Cam Everside Youth Football Club ("the club", "we") takes the privacy of players and families seriously. This notice explains what personal information we collect through this website and when you register a child, how we use it, who sees it, how long we keep it and what your rights are. Most of the people whose information we hold are children, so we take particular care with it.
Last updated: October 2026.
Who we are
Cam Everside Youth Football Club is the "data controller" for the information described in this notice. We are a volunteer-run club and play at the Jubilee Playing Fields, Everside Lane, Cam, Dursley, GL11 5UL. For anything to do with your information, please contact the club's Welfare Officer (see The Committee) or send us a message through the contact form.
What we collect
When you register a child (using the private registration form):
- the child's name, date of birth, gender, age group, school and previous club;
- medical conditions, allergies, medication and any additional needs;
- your name, how you are related to the child, mobile number, email address, home address, postcode and occupation;
- an emergency contact (name and phone number), if that is not you;
- your consent choices: photography, first aid and emergency treatment, data storage, and agreement to our codes of conduct.
Medical information is "special category" data, so we handle it with extra care and only pass on what is needed to keep your child safe.
When you contact us: if you use the contact form we receive your name, email address and message.
Coaches, managers and committee members: we hold a name, email address and phone number so that accounts can be set up for the members' area and families know who to contact. A team's lead coach has their phone number and email shown on that team's page, other coaches are listed by name only, and committee members' details are shown on The Committee page.
News and photos: match reports and news may include photos. We only publish photos of children whose parents have given photography consent, and we never name a child alongside their photo. We do not publish match scores or league tables for teams below U12.
Why we use it, and our legal basis
- To run the club: to register your child with their team, contact you about training, matches and club matters, and manage subs. We rely on your consent (given on the registration form) and our legitimate interest in running the club.
- To keep your child safe, including giving first aid and getting help in a medical emergency. We rely on your consent and, in a genuine emergency, on protecting your child's vital interests.
- To meet our safeguarding and legal duties, including The FA's requirements for clubs. We rely on legal obligation and our legitimate interests.
- To reply to your messages sent through the contact form. We rely on our legitimate interest in answering you.
- To use photographs of your child. We rely on your consent, which you can withdraw at any time.
Who sees it
- On the website, registration details can only be seen by club administrators (committee members). They pass coaches what they need for their team, such as medical conditions and emergency contact details.
- Messages sent through the contact form can only be read by administrators.
- We do not sell your information, and we do not use it for marketing, ours or anyone else's.
- We may share information with The FA, the County FA or the league where it is needed for registration, competition or safeguarding, and with the emergency services or medical professionals where it is needed to protect your child.
- This website is hosted by Railway, a cloud hosting company, which stores the information on our behalf. Their servers may be outside the UK; where that is the case, appropriate safeguards are in place as UK law requires.
- Subs can be paid online through Collect Checkout, on their own website. We never see or store your card or bank details. If you pay by bank transfer, our treasurer will see your name and payment reference on the club's bank statement.
How long we keep it
- Registration details: for as long as your child is registered with the club and for up to 12 months after they leave, then they are securely deleted.
- Accident and injury records, and any safeguarding concerns: for as long as The FA and safeguarding guidance require.
- Contact form messages: deleted once dealt with, and within 12 months at the latest.
- Coach and volunteer accounts: deleted when someone stops volunteering with the club.
- Photos: stay on the website until the news item is removed, or sooner if you withdraw your consent.
Your rights
You can ask us at any time to:
- see the information we hold about you or your child;
- correct anything that is wrong or out of date;
- delete it, or limit how we use it;
- stop using it where we rely on our legitimate interests;
- give you a copy that you can take elsewhere;
- stop using a photo, or withdraw any other consent you have given. This does not affect anything we did while you had consented. Please note that we need some information to keep a child registered, so we may not be able to keep them on the club's books if you withdraw consent for it to be stored.
To use any of these rights, please contact the club's Welfare Officer or use the contact form. We will reply within one month. If you are not happy with how we have handled your information, you have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
How we keep it safe
This website uses an encrypted (https) connection. Every coach and committee member has their own password, and access to registration details is limited to administrators. The registration form can only be reached through a private link that we share with families who have been offered a place, and it is hidden from search engines.
Website, cookies and links
This website uses only essential cookies. One keeps coaches signed in to the members' area, and another is a short-lived security cookie used when you fill in a form, to stop forged submissions. We do not use advertising, analytics or tracking cookies.
The site links to other websites, such as Facebook, Instagram, The FA's Full-Time site, Google Maps and our kit shop. Those sites have their own privacy policies, which we do not control.
Changes to this notice
If we change how we use your information we will update this page and the date at the top.