This notice explains how Cheshunt RFC ("the club", "we") collects and uses the personal data you provide when registering a child for our youth section. We are the data controller for this information. We take particular care with children's data and follow the UK GDPR and the Data Protection Act 2018.
About the child: name, date of birth, gender (optional), home address, any medical conditions or additional needs, previous club and RFU number where applicable. About the parent/guardian: name, email, telephone, postcode, and an optional second parent/guardian contact. We also collect an emergency contact (name, phone and relationship) so we can reach someone if a parent is unavailable, the consents you give, and details of fee payments.
We use this information to register your child to play, organise teams and fixtures, register players with the Rugby Football Union (RFU) where required, contact you about club matters, keep your child safe during activities, and administer membership fees. Our lawful bases are: performance of our agreement with you (membership), our legitimate interests in running the club safely, compliance with legal obligations, and — for emergency medical treatment and for any use of photographs — your consent. Medical information is special category data and is processed on the basis of your explicit consent and to protect your child's vital interests.
Use of photographs or video of your child for club publicity, the website and social media is entirely optional. You can decline and your child can still play in full. You may withdraw this consent at any time by contacting us.
Access is restricted on a need-to-know basis. Medical and welfare details are visible only to your child's coaches and the club's welfare/safeguarding lead. We share data with the RFU where registration requires it. We do not sell your data or share it for marketing. Our registration system is hosted on Supabase; data is stored within the UK/EEA.
We retain registration records for the current season and, where required for safeguarding, insurance or RFU purposes, for a reasonable period afterwards in line with RFU guidance. Records no longer needed are securely deleted. Safeguarding records may be retained longer where law or RFU policy requires.
You have the right to access the data we hold about you and your child, to ask us to correct or delete it, to object to or restrict certain processing, and to withdraw any consent you have given. To exercise these rights, or if you have a concern, contact us using the details above. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.