Privacy policy

The Kent Phoenix AFC (CASC) are committed to protecting your privacy and the overall integrity of the Internet. To that end, we are disclosing here any issues related to privacy in the collection by ourselves of personally identifiable information from users of our website.

We hold all of your data in accordance with our own data protection policy, and the General Data Protection Regulation (the “GDPR”). It is updated, without notification, following advice published from time to time by the Information Commissioner. We are not responsible for the content or the privacy policies of Web sites to which our website may link.

Please read on for more details about our Privacy Policy.

The summary

  • Information you provide is never provided or sold to any third parties, unless there is a law that forces us to do so;
  • Information you provide on the website is used only for the purpose of tracking how you navigate the site, replying to your enquiry or sending email newsletters. We only use your data for the purpose(s) for which we collected it;
  • Any email newsletters we might send always include a simple unsubscribe mechanism;
  • You have the right to access the data which we hold about you and have any errors corrected;
  • We cannot hold your data for longer than necessary, and we must keep it up to date and secure;
  • You have the right to have factually incorrect data we hold about you corrected.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

Controllers of personal information

Any personal information provided or to be gathered is controlled primarily by the Management Board of the Kent Phoenix who function as the Data Controller. Their contact address is c/o Shepway Green Community Centre, Cumberland Avenue, Maidstone, Kent, ME15 7JN, United Kingdom. As the Data Controller, the Management Board decides how your personal data is processed and for what purposes.

What information do we collect?

  • On this website, we collect information via our enquiry forms, comments and via cookies placed in order to track site statistics;
  • When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
  • An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
  • We use cookies for the purposes of collecting statistics on site visitors and determining the level of repeat visitors. These help us develop the design and layout of the web site. These cookies are not personally identifiable – see our Cookie Policy for more information.
  • Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How do we process your personal data

We comply with our obligations under the “GDPR” by keeping personal data up-to-date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. On this website

  • The information we collect allows us to respond to your enquiry. It provides us with your contact details;
  • We may perform statistical analyses of enquiries submitted via the website. This information is not disclosed to any third parties;
  • Visitor comments may be checked through an automated spam detection service;
  • In addition, if you choose to receive our email newsletters or if you send us an enquiry, your information will be held in order to respond to you. Our email newsletter always includes a simple unsubscribe mechanism.

In our general practice (online and offline), we use your personal data for the following purposes:

  • To enable us to provide a voluntary service for the benefit of the public;
  • To administer membership records, player and parental information;
  • To fundraise and promote the interests of the Kent Phoenix AFC;
  • To manage our volunteers;
  • To maintain our own accounts and records (including the processing of Gift Aid applications);
  • To inform you of news, events, activities and services running at the Kent Phoenix or other events and competitions in which we are taking part.

What is the legal basis for our processing of your personal data?

  • Explicit consent of the data subject, so that we can keep you informed about news, events, activities and services and keep you informed about our activities;
  • Processing is necessary for carrying out legal obligations;
  • Processing can be carried out by a not-for-profit body provided: –
    • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
    • there is no disclosure to a third party without consent.

Do we share the information we collect?

Your personal data will be treated as strictly confidential and will only be shared with volunteers acting on behalf of the Kent Phoenix AFC in order to carry out an activity or for purposes connected with the club. We only share your data with third parties outside of the Kent Phoenix AFC with your express consent.

  • We never sell, trade or rent your personal information to others;
  • We do not provide aggregate statistics about our visitors, traffic patterns and related site information from this website to third-party vendors;
  • We will provide visitors with a summary of all personal information that we process on them upon request. We will charge £10 for such requests. To make such a request, send an email to us and include the email address that you registered with along with any organisation name. Personal information will be provided within 28 days.
  • If you request a password reset, your IP address will be included in the reset email.

How long do we keep your personal data?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of six years after your last contact with us.

Exceptions to this rule are:

  • Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have been in contact with us.

If you leave a comment on the website, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue. For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.

You may be able to update some of the personal information we hold about you. Alternatively, you can contact us using by using the details set out in the “Contacting us” section below.

How do we protect and store your information?

As required by the GDPR, we follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access. Our security procedures mean that we may occasionally request proof of identity before we are able to disclose sensitive information to you. Information from this website is stored securely on the servers of our web design partner, Ionos (www.ionos.co.uk). Their servers are protected by a central firewall and back-up firewall which monitor activity and hostile attacks. Other records are stored offline in lockable safes and filing cabinets.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

  • The right to request a copy of your personal data which the Kent Phoenix AFC holds about you;
  • The right to request that the Kent Phoenix AFC corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased. This does not include any data we are obliged to keep for administrative, legal, or security purposes;
  • The right to withdraw your consent to the processing at any time;
  • If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can 
  • The right to request that the Data Controller provide the Data Subject with his/her personal data and where possible, to transmit that data directly to another Data Controller, (known as the right to Data Portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the Data Subject and in either case the Data Controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Policy, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Your consent

By using our web site, you consent to the collection and use of this information collected on this website. If we decide to change our privacy policy, we will post those changes on this page so that you are always aware of what information we collect, how we use it and under what circumstances we disclose it.

Contacting us

If you have a privacy concern regarding the Kent Phoenix AFC, or this policy, and if you cannot satisfactorily resolve it through the use of this web site, you should contact us using the contact page link. In the event that we are still unable to resolve your concerns we are committed to cooperating to achieve a proper resolution of your privacy concerns.

To exercise all relevant rights, queries or complaints please in the first instance contact the Chairperson at the Kent Phoenix AFC, c/o Shepway Green Community Centre, Cumberland Avenue, Maidstone, Kent, ME15 7JN. If you object to any sharing of your personal information that may be permitted under this policy, you may do so by writing to us at the above address. We will take reasonable steps to accommodate your requests as they relate to our practices. In some instances, honouring your requests may interfere with or preclude your ability to use the website.

The Information Commissioner

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

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