Scottish Women’s Football (SWF) is an Affiliated National Association (ANA) of the Scottish FA and is the membership organisation responsible for the governance and development of girl’s and women’s football in Scotland. We are the “controller” of the personal information provided to us by our members, spectators, volunteers and service users, collected through the Scottish FA Live system, our members’ online portal.
We take your privacy seriously and this privacy notice sets out how we will use your data, who we will share it with, how we will keep it secure and your rights as a data subject.
When you register as a member of SWF, or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16, we will ask you for the following personal information:
When you register to volunteer with SWF, we will ask you for the following personal information:
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
We also process our members’ personal information in pursuit of our legitimate interests to:
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on email@example.com. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
When you book a place or tickets with us for and attend a course, competitions, event, match, training course etc., we need to collect your personal information so that we can honour your booking and to enable you to participate (in the course, competition, event, match, training course etc.).
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on firstname.lastname@example.org. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a participant / attendee / service user.
We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG scheme.
If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on email@example.com. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.
We are under a legal obligation to process certain personal information relating to our members, volunteers, players and service users etc. for the purpose of complying with our obligations under:
We use aggregated and anonymised reports of personal information relating to gender, disability, religion, ethnicity, sexual orientation for equality monitoring purposes, enabling us to evaluate and promote equality of opportunity within our sport.
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
SWF member clubs provide us with personal information about their members in order to register players, purchase insurance and other member benefits. By storing and using this personal data, SWF become the “controllers” of this personal data. Clubs have a responsibility to provide their members with both the SWF Privacy Notice and their own. SWF can provide our clubs with templates of a Privacy Notice for their use, please email firstname.lastname@example.org to submit your request.
If your personal information is included in any images or videos taken by us at our competitions, courses or events, we may share this on our website and social media channels, with media outlets, with external organisations such as the Scottish FA and the BBC for promotional and/or journalistic purposes.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children, and UK Antidoping for the purpose of eliminating doping in our sport.
We may also share personal information with professional and legal advisors for the purpose of obtaining advice.
SWF employs third party suppliers to provide services such as (but not limited to) IT providers, Scottish FA, membership service providers, workforce and volunteers. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it.
In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
Your personal information is stored in our membership database which is protected in a secure environment within the EU. Our own servers and email accounts are based in the UK/EU and is accessed by our staff for the purposes set out above.
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 6 years.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of SWF and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members, or in the event of a claim against SWF.
You can exercise any of the following rights by writing to us at Scottish Women’s Football, Hampden Park, Glasgow (G42 9DF) or by emailing email@example.com
Any requests received by SWF will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk