Privacy Policy | elmbridgerl.com

Elmbridge Eagles Rugby League Club

Elmbridge Eagles Rugby League Club (“the Club”) is committed to protecting the privacy and personal data of our players, parents, coaches, volunteers, and all members associated with the Club.

This policy explains what information we collect, why we collect it, how it is used, and how it is protected. The Club processes personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who Is Responsible for Your Data

Elmbridge Eagles Rugby League Club acts as the data controller for personal data processed for club administration and team management purposes.

As a community sports club run by volunteers, personal data may be handled by committee members, coaches, and team managers in order to organise teams, manage competitions, and communicate with players and parents.

The Club has a committee member responsible for overseeing data protection matters.

2. What Information We Collect

We may collect the following personal information:

Player and parent/guardian names
Contact details (email addresses, phone numbers, addresses)
Date of birth
Emergency contact and relevant medical information
Photographs and videos
Registration and attendance records
Volunteer and coaching information

Health or medical information provided to support safe participation is treated with additional care.

3. Why We Collect This Information

We collect and use personal data for the following purposes:

To manage player registration and team administration
To organise teams, fixtures and training sessions
For safeguarding and emergency purposes
To communicate with parents, players and members
To share fixtures, events and club updates
To promote the Club and the sport of Rugby League through approved use of photos and videos
To meet obligations set by the Rugby Football League (RFL)

4. Registration and Communication Platforms

To operate effectively the Club uses several digital platforms.

Gameday – RFL Registration System

Official player registration is completed through the Rugby Football League’s Gameday system. The Rugby Football League acts as data controller for information submitted through this system in accordance with its own privacy commitments.

Spond – Team Organisation

The Club uses Spond to organise teams, manage availability, and communicate training and fixture information.

WhatsApp – Club Communications

WhatsApp groups may be used for club matters and logistical updates such as training changes or match arrangements.

Participation in WhatsApp groups is voluntary. Members may leave a group at any time and may request not to be added back.

Because phone numbers are visible within WhatsApp groups and messages remain on participants’ devices, members are asked not to share private, medical, safeguarding or complaint-related matters in group chats. These should instead be raised directly with the relevant coach, team manager, or Club Welfare Officer.

5. Sharing Your Information

We only share personal information where necessary and in line with legal or safeguarding obligations. This may include:

The Rugby Football League (RFL) for registration and compliance
League organisers and match officials where required
Medical professionals in the case of an emergency
Club officials and coaches for operational purposes

The Club never sells or shares personal data for commercial purposes.

6. How We Store and Protect Your Information

Personal data is stored securely and accessed only by authorised club volunteers who require it for legitimate club activities.

We take reasonable steps to protect data from loss, misuse, or unauthorised access. These measures include using recognised digital platforms, limiting access to information, and expecting volunteers to secure their devices with passwords or passcodes.

Volunteers should not enter private or sensitive information about players, parents, or safeguarding matters into AI tools or similar digital servicesunless those tools have been formally approved by the Club.

7. How Long We Keep Your Information

We retain personal data only for as long as necessary for club operations, safeguarding obligations, and Rugby Football League requirements.

At the end of each season the Club reviews communication groups and contact lists and removes information that is no longer required.

Some safeguarding or incident records may need to be retained for longer in line with RFL guidance.

8. Your Rights

Under UK GDPR you have the right to:

Access the personal data we hold about you
Request correction of inaccurate information
Request deletion of your data where appropriate
Object to certain types of processing
Withdraw consent where applicable (for example photography)

Participation in WhatsApp groups is voluntary and members may leave these groups at any time.

If you wish to exercise any of your rights, please contact the Club using the details below.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

9. Contact Us

If you have any questions or concerns about how your data is handled, or wish to exercise your rights, please contact the Club:

Email: jane@elmbridgerl.com