Last updated: 31 July 2025

1. Who We Are

Canterbury Mariners Walking Football Club (“the Club”) is a community-based walking football organisation based in Canterbury, Kent, UK. The Club provides walking football opportunities specifically for individuals aged 50 and over.

This Privacy Policy explains how we collect, use, store, and protect your personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

2. What Information We Collect

We may collect and process the following types of personal data:

• Full name 
• Date of birth 
• Contact details (e.g. phone number, email address) 
• Emergency contact information 
• Medical information (only relevant health info provided voluntarily for safety reasons) 
• Photographs/videos (with consent, for club promotion or on VEO for training purposes) 
• Membership status and payment records
   

3. How We Collect Your Information

We collect information when you:

• Complete a membership or registration form (online or paper) 
• Attend training sessions or matches 
• Communicate with us via email, phone or social media 
• Participate in events, tournaments or media activities
• Complete surveys
   

4. Why We Collect Your Information

We use your personal data to:

• Administer club membership and participation 
• Ensure participant safety and wellbeing 
• Communicate schedules, events and important notices 
• Comply with league or tournament regulations 
• Promote the club via newsletters, social media or website (only with appropriate consent) 
• Manage insurance, safeguarding and health & safety obligations
• develop club practices, systems and procedures
   

5. Lawful Basis for Processing

Our lawful bases for processing your data are:

• Consent – where you have given clear permission for us to use your data 
• Contract – to manage your membership or participation 
• Legal obligation – where required by safeguarding, insurance or competition rules 
• Legitimate interests – to operate and promote the Club responsibly
   

6. Who We Share Your Data With

We only share your data when necessary, and only with:

• Walking football governing bodies or leagues (for registration/fixtures) 
• Insurers (e.g., for accident or liability claims) 
• Emergency services (in the event of an incident) 
• Our trusted service providers (e.g., website hosts or printing providers)
   

We never sell or trade your data with third parties.

7. How We Store and Protect Your Information

• Data is stored securely on password-protected devices or encrypted cloud storage 
• Paper records are kept in locked storage and destroyed when no longer needed 
• Access is limited to authorised club volunteers and officers only.
   

8. Your Rights

You have the right to:

• Access the personal data we hold about you 
• Request correction or deletion of your data 
• Withdraw consent at any time
• Object to processing or request data portability 
• Lodge a complaint with the Information Commissioner’s Office (ICO)
   

To exercise your rights, please contact us using the details below.

9. Data Retention

We will retain your personal data only for as long as necessary for club operations and in accordance with legal obligations. Generally, we retain membership data for up to 2 years after your last activity with the Club, unless required for longer for legal or safeguarding reasons.

10. Contact Us

If you have any questions or concerns about this policy or how your data is used, please contact:

Canterbury Mariners Walking Football Club
Email: canterburymariners@gmail.com

You can also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk or 0303 123 1113.