Privacy policy

Wyvern FC (Club) ("we", "our", "us") take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

What personal data we hold on you
Personal data means any information about an individual from which that individual can be identified.

We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.

You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.

Why we need your personal data
We will only use personal data for any purpose for which it has been specifically provided.

The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/ Processing ActivityLawful Basis for processing under Article 6 of the GDPR.
processing membership forms and payments/ subsPerformance of a contract
organising matchesPerformance of a contract
sending out match or Club information and updatesPerformance of a contract
sharing data with coaches, managers or officials to run training sessions or enter eventsPerformance of a contract
sharing data with leagues we are in membership of, county associations and other competition providers for entry in eventsPerformance of a contract
sharing data with committee members to provide information about club activities, membership renewals or invitation to social eventsThe Club has a legitimate interest to maintain member and participant correspondence for club community purposes.
sharing data with third party service or facility providersThe Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the Club, participants and its members.
sharing anonymised data with a funding partner as condition of grant funding e.g. Local AuthorityThe Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members.
publishing match and league resultsConsent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian
sending out marketing information such as newsletters and information about promotions and offers from sponsorsConsent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.
To ensure we understand possible health risksConsent. We will only process details on your medical history with your consent.

Who we share your personal data with
When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.

We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.
We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data
We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data [5 years after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.

Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.

If you have any questions about this Privacy Notice, please get in touch with either of the following Club officers, using the contact section of this website:

  • Stuart Saunders, Child Welfare Officer
  • Matt Charters, Club Chairman

Terms and Conditions


  1. I wish my child to be registered as a playing member with Wyvern FC and understand that he/she is not permitted to PLAY or TRAIN with any other club whilst registered with Wyvern FC. Players wishing to change clubs MUST make an official application in writing to the club secretary.
  2. All teams are supported by managers/assistants and professionally qualified external coaches.
  3. The cost of annual player membership is £60 per player. Such membership fees are to be paid via the club website payment system, by 1st August 2021. Training and match fees will be payable in 8 monthly instalments of £20. These monthly payments will be collected on the 1st of every month, commencing on 1st September 2021 with the final instalment on 1st April 2022. These will be payable irrespective of the number of normal training sessions attended & matches played. The payment method is by direct debit, via our Pitchero website.
  4. Medical details provided are accurate to the best of my knowledge, and I will inform my child’s manager and the Child Welfare Officer of any changes. I understand that in the event of any illness or accident to my child, every effort will be made to contact me, but if this is not possible, I authorise any official of the club to sign on my behalf, any written form of consent required by medical authorities. I understand that it is my responsibility to administer any drugs that my child needs especially in an emergency situation (e.g. EpiPen).
  5. I understand that Wyvern FC accepts no responsibility for any loss or injury that my child may sustain whilst playing, training or participating in any activity with the Club.
  6. PARENTAL APPROVAL TO USE PHOTOS/NAMES OF PLAYERS: Wyvern FC takes very seriously its responsibilities under the GDPR Act 2018 and Child Welfare; indeed, we have our own qualified and FA registered Child Welfare Officer. To fully utilise the capability of the Club website, making it more meaningful to the membership and to attract players and sponsors alike, it is important that we seek your approval to use photos of your child participating in Wyvern FC organised activities – this may be individual, team or match action photos. Additionally, we would like to state their name within the squad listings on the website and on the FA Whole Game System. No personal contact details will be shown. No name will be associated with a photograph and therefore cannot be linked in any way.
  7. Wyvern FC is committed to ensuring that all your personal data contained on this form, including that of a sensitive nature, is used with your consent, respect for your privacy and only for the purpose of meeting our Hampshire Football Association Affiliation.
  8. The data on this form will be transferred to a computer database, which will be held by the Child Welfare Officer for a period up to five years. This online consent will be passed to the manager of your squad. The Club Management will not divulge the information held to anyone outside of Wyvern FC In the case of medical details this may be divulged at the discretion of a Club official when faced with an emergency that requires emergency aid treatment or hospitalisation. This will only be done following an unsuccessful attempt to contact parent/guardian and in any case to a recognised fully qualified professional.
  9. By completing and electronically signing this form, you are confirming that you understand the above and that you agree that your personal data can be used and stored.

Wyvern FC Club Statement

Football is the national game. All those involved with the game at every level and whether as a player, match official, coach, owner or administrator, have a responsibility, above and
beyond the compliance with the law, to act according to the highest standards of integrity, and to ensure that the reputation of the game is, and remains, high. This code applies to all
those involved in Wyvern FC, and indeed all football under the auspices of the Football Association.

Wyvern FC at all levels is a vital part of the community. The club is committed to considering community feeling when making decisions
Wyvern FC is opposed to discrimination of any form and will promote measures to prevent it, in whatever form, from being expressed
Wyvern FC recognises the sense of ownership felt by those who participate at all levels of the game. This includes those who play, coach or help in any way, and those who officiate, as
well as supporters. The club is committed to appropriate consultation
Young People
Wyvern FC acknowledges the extent of its influence over young people and pledges to set a positive example
Wyvern FC acknowledges that public confidence demands the highest standards of financial and administrative behaviour within the game, and will not tolerate corruption or improper practices.
Trust and Respect
Wyvern FC will uphold a relationship of trust and respect between all involved in the game, whether they are individuals, clubs or other organisations
Wyvern FC rejects the use of violence of any nature by anyone involved in the game
Wyvern FC is committed to fairness in its dealings with all involved in the game
Integrity and Fair Play
Wyvern FC is committed to the principle of playing to win consistent with Fair Play
Social Networking
Wyvern FC will take seriously any defamatory comments, texts, comments or tweets which are offensive or show any form of abuse and will investigate where necessary and take appropriate disciplinary action.

Codes of Conduct
We all have a responsibility to promote high standards of behaviour in the game

This club is supporting The FA’s Respect programme to ensure football can be enjoyed in a safe, positive environment. Remember children’s football is a time for them to develop their technical, physical, tactical and social skills. Winning isn’t everything.

Parent/Supporter/Carer Code of conduct
• Remember that children play for FUN
• Applaud effort and good play as well as success
• Always respect the match officials’ decisions
• Remain outside the field of play and within the Designated Spectators’ Area (where provided)
• Let the coach do their job and not confuse the players by telling them what to do
• Encourage the players to respect the opposition, referee and match officials
• Avoid criticising a player for making a mistake – mistakes are part of learning
• Never engage in, or tolerate, offensive, insulting, or abusive language or behaviour.

I understand that if I do not follow the Code, any/all of the following actions may be taken by my club, County FA, league or The FA:

I may be:
• Issued with a verbal warning from a club or league official
• Required to meet with the club, league or County FA Welfare Officer
• Required to meet with the club committee
• Obliged to undertake an FA education course
• Obliged to leave the match venue by the club
• Requested by the club not to attend future games
• Suspended or have my club membership removed
• Required to leave the club along with any dependents.

In addition:
• The FA/County FA could impose a fine and/ or suspension on the club.

Young Player Respect Code of Conduct
• Always play to the best of my ability
• Play fairly – I won’t cheat, complain or waste time
• Respect my team-mates, the other team, the referee or my coach/manager
• Play by the rules, as directed by the referee
• Shake hands with the other team and referee at the end of the game
• Listen and respond to what my coach/team manager tells me
• Talk to someone I trust or the club welfare officer if I’m unhappy about anything at my club.

I understand that if I do not follow the Code, any/all of the following actions may be taken by my club, County FA, league or The FA:

I may:
• Be required to apologise to my team-mates, the other team, referee or team manager
• Receive a formal warning from the coach or the club committee
• Be dropped or substituted
• Be suspended from training
• Be required to leave the club.

In addition:
• My club, County FA or The FA may make my parent or carer aware of any infringements of the Code of Conduct
• The FA/County FA could impose a fine and suspension against my club.