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privacy policy

Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

 

Definitions

For the purposes of this Privacy Notice:

  • Account means a unique account created for You to access our Service or parts of our Service.

  • Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.

  • Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to West Sutton Little League, Cheam Recreation Ground.

  • Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.

  • Country refers to: United Kingdom unless otherwise stated

  • Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.

  • Personal Data is any information that relates to an identified or identifiable individual.

  • Service refers to the Website and Spond App.

  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.

  • Third-party Social Media Service refers to any website, App or any social network website through which a User can log in or create an account to use the Service.

  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

  • Website refers to West Sutton Little League, accessible from West Sutton Little League or Spond.

  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

 

This Privacy Policy describes our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy. 

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Contact details

You may contact Us by email regarding this Privacy Notice: wsll.secretary@googlemail.com

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What information we collect, use, and why

We collect or use the following information to provide services to You:

  • Names and contact details (including Guardians / Carers telephone numbers and email addresses

  • Gender

  • Addresses

  • Date of birth

  • Guardian details

  • Health information (only relating to conditions that We should be aware of with regards to playing football)

  • School

  • School Year

  • Football Playing Position

  • Football Left or Right footed

  • Payment details (including Gift Aid declarations, card or bank information for transfers and direct debits)

  • Information relating to compliments or complaints

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We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details

  • Addresses

  • Tax payer information (for Gift Aid purposes)

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We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Account information

  • Witness statements and contact details

  • Financial transaction information

 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using Your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

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Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

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  • Your right of access - You have the right to ask Us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

 

 

 

 

 

 

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If You make a request, We must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact Us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of Your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

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  • Consent - We have permission from You after We gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, You do have the right to withdraw Your consent at any time.

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Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

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  • Consent - We have permission from You after We gave you all the relevant information. All of Your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw Your consent at any time.

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Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

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  • Consent - We have permission from You after We gave You all the relevant information. All of Your data protection rights may apply, except the right to object. To be clear, You do have the right to withdraw Your consent at any time.

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Where We get personal information from

Personal data is collected from You the legal Guardian or Carer when registering a child to join West Sutton Little League or at a later date to provide updated information. 

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How long We keep information

We retain Your details for up to 6 years in order to meet our statutory requirements with regards to Gift Aid donations.

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Use of Your Personal Data

We may use Personal Data for the following purposes:

 

  • To provide and maintain our Service, including to monitor the usage of Our Service.

 

  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

 

  • For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

 

  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

 

  • To provide You with news, events, team details and general information about Us.

 

  • To manage Your requests: To attend and manage Your requests to Us.

 

  • For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

 

  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and Your experience.

 

Who We share information with​

West Sutton Little League Officials

We share Your data with Our officials including administrators, league coordinators and team managers in order to provide football services to Our members.

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Spond

This data processor does the following activities for Us: Provide club membership database and facilities for communicating with Our members. Spond also provide an App to allow members (Guardians and Carers) to maintain their data and to receive and send messages.

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Joint data controllers

Spond processes data about our users, teams and clubs. In accordance with GDPR, Spond acts as both data controller and data processor, depending on which services You use. 

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DPA for Spond App

If You use the Spond App, Spond is the data controller and is responsible for complying with GDPR and for helping registered users to exercise their rights. Spond are not a data processor separate from the data controller when using the App, there will be no need for a data processing agreement. Spond complies with GDPR and their own privacy policy when processing data for users of the Spond App.

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DPA for Spond Club

In this case, the club is the data controller (data controller), and Spond operates as the data processor (data processor). According to GDPR art. 28 no. 3, data processing in this way shall be subject to a data processing agreement. Spond have a standard data processing agreement (DPA) which is an integral part of our terms of service for Spond Club. The data processing agreement that regulates the club's relationship with Spond can be found here; DPA.

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Data processors

Others We share personal information with:

  • Organisations we need to share information with for statutory safeguarding reasons

  • Organisations we’re legally obliged to share personal information with

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Data Subprocessors

A subprocessor is a third party data processor engaged by Spond, who has or potentially will have access to or process User Content (which may contain Personal Data). Spond engages different types of sub-processors to perform various functions as explained on their Subprocessors document.

 

Sharing information outside the UK

Where necessary, Spond will transfer personal information outside of the UK which may contain Personal Data. When doing so, Spond comply with the UK GDPR, making sure appropriate safeguards are in place.

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

 

How to complain

If You have any concerns about Our use of Your personal data, You can make a complaint to Us using the contact details at the top of this privacy notice.

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If you remain unhappy with how we’ve used Your data after raising a complaint with us, You can also complain to the ICO.

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The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated: 14 June 2025

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