PRIVACY NOTICE

 

This privacy notice tells you how we use and look after the personal information you give us. This includes the information you provide when you make a booking with us or use our services, the choices you have about our communications with you and the marketing offers you want to receive. This notice tells you about the privacy rights you have. 

 

WHO WE ARE

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1.1 Your information will be held by James Ellis Sole Proprietor under the J.Ellis Football banner.

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1.2  References to “our website” in this Privacy Notice are to www.jellisfootball.co.uk and other subdomains including but not limited to www.jellisfootball.co.uk/about.

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1.3 You may contact our privacy officer by emailing info@jellisfootball.co.uk or by writing to: Privacy Officer, J.Ellis Football, 22 Cattistock Road, Bournemouth BH8 9PH.

 

DATA PROTECTION LAW SAYS

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2.1 J.Ellis Football can only use the personal information that you share with us if we have a valid lawful reason to do so.

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These are the reasons that we use your personal data:

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• When we are fulfilling a contract with you (for example, when you are making a booking with us or come to use one of our services)

• When it is our legal duty for business reasons (for example, to keep records of our sales for our accounts)

• When it is our legal duty for operational, health and safety and safeguarding reasons (for example, for our accident reporting procedures and to comply with safeguarding legislation)

• When it is in your vital interests (for example, if we need to share medical or contact information with the emergency services should you have a serious accident whilst playing football or using our services)

• When it is in our legitimate interests (for example, record keeping consistent with operating a leisure business and feedback to help us improve our services)

• When you have consented to it (for example, so that we can send you details of offers or promotions)

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J. ELLIS FOOTBALL SERVICES

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3.1 We refer to services; we mean the things you can do when you come to a J.Ellis Football Course or buy one of our products. We offer:

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• Football Coaching Sessions

• Operation of Football Leagues

• Operation of Futsal Leagues

• Blog writing services

• Strategic support to businesses and individuals

• Education Campus Activities

• Public internet access

• Corporate events and meetings
   

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WHAT WE COLLECT AND WHY

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4.1 When booking any services:

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• When you purchase services from us, we ask you for your name, your contact telephone number and your email address. We use your information to manage your booking, handle your enquiries and prepare our sites and staff ready for your booking

• If you pay by credit or debit card, we take that information and pass it to a third-party payment processor to complete the payment. We do not store credit or debit card details in our systems.

• If you choose to pay for an ongoing service by credit or debit card, we use a facility provided by a third-party subscription processor to take those future payments when required
   

4.2 When booking U18 Activities:

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• We take parent or guardian’s contact details of children who books the U18 activity. We take the child’s name and date of birth. Before you attend, we will ask you to supply some medical information and prior playing information about your child. We require this medical information for Health and Safety purposes. We will also ask for photography consent. We will store your contact details to confirm your booking with us.

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4.3 When attending U18 Activities:

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• We take parent or guardian’s contact details of children who books the U18 activity. We take the child’s name and date of birth. Before you attend, we will ask you to supply some medical information and prior playing information about your child. We require this medical information for Health and Safety purposes. We will also ask for photography consent. We will store your contact details to confirm your booking with us.

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4.4 When applying for a J.Ellis Football Subscription: 

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• We take a parent or guardian’s contact details of children who are applying for a community subscription. We take the child’s name, address, date of birth and a photo. We will store both these contact details in a closed system to confirm your membership with us.

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4.5 When participating in a J.Ellis Football or Futsal league:

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• If you join one of our leagues, we use your information to help operate the teams within the league. This includes keeping track of who is in each team, acquiring player contact details, recording who has scored in league games and to enable our referees to report disciplinary offences to the Football Association (FA) when required by FA rules.

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4.6 CCTV:

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• The venues we rent for our operations have CCTV to help keep you safe on site. There are CCTV notices clearly displayed at the venues. CCTV footage may be passed to law enforcement agencies and used to investigate crimes or anti-social behaviour. CCTV footage is destroyed no later than 30 days provided there have been no reported incidents which require investigation. CCTV footage may be destroyed prior to 30 days dependant on local storage resource availability. If there are incidents requiring investigation the data will be kept for a minimum of 3 years.

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4.7 IP Address:

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• This is a string of numbers unique to your internet connection that is recorded by our webserver when you request any page or component on the website. We use this to monitor your usage of the website so that we can check which parts of the website are working the best, and work out how to improve our service to you.

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4.8 For marketing purposes:

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• Whenever you contact us, we will ask you whether you would like to receive details of offers and promotions from us or from selected J.Ellis Football partners. If you consent to this, we will use this information to tailor offers we believe are appropriate to the services you have used.

• Sometimes we put in place broadcast, filming, photography and/or recording equipment within our services. We only take pictures of players who have consented to photography at the time of booking. If there is a photographer on site they will ask your name should there be any individual in the group who had previously not consented. Sometimes this is displayed as a ‘consent to photography notice’. These photographs are used in J.Ellis Football marketing promotions.

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4.9 We do not:

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• Use the information you provide to make any automated decisions or profiling that might affect you.

• Sell your data.
  
   

WHAT WE DO WITH YOUR PERSONAL INFORMATION

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• 5.1 Your information is stored in our systems which are based within The United Kingdom.

• 5.2 We use an international third-party payment processor for credit and debit card payments, who is based in the USA and certified to the EU-US Privacy Shield Framework.

• 5.3 We use an international third-party subscription processor for scheduled credit and debit card payments, which is based in the USA and certified to the EU-US Privacy Shield Framework.

• 5.4 We use an international third-party payment processor for automated credit and debit card payments, which is based in the USA and certified to the EU-US Privacy Shield Framework.
  
   

HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION FOR

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We keep your information only for as long as is necessary for the purpose for which we obtained it.

Information that is no longer needed is destroyed securely.

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6.1 When booking services:

• When you book a service with us, we retain that data until the service is fulfilled plus three years to deal with any queries or claims thereafter.

• We keep records of financial transactions for six years to meet our obligations to HMRC.

• In relation to any information where we reasonably believe it will be necessary to defend or prosecute or make a claim against you, us or a third party, we may retain that data for as long as that claim could be pursued.

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6.2 When participating in a J.Ellis Football League:

• We keep records of players participating in our league until the league is over, plus three years to deal with queries and to facilitate organising subsequent leagues.

• We keep league agreements for six years because they are classified as financial documents.

• We retain details of FA disciplinary offences (red cards) for three years after the event.

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6.3 When attending U18 Activities:

• We retain participant and their parent or guardian’s contact details for three years after the activity. This is in case of any claims relating to the activity.

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6.4 For marketing purposes:

• If you tell us you wish to receive details of marketing offers and promotions, you have the right to remove or modify this consent at any point. We make it easy for you to change your preferences by reminding you how every time we contact you.

• If we don’t hear from you again or you don’t book a service after two years we remove your data from our marketing database

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WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH

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J.Ellis Football does not own pitches and venues, but we also use pitches and venues owned by other parties, often local authorities & private organisations. We will share some of your personal information with these parties when required to do so for Health and Safety reasons.

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7.1 For facility booking purposes:

We do not transfer your personal information to these organisations, but we do allow them to read your name and contact details so that they can support you when you arrive at one of their sites, or contact you should an event occur that may affect your booking, such as severe weather.

 

7.2 If you take part in a J.Ellis Football League, J.Ellis Football will share your name and telephone number with our FA accredited referees. Some of these are independent from us and work for us on contract.

 

RIGHTS OVER YOUR PERSONAL INFORMATION

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8.1 By law, you have the following rights:

• You can ask us what information we hold about you and you can ask us to correct it if it is inaccurate. We will respond to you within 30 days

• You can ask us to give you a copy of the information

• You can ask us to stop using your information if you believe we are not doing so lawfully

• You can ask us to erase your information provided we do not need to keep it for overriding regulatory, contractual, health and safety purposes, or for our legitimate interests such as defending a personal injury claim

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8.2 If you would like to request a copy of any information that we currently hold about you, please send your contact details including address to: Privacy Officer, J.Ellis Football, 22 Cattistock Road, Bournemouth, BH8 9PH.

 

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YOUR RIGHT TO COMPLAIN

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9.1 If you have a complaint about our use of your information, please do get in touch with us. Let us know the details of your complaint, plus your contact details including address by writing to us at the address below or by emailing the privacy officer on info@jellisfootball.co.uk. 

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9.2 You may also complain to the Information Commissioner’s Office about our use of your personal data. You can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

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DOCUMENT CONTROL

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10.1 This Privacy Notice will be formally reviewed on an annual basis, as a minimum, or if required changes are identified to address one or more of the following:

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A change in business activities, which will or could possibly affect the sole proprietor’s ability to fully comply with GDPR and other related data protection requirements.

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A change in the way in which the sole proprietor manages personal data, or specifically the activities related to data processing which are outsourced to third party data processors.

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A change in data protection regulations or associated legislative requirements related to the use of third party data processors, or the legal bases for their engagement.

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An identified shortcoming in the effectiveness of this Procedure for example as a result of a data breach, Supervisory Authority investigation, formal review or an audit finding.

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