Privacy Notice

Vale Vultures is responsible for the personal information submitted through this website. Information provided through the site is handled by the appropriate club volunteers for the purpose for which it was submitted.

This website is designed for a junior rugby league team, so most information is provided by a parent or guardian on behalf of a child. The club only asks for information that is relevant to the form being completed and the purpose for which it is being provided.

What information is collected

Depending on the form or feature being used, Vale Vultures may collect and store:

• Parent or guardian names
• Parent or guardian email addresses and phone numbers
• Player name and date of birth
• Relevant medical information needed to support safe participation
• Photo consent preferences
• Previous rugby experience
• Code of Conduct acceptance details, including the accepted version and timestamp
• Safeguarding or welfare information where a concern is reported
• Administrative notes, status updates, review decisions, and audit records created through the protected admin area

Where an authorised club volunteer signs in to the protected admin area, the site also processes that volunteer’s email address, role, and sign-in/session information needed to keep the admin area secure and usable.

Why the information is used

Vale Vultures uses information submitted through the website only for the purpose for which it was provided. This includes:

• Responding to general enquiries
• Reviewing player enrolment requests
• Supporting the safe administration of training and matches
• Recording and applying photo consent choices
• Handling safeguarding or welfare concerns separately and appropriately
• Maintaining internal records of decisions, follow-up actions, and admin activity

The club does not use website form information for unrelated marketing or public display.

Lawful basis for using the information

Vale Vultures generally relies on legitimate interests to run the team, respond to enquiries, review registrations, communicate with families, and keep appropriate internal records.

Where a parent or guardian asks the club to consider a player’s registration, the club also uses the information provided to take the steps requested before deciding whether a place can be offered.

Where photo consent is given, the club relies on that consent for the use of website images covered by the choice made.

Where relevant medical information, welfare information, or safeguarding information is provided, the club uses it only where needed to support a child’s safety and wellbeing, to enable safe participation, or to handle a concern appropriately. Depending on the situation, this may involve explicit consent, safeguarding responsibilities, or other lawful reasons available under UK data protection law for protecting children and managing junior sport safely.

Medical, welfare, and safeguarding information

Relevant medical information is collected through the enrolment process only where a parent or guardian chooses to provide it for the safe support of a player.

Safeguarding and welfare information is handled separately from general enquiries and treated with appropriate care.

Because this type of information can be more sensitive, the club treats it with additional care and only uses or shares it where necessary for safety, welfare, safeguarding, or proper club administration.

Who information may be shared with

Information submitted through the website may be shared with:

• The appropriate Vale Vultures coaches, team managers, safeguarding leads, or admin volunteers
• The relevant governing body where this is necessary
• Emergency contacts, medical professionals, statutory agencies, or other appropriate authorities where needed to protect a child or deal with a safeguarding, welfare, or serious safety issue

Vale Vultures does not normally share submitted information with third parties unless this is necessary for safeguarding, safety, legal reasons, or governing-body requirements. Personal form-submission data is not published publicly on the website.

How information is stored and kept

Website submissions and admin records are stored in secure club systems used to operate the site and its protected admin area.

The website does not currently apply automatic deletion periods to all submission records. Instead, records are retained while they are needed for club administration, safeguarding, welfare, audit, or accountability purposes, and reviewed for deletion when they are no longer required.

Some records, especially safeguarding or welfare-related records, may need to be kept longer than routine contact enquiries because of the nature of the concern and the club’s duty to handle it responsibly.

Your rights

Depending on the circumstances, you may have the right to:

• Ask for access to personal information held about you or your child
• Ask for inaccurate information to be corrected
• Ask for information to be deleted where there is no good reason for the club to keep it
• Object to certain uses of the information
• Ask for the use of the information to be restricted in some circumstances
• Withdraw consent where the club is relying on consent, such as for photo use

These rights are not absolute, and there may be situations where the club needs to keep or continue using information for safeguarding, legal, or legitimate administrative reasons.