Privacy Policy for AFC Reading Football Club Website
Last updated: 27/4/26

AFC Reading Football Club (“we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our website (“Website”).

1. Information We Collect

We may collect and process the following types of personal

a. Information you provide to us:

• Name
• Email address
• Phone number
• Date of birth (e.g., for player registration)
• Any information submitted via contact forms, registration forms, or subscriptions

b. Automatically collected information:

• IP address
• Browser type and version
• Pages visited and time spent on the Website
• Device information

c. Cookies and tracking technologies:

• We use cookies to improve user experience and analyse website traffic (see Section 7).

We use your personal data to:

• Respond to enquiries or messages
• Manage player registrations and memberships
• Provide updates about fixtures, events, and club news
• Improve the Website and user experience
• Comply with legal or regulatory obligations

We will only use your data where we have a lawful basis to do so under UK data protection laws.

3. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Consent – where you have given clear permission
• Contract – where processing is necessary for membership or participation
• Legal obligation – where required by law
• Legitimate interests – for running and improving the club and Website

We do not sell your personal data. We may share your information with:

• League organisers or governing bodies (e.g., for player registration)
• Service providers (e.g., website hosting, email services)
• Legal or regulatory authorities if required

All third parties are required to respect the security of your data.

5. Data Retention

We only keep your personal data for as long as necessary:

• For the purposes it was collected
• To meet legal, accounting, or safeguarding requirements

Under UK data protection law, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Withdraw consent at any time
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Our Website uses cookies to:

• Ensure the Website functions properly
• Analyse traffic and usage

You can control cookies through your browser settings.

8. Data Security

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse.

9. Children’s Data

As a football club, we may collect data relating to children (e.g., youth teams).
We ensure that:

• Data is collected with parental/guardian consent
• Information is handled in accordance with safeguarding obligations

Our Website may contain links to external websites. We are not responsible for their privacy practices.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised date.

12. Contact Us

If you have any questions about this Privacy Policy or your data, please contact:
secretary@afcreading.co.uk

Note: This Privacy Policy is intended as a general template and should be reviewed to ensure compliance with applicable laws, including the UK GDPR and Data Protection Act 2018.

Data Handling and Retention Policy – AFC Reading

Effective Date: 27/4/26

AFC Reading (“we”, “us”, “our”) is committed to ensuring that all personal data is handled responsibly, securely, and in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Purpose of This Policy

This policy outlines how AFC Reading collects, handles, stores, and retains personal data to ensure it is:

• Processed lawfully, fairly, and transparently
• Collected for specified, explicit purposes
• Adequate, relevant, and limited to what is necessary
• Accurate and kept up to date
• Stored securely and only for as long as necessary

We may process the following types of personal

• Contact information (name, address, email, phone number)
• Membership and player registration details
• Emergency contact and safeguarding information (where applicable)
• Communication records (emails, enquiries)
• Website and usage data (e.g. IP address, cookies)

Special category data (e.g. health or safeguarding information) will only be processed where strictly necessary and with appropriate safeguards.

3. Data Handling Principles

We ensure that personal data is:

• Accessed only by authorised individuals
• Used solely for legitimate club purposes
• Not disclosed to unauthorised third parties
• Protected against loss, misuse, or unauthorised access

All staff, volunteers, and affiliates handling data are expected to follow this policy.

4. Data Storage and Security

We store personal data securely using:

• Password-protected systems and accounts
• Secure cloud storage or encrypted devices (where applicable)
• Access controls limiting data to those who need it

We take reasonable technical and organisational measures to safeguard all data.

5. Data Retention Periods

We retain personal data only for as long as necessary. Typical retention periods include:

• General enquiries: up to 12 months
• Membership records: duration of membership + up to 2 years
• Player registration duration of registration + up to 3 years
• Safeguarding records: in line with legal and governing body requirements (may be longer)
• Financial records: up to 6 years (for legal/accounting compliance)

After these periods, data will be securely deleted or anonymised.

6. Data Disposal

When data is no longer required, we ensure secure disposal by:

• Permanently deleting electronic files
• Shredding or securely destroying physical documents
• Ensuring third-party processors also delete data where applicable

7. Data Sharing

We only share personal data when necessary and lawful, including:

With service providers supporting our operations
With governing bodies or leagues where required
When legally required by authorities

All data sharing is carried out with appropriate safeguards.

8. Breach Management

In the event of a data breach, we will:

• Assess and contain the breach promptly
• Notify affected individuals where required
• Report to the Information Commissioner’s Office (ICO) if necessary
• Take steps to prevent recurrence

All individuals involved with AFC Reading (staff, volunteers, contractors) are responsible for:

Handling data in accordance with this policy
Reporting any data concerns or breaches immediately
10. Policy Review

This policy will be reviewed regularly and updated as necessary to reflect legal or operational changes.

Contact

For questions regarding this policy or data handling practices, please contact AFC Reading via the official website.

Terms and Conditions for Use of the AFC Reading Website

Last updated: 27/4/26

Welcome to the AFC Reading website (“Website”). By accessing or using this Website, you agree to comply with and be bound by the following Terms and Conditions. If you do not agree with these terms, please do not use this Website.

1. About Us

This Website is operated by AFC Reading (“we”, “us”, or “our”). It provides information about the club, fixtures, results, events, and related content.

2. Use of the Website

You agree to use this Website only for lawful purposes. You must not:

• Use the Website in any way that breaches applicable laws or regulations
• Attempt to gain unauthorised access to the Website or its servers
• Transmit any harmful or malicious material (e.g., viruses, spam)
• Use the Website in a way that could damage, disable, or impair its functionality

All content on this Website—including text, images, logos, graphics, and media—is the property of AFC Reading or its licensors unless otherwise stated.
You may:

• View and download content for personal, non-commercial use

You may not:

• Reproduce, distribute, or modify any content without prior written consent

We aim to ensure that all information on the Website is accurate and up to date. However, we do not guarantee completeness or accuracy.
Fixtures, results, and event details may change without notice.

5. Third-Party Links

This Website may contain links to third-party websites. These links are provided for convenience only. We do not:

• Control or endorse third-party content
• Accept responsibility for their content, privacy policies, or practices

6. Limitation of Liability

To the fullest extent permitted by law, AFC Reading shall not be liable for:

• Any loss or damage arising from use of this Website
• Any interruptions, errors, or omissions in content
• Any reliance placed on Website information

7. User-Generated Content (if applicable)

If you submit content (e.g., comments, messages, media):

• You grant us a non-exclusive, royalty-free licence to use, display, and distribute it
• You confirm that your content does not infringe any third-party rights
• We reserve the right to remove content at our discretion.

8. Privacy

Your use of this Website is also governed by our Privacy Policy, which explains how we collect and use your data.

9. Changes to These Terms

We may update these Terms and Conditions at any time. Changes will be posted on this page with an updated revision date. Continued use of the Website indicates acceptance of any changes.

10. Governing Law

These Terms and Conditions are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Contact

If you have any questions about these Terms and Conditions, please contact us at:

• secretary@afcreading.co.uk