Privacy Policy

About this notice 

This privacy notice explains what personal data we collect from or about you, why we use it, how we protect it, and what rights you have over that data. 

Who we are 

PlayFootball Foundation ("we", "us", "our") is the data controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws. 

Registered address:
Building 2, Guildford Business Park, 
Guildford Business Park Road, 
Guildford, GU2 8JZ 

Website:playfootballfoundation.org
Email:privacy@PlayFootballFoundation.org
ICO registration number: [registration pending] 

We act as our own Data Protection Officer (DPO) for the purposes of data protection compliance. If you have any questions about this notice or how we handle your data, please contact us using the details above. 

What data we collect and why 

If you use our contact form 

If you complete our contact form, we will process the information you provide so we can respond to your enquiry and keep in touch where needed. 

  • Purpose: To respond to your enquiry and maintain communication. 

  • Data used: Name, email address, phone number (if provided), message content, and date/time of submission. 

  • Legal basis: Legitimate interests under Article 6(1)(f) UK GDPR. 

  • Retention: Typically up to 12 months after the last contact, unless we need to keep it longer for follow-up or record-keeping. 

How your data is processed: Contact form submissions are processed via HubSpot, which stores data within the European Union. 

Website usage and analytics (Google Analytics) 

We use Google Analytics to understand how visitors use our website and to help improve performance and content. 

  • Purpose: To analyse website usage and improve user experience. 

  • Data used: IP address (anonymised where possible), device information, pages visited, and time spent on site. 

  • Legal basis: Consent under Article 6(1)(a) UK GDPR via our cookie banner. 

  • Retention: In line with Google Analytics settings, typically up to 14 months. 

Google Analytics data is collected via cookies. You can manage your preferences through our cookie banner. 

How to withdraw consent:

  • Update your preferences using the cookie banner on our website. 

  • Use your browser settings to block or delete cookies. 

Once you withdraw consent, we will stop collecting analytics data about your visit going forward. 

Social media interactions 

Our website may include links to our social media profiles. If you interact with us through social media platforms, for example by messaging us or engaging with our content, your data will also be processed by the relevant platform. 

  • Purpose: To engage with users and respond to messages or comments. 

  • Data used: Username, profile information, and message content. 

  • Legal basis: Legitimate interests under Article 6(1)(f) UK GDPR. 

Please refer to the privacy notices of the relevant social media platforms for details of how they use your personal data. 

Cookies 

We use cookies and similar technologies on our website. Details of the cookies we use, why we use them, and how you can manage your preferences are set out in our Cookie Policy. 

Who we share your data with 

We may share your personal data with trusted third-party service providers who support the operation of our website, including: 

  • Squarespace (website hosting and infrastructure provider) 

  • HubSpot (contact form management and CRM services) 

  • Google (analytics services) 

These organisations act as processors on our behalf and must process your data in accordance with our instructions and applicable data protection laws. We do not sell your personal data. 

International data transfers 

Where we transfer your personal data outside the UK, we make sure appropriate safeguards are in place, such as: 

  • Adequacy regulations 

  • The UK International Data Transfer Agreement (IDTA) 

  • The UK Addendum to Standard Contractual Clauses 

These safeguards are used to help ensure your personal data is protected to UK standards. 

How long we keep your data 

We only keep personal data for as long as necessary for the purposes it was collected, including to: 

  • Respond to enquiries 

  • Improve our website 

  • Meet legal or regulatory requirements 

Where relevant, the retention periods are set out in the sections above. 

Your rights 

Under UK data protection law, you have rights including: 

  • The right to be informed about how your data is used 

  • The right of access to your personal data 

  • The right to correct inaccurate data 

  • The right to request deletion of your data 

  • The right to object to processing 

  • The right to data portability 

In most cases, we will respond to your request within one month. To exercise your rights, please contact us using the details above. 

Complaints 

If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO). 

  • Phone: 0303 123 1113 

  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

Third-party websites 

Our website may contain links to other websites. We are not responsible for the privacy practices of those websites and encourage you to read their privacy notices. 

Changes to this notice 

We may update this privacy notice from time to time. The latest version will always be published on our website. 

Review and document control

Owner: PlayFootball Foundation 
Next review date: May 2027 
Review frequency: At least annually or after any material change to processing activities