Who We Are
Beith Juniors 2015s is a volunteer-run youth football team within Beith Juniors Community Football Club. Our team is responsible for the information described here. Douglas Crabb handles privacy enquiries.
What We Collect and Why
We hold player details, family and emergency contact details, relevant health information, consent choices, payment and sponsorship records, messages, photos and videos. Information usually comes from families and team officials. This notice is available to emergency contacts whose details families give us.
We use this information to register players, organise football safely, contact families, manage team finances and protect the Parent Portal. These are our legitimate interests in running the team. We need basic player and contact details before we can arrange registration and safe participation.
We ask for explicit consent to use health information and separate permission for publicity. Publicity is optional. If you have concerns about sharing health information, contact us to discuss safe arrangements.
Who We Share Information With
Parents and carers can see information for players linked to their portal account, according to their permissions. The treasurer and relevant coaches use the details they need for their roles.
We register players with the Scottish FA through COMET. We may share relevant details with the community club, football bodies, medical or safeguarding services, insurers or advisers when needed. In an emergency we may share information to protect someone’s life. We may also share it where the law requires it or allows it to protect a child.
Photos and Match Recordings
With permission, we may use photos, videos and first names for team news, celebrations and promotion. We use Veo to record and process matches and publish the recordings on the team’s public Veo channel. Other people may copy or share public material.
Website and Service Providers
Render hosts the site and portal, Resend delivers sign-in links and subs reminders, and Google provides team email and forms. The portal uses essential sign-in cookies.
Some providers handle information outside the UK, including in the United States. Render and Resend’s terms set out safeguards, including approved contract clauses where needed. Contact us for details or a copy of the safeguards.
Render’s Data Processing Terms
How Long We Keep Information
We usually remove routine player and contact details within three months of leaving. We keep health details while needed and usually remove them within 30 days of leaving.
We keep finance records for six years after the financial year ends, routine correspondence for 12 months after it is resolved, and basic consent records for three years after their last use or withdrawal, whichever is later.
We keep security records and backups while needed to protect or recover the system. We may keep limited records longer to resolve a payment, safeguarding, insurance or legal matter.
Your Choices and Rights
You can withdraw consent at any time through the portal or by contacting us. Withdrawal stops future use based on that consent. We’ll address existing material we control.
Depending on the circumstances, you can ask to see, correct, delete or restrict use of personal information, ask for a portable copy, or object to its use. Players have these rights too. We usually respond within one month.
Contact and Complaints
For privacy questions, information requests or complaints, contact beithjuniors2015s@gmail.com. We will acknowledge a data protection complaint within 30 days, investigate and explain the outcome.
You can also raise concerns with the Information Commissioner’s Office.