Pontefract Collieries FC Privacy Policy
Last updated: 18 July 2026
Name: Chairperson
Address: The Hunters Stadium, Pontefract
E-mail: [email protected]
Who this notice covers
This notice covers the Pontefract Collieries FC website, web platform and mobile app, provided by Grassroots360. The platform provides club-management services to grassroots sports clubs; the app is intended for use by adults — parents, carers, coaches and club officials. Children do not use the app themselves, but information about child players is entered by their parents, carers or club officials.
The type of personal information we collect
We currently collect and process the following personal information:
- Account and profile details — name, date of birth, email address, phone number, postal address, and membership/fan number
- Player (child) details — name, date of birth, home address, team membership, and an optional profile photograph
- Health information about players — medical history, medication requirements and dietary requirements, provided with the consent of a parent or carer
- Accident and injury records — where an accident occurs at a club activity: the injured person's details (including date of birth for under-18s), the nature of the injury, first aid given, hospital attendance, and witness details. These are statutory accident-book (BI510/RIDDOR) records
- Parent/carer contacts — names and email addresses of the adults linked to a player
- Payment records — subscription, sign-on fee, invoice and ticket records. Card payments are handled by Stripe on their secure pages; we never see or store your card number
- Bank details for volunteers — where a coach or club official claims expenses, the account name, sort code and account number to reimburse them, plus receipt images
- Device identifiers — a push-notification token and an app installation identifier, used only to deliver club notifications to your device
- Consent records — a record of the consents you have given (consent to play, health-data consent, social-media consent, code-of-conduct agreement), including the version of the wording you agreed to
Children's information
Information about child players — including their health information and photographs — is only collected from a parent, carer or authorised club official, never from the child directly. Registering a player requires confirmation that you have permission from the player, or are able to give permission on their behalf if they are under 16. Health information is only collected after you have read and accepted a specific health-data disclosure, and you can withdraw that consent at any time. Photograph and social-media consents are optional and separate.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Maintaining player records and registrations
- Maintaining subscriptions and processing club fees, tickets and expenses
- Health and Safety, including;
- Medical history, medication and dietary requirements, so coaches and club administrators can keep players safe
- Statutory accident and injury reporting (BI510/RIDDOR)
- Sending you club notifications you have enabled
- The FA
- Affiliated Football Leagues
- Our secure sign-in service, when you create or use your club account
- Maintain records for each player.
- Maintain subscription status and process club payments.
- Provide medical information to coaches, club welfare officers and medical professionals where required to keep players safe.
- Keep statutory accident records.
- Reimburse volunteer expenses.
- Deliver club news, events, polls and notifications.
Sharing personal information
We may share this information with:
- Authorised officials within Pontefract Collieries FC football club — access to player health information is restricted to coach, welfare and administrator roles, and access is logged
- The FA
- Affiliated Football Leagues
- Medical Professionals, where needed in an emergency
- Stripe, who process payments on our behalf
- Google (Firebase Cloud Messaging), solely to deliver push notifications to your device
- Our hosting, infrastructure and authentication service providers (including Microsoft Azure), who store and process data on our instructions within the EEA and do not access it for their own purposes
We do not sell personal information, and we do not use it for advertising or third-party analytics.
Lawful bases for processing
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting [email protected]
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
For health information, which is special category data, we rely on your explicit consent (UK GDPR Article 9(2)(a)), and in a medical emergency on the protection of vital interests (Article 9(2)(c)). For accident records we also rely on our legal obligations under health and safety law.
How we store your personal information
Your information is securely stored. All information is encrypted in transit (HTTPS), and health information is only visible to your club's authorised coach, welfare and administrator roles.
We keep player information and medical records for 3 months following a player leaving the club. We will then dispose your information by cleansing all systems of personal information pertaining to the subject. Statutory accident and injury records are kept for 3 years from the date of the record, as required for accident-reporting purposes, and are then disposed of in the same way.
Deleting your account and data
You can delete your account at any time:
- In the mobile app: Settings > Delete Account
- Online: use our account deletion request form
- By email: [email protected]
GDPR Compliance and Data Hosting
Pontefract Collieries FC is committed to processing your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We process personal data lawfully, fairly and transparently, collect it only for the specified purposes set out in this policy, and keep it no longer than necessary.
Where it is technically required to provide our service, your personal information may be transferred to, and processed in, locations within the European Economic Area (EEA). Any such transfer is protected by appropriate safeguards, including the UK Government's adequacy regulations for the EEA, which provide a level of protection for your personal data essentially equivalent to that under UK law.
As a data subject, you retain all rights afforded to you under the UK GDPR. These rights are described in the "Your data protection rights" section below, and you may exercise them at any time by contacting [email protected]
AI Image Processing and Analysis
Purpose of AI Image Processing
Pontefract Collieries FC uses artificial intelligence (AI) technology to process and analyze photographic images. This may include:
- Verifying image quality and composition standards
- Assessing player photographs for official documentation
- Validating photo compliance with specific criteria (framing, visibility, etc.)
- Streamlining administrative processes related to club records and communications
Third-Party AI Provider
We use Anthropic/Claude (an AI service provided by Anthropic) to perform image analysis and processing. Anthropic is a third-party data processor and shall handle personal data in accordance with data protection regulations.
Image Data Privacy and Handling
- Limited Data Sharing: Only images that you have explicitly provided to Pontefract Collieries FC will be submitted for AI processing.
- No Training Data: Images processed through Anthropic/Claude are not used to train or improve Anthropic's models. Your images remain confidential to your processing request only.
- Data Security: All image transmissions to Anthropic are encrypted and handled in accordance with industry security standards.
- Temporary Processing: Images are processed temporarily and are not stored permanently by Anthropic following analysis completion.
- Restricted Access: Only authorized Pontefract Collieries FC personnel can request image processing, and access is logged and monitored.
Your Rights Regarding AI Processing
You have the right to:
- Request not to have your images processed by AI technology
- Request access to any analysis results generated from your images
- Request deletion of your images from our processing requests
- Object to AI image processing at any time without penalty
To exercise these rights, please contact us at [email protected]
Data Retention
Images submitted for AI processing are retained by Pontefract Collieries FC in accordance with our standard retention policies. Any analysis results are kept as part of relevant player or administrative records and are disposed of in the same manner as other personal data when no longer required.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [email protected] if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk