and The Loft at Burnham (“we”, “our”, “us”) are committed to protecting the privacy and security of everyone who interacts with us — including players, customers, supporters, members, staff, and visitors.

This policy explains how we collect, use, store, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
It applies to all personal information we handle through our websites, booking and ticketing systems (such as TicketSource), membership systems, communications, and other club or gym operations.

2. Our Commitment

We will:

  • Process personal data lawfully, fairly, and transparently.
  • Use data only for clear and legitimate purposes.
  • Keep data accurate, relevant, and up to date.
  • Store data securely and only for as long as necessary.
  • Protect data from loss, misuse, or unauthorised access.
3. Data Controller

For all activities described in this policy, the Data Controller is:

Burnham Football Club and The Loft at Burnham
The 1878 Stadium, Wymers Wood Road, Burnham, SL1 8JG
Email: burnhamfc1878@gmail.com
Website: www.burnhamfootballclub.co.uk | www.theloftatburnham.co.uk

Where we use third-party platforms (e.g. ticketing or booking systems), those providers act as Data Processors on our behalf.

4. Lawful Basis for Processing

We process personal data using one or more of the following legal bases:

  • Contract – to deliver products or services you’ve requested (e.g. event tickets, memberships, training sessions).
  • Legitimate interests – to manage events, communicate essential information, and improve our services.
  • Consent Consent – for optional marketing or promotional communications.
  • Legal obligation – to meet financial, safeguarding, or health and safety requirements.
5. What Data We Collect

Depending on your interaction with us, we may collect:

  • Name, contact details, and communication preferences
  • Booking or purchase details
  • Payment information (processed securely by third-party providers)
  • Attendance and participation records
  • Health or accessibility information (if voluntarily provided)
  • Marketing or feedback responses
6. How We Use Your Data

We use personal data to:

  • Process bookings, memberships, and payments
  • Communicate about events, schedules, or changes
  • Manage participation in sessions, programmes, or fixtures
  • Maintain safety, safeguarding, and record-keeping requirements
  • Send relevant updates or offers (only if you have consented)
  • Meet legal, accounting, or reporting obligations
7. Data Sharing

We may share information with:

  • Trusted service providers (e.g. ticketing, payment, or membership platforms)
  • Governing bodies or insurers where required by regulation or for safeguarding
  • Law enforcement or regulatory authorities where legally necessary

We never sell personal data to third parties for marketing purposes.

8. Data Retention

We keep personal data only as long as necessary for the purpose collected, including legal or operational needs.
After this period, data is securely deleted or anonymised.

9. Data Security

We apply appropriate technical and organisational measures to safeguard data, including secure storage, password protection, limited access controls, and staff/volunteer awareness training.

10. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction or deletion
  • Restrict or object to certain processing
  • Withdraw consent (where applicable)
  • Request data portability

Requests can be made by email to burnhamfc1878@gmail.com, and we will respond within one month.

11. Data Breaches

Any suspected or actual data breach will be investigated immediately.
Serious breaches will be reported to the Information Commissioner’s Office (ICO) within 72 hours and, if necessary, to affected individuals.

12. Review

This policy will be reviewed annually or when significant changes occur in legislation or in our operations.

Last reviewed: 01/09/2025
Next review due: 01/09/2027

For any queries about this policy or your personal data, please contact:
Data Protection Lead
Burnham Football Club / The Loft at Burnham
Email: burnhamfc1878@gmail.com