- Reading Community Trust (the Trust) is the data controller in respect of all personal data collected about you in relation to your education, health, sports participation and social inclusion for programmes offered by the Trust. This means that we are responsible for ensuring that we do so in full compliance with data protection and all other related privacy laws.
- This Privacy Notice explains what information is collected about you, how it is used, and the steps taken to ensure that it is kept secure. We also explain your rights.
The Information We Collect and Its Sources
- When you, or someone acting on your behalf (such as a parent or guardian, school or another organisation you are involved with) apply to participate in one of the Trust’s programmes, we will obtain some personal data from you, your parent or guardian, your school or a referrer and/or professional advisers.
- Typically, we will record:
- Age, age band, month and year of birth or where necessary, date of birth.
- Contact details.
- Where necessary ethnicity and other equality and inclusion information.
- Registration details needed by our educational partners if applicable.
- If you are successful in your application to join one of the Trust’s programmes, we will obtain additional information which will form part of your records. This will normally include:
- Medical information (allergy / disability information and medical needs).
- Emergency contact details.
- Passport style photograph for your player profiles.
- During the course of you being in any of our programmes we will add:
- Details of any incidents involving you.
- Details of any training, development, education or support offered by the Trust and any feedback that those who provide this to you on our behalf, if applicable.
Information About Other People
- If you provide information to us about any person other than yourself (such as members of your family or where you are the legal guardian, school or other organisation providing details), you must ensure that they understand how their information will be used and that you are authorised to disclose it to us, and to consent to its use on their behalf, before doing so.
How We Will Use Your Information
- We will primarily use the personal information for:
- Communication. To communicate with you (or someone on your behalf such as your parent or guardian, school or other referring organisation).
- Record keeping. For record keeping purposes, such as keeping details of any Trust programmes taken up by you or any incidents in which you have been involved.
- Security. To ensure security of our premises, assets and our staff.
- Administration. For internal administration, including obtaining insurance, developing programs, reporting to the English Football League (EFL) and the Premier League.
- Making travel and accommodation arrangements.
- Health and welfare. Addressing any medical or other specific needs you or any other person in our care may have.
- Equal opportunities. To enable us to monitor and ensure compliance with anti-discrimination policies or to comply with our legal obligations relating to social inclusion.
- Compliance. Ensuring compliance with our contract to provide any of our programmes and our legal obligations.
- Health and safety. To ensure a safe environment for you and others in our care.
- Education. Providing education and support.
- Publicity. Publicity, PR and media appearance activity that has been agreed with you.
- Reputation management. Trust welfare and reputation management.
- Commercial activity that has been agreed with you.
- Direct marketing where you have agreed to this and which may include creating a personal profile for you so that we only offer things that we expect you may be interested in from the Trust and others.
Consent and Lawful Processing of Personal Data
- The legal basis for the collection and processing of your personal data is:
- For dealing with medical needs: that you have given your explicit consent or, in serious cases that it is in the vital interests of you, any member of your family or any other person in our care, or that it is necessary for the performance of the contract that you have entered into or are taking steps to enter into or is necessary for the purposes of the provision of treatment and care.
- For equality and inclusion and health and safety: that it is necessary for us to comply with our legal obligations.
- For safeguarding: that it is necessary to comply with our legal obligation to safeguard staff, young people and adults.
- Insurance, security, publicity, for Trust welfare, reputation management and commercial activity: that it is necessary for our legitimate interests which are to maintain our reputation, our property and the rights of other individuals and this does not prejudice or harm your rights and freedoms.
- For direct marketing: that you have given your consent to this.
- In all other cases: that it is necessary for the performance of the contract that you have entered into, or are taking steps to enter into, or it is in our legitimate interests which are to maintain our reputation, property and staff and protect our commercial interests and this does not prejudice or harm your rights or freedoms.
Disclosing Your Personal Information
- We will limit who, within the Trust, has access to your personal data such that it will be accessible on a need to know basis. This will include those involved in arranging or delivering our programmes.
- We may disclose relevant personal data to third parties only if relevant to the activity/program you have registered for:
- EFL Trust. Statistical anonymised information (for case study details we will obtain separate consent).
- Premier League Statistical anonymised information (for case study details, we will obtain separate consent).
- Service providers such as insurers, accommodation and travel providers.
- Medical/occupational health practitioners. We may provide relevant details to external practitioners to enable you to receive treatment or support.
- Education providers where we provide education for you in partnership with funders, we will provide registration documents, feedback, work evidence for grading and certificate qualification.
- Law enforcement officers. Information on statistical engagement.
- Legal or other professional advisers.
- Reading Football Club Limited where you consent to them contacting you about goods or services.
- Reading Women’s Football Club Limited where you consent to them contacting you about goods or services.
Use of Our Website
- If you use our website contains, you should note that it links to other websites. Our privacy notice only applies to the Reading Football Community Trust website so we suggest that you read the privacy notices and policies of each other website you visit.
- We will keep your principal records for as long as you are involved in a Trust programme or interact with us, and for a maximum of 2 years afterwards.
- After this time, we will keep historical records of any incidents involving the Trust and will anonymise the other information and keep it for analysis of roles and trends.
- We use secure destruction methods for paper based records (including shredding and fire). We hold encrypted secure computers to store your data and delete information in accordance with this privacy notice. Only authorised personnel can access archived data.
Transfers of Your Personal Data Outside the UK
- We do not currently transfer personal data outside of the United Kingdom. If this changes and we do need to transfer your personal data to other territories, we will take proper steps to ensure that it is properly protected.
Updating and Correcting Your Information
- We encourage you to inform the Trust of any updates to your personal information as soon as possible.
- We want to make sure the personal information we hold about you is accurate and up to date. We will contact you, your parent or guardian, your school or referrer at least every 2 years to check for changes.
- If you are providing updates or corrections about another person, we may require you to provide us with proof that you are authorised to provide that information to us.
- Where you have given your consent to any processing of personal data, you have the right to withdraw that consent at any time. If you do, it will not affect the lawfulness of any processing for which we had consent prior to your withdrawing it.
- You have the right of access to your personal data and, in some cases, to require us to restrict, erase or rectify it or to object to our processing it, and the right of data portability.
- If you want to exercise any of your rights, you should contact the Privacy Officer.
- If you have any complaints about how we process your personal data, you are entitled to make your complaint to the Information Commissioner. However, we would prefer you to contact our Privacy Officer in the first instance who will try to resolve the matter.
- Please see the contact information for the Privacy Officer as follows:
- Email: [email protected]
- Mail: Privacy Officer, Reading Community Trust, Madejski Stadium, Junction 11 M4, Reading, RG2 0FL