Southend United Community & Educational Trust (SUCET) take your privacy very seriously. This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
What personal data we hold on you
Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Trust members.
You may give us your information to sign up for one of our projects, buy one of our soccer schools/After School clubs or football development programmes or, to generally communicate with us.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data, it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.
Where we need to collect personal data to fulfil responsibilities and you do not provide that data, we may not be able honour or administer your information.
Why we need your personal data
We will only use personal data for any purpose for which it has been specifically provided. We will mainly use this data for monitoring and evaluation purposes.
We may be required to pass on this data to our funding providers and partner organisations; this will only be done for monitoring and evaluation purposes. These partner organisations will not contact you unless you provide explicit consent on our data collection documents or case study consent forms.
In line with the SUCET Data Protection Policy, these data collection documents i.e., data capture forms are only used by SUCET staff, they are used to track attendance and use of services. It is the manager’s responsibility to devise data collection, evaluation and monitoring procedures such as these forms which meet requirements of the Trust.
At SUCET we use a web- based monitoring system called Views (www.viewsapp.net) Views is a project management and impact reporting platform developed by Substance, a social research company. Views is a secure, fully encrypted and password protected system that has passed Government penetration tests and demonstrated all required compliances. Only through gathering information and evidence are we able to demonstrate and therefore continue to access funding through organisations like the Premier League Charitable Fund (PLCF), the English Football League Trust (EFLT) and National League Trust (NLT) to support groups and individuals in the local community.
We also use CoordinateSport (as of 2021) https://coordinate.cloud/ which is a GDPR compliant centralised project management tool specifically developed for sporting organisations that deals with all the key elements of coaching from scheduling of staff and timesheet processing through to attendee management, health & safety and reporting.
Another online system we use is MyConcern. MyConcern is a secure and trusted safeguarding software used by schools, colleges and other organisations in the UK and worldwide. Created by former senior police officers with over 60 years of experience in safeguarding and child protection, it enables staff to easily record, report and manage all safeguarding, wellbeing and pastoral concerns.
MyConcern is intuitive to use, saves significant amounts of time and provides peace of mind. The safeguarding software achieves all of this while enabling early intervention and allowing a team to be built around the person at risk.
As a team we will use this system to report any safeguarding concerns which are automatically flagged up to the Trust Senior Safeguarding Manager (CEO Dale Spiby) and Designated Safeguarding Manager (Kylie Halls).
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
|Purpose/ Processing Activity||Lawful Basis for processing under Article 6 of the GDPR.|
|Processing data capture forms and Prince’s Trust profile forms for monitoring and evaluation purposes||The Trust has a legitimate interest to run the organisation efficiently and as it sees fit. The information provided will be used to track attendance and use of services.|
|Soccer School and After School club bookings completed online.||The Trust has a legitimate interest to run the organisation efficiently and as it sees fit. The information provided will be used to track attendance and use of services.|
|Sharing data with coaches, managers or officials to run training sessions or enter events||Performance of a contract and or Service Level Agreement (SLA)|
|Sharing data with leagues we are in membership of, county associations and other competition providers for entry in events||Performance of a contract and or Service Level Agreement (SLA)|
|Sharing data with third party service or facility providers||The Trust has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third-party services is for the benefit of the Trust, participants and its members.|
|Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority||The Trust has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits SUCET, participants and the local community.|
|Publishing case studies including photographs on our social media outlets and the club matchday programme||Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian|
|Sending out marketing information such as newsletters and information about promotions and other services/pathways||Consent. We will only send you direct marketing if you are an existing participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.|
Who we share your personal data with
We may share your personal data with selected third parties. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.
We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Trust. We will delete this data 6 years after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes.
Your rights regarding your personal data
Under data protection law, you have rights including:
Your right of access – you have the right to ask us for copies of your personal information.
Your right to rectification – you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – you have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – you have the right to object to the processing of your personal information in certain circumstances
As a data subject you are not obliged to share your personal data with the Trust. If you choose not to share your personal data with us, we may not be able to register or administer your membership/affiliation. You also have the right to opt-out of receiving marketing from us at any time. You can do this by emailing [email protected] or contacting us on 01702 341351.
Your right to data portability – you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at [email protected] or 01702 341351 if you wish to make a request.
Collection and sharing of data & information
We collect and manage information from children, young people and adults and aim to manage it in a way which is appropriate to the child, young person or adult. We will mainly collect information on participants who attend one of our soccer schools or projects related to health, disability, sports and education. In the case of children and young people, wherever possible this information would be completed by a parent/guardian. Notifications shall be in accordance with ICO guidance and where relevant be written in a form understandable by those defined as ‘children’ under the GDPR.
The information we collect may include personal and sensitive data and is used for monitoring and performance purposes. For safeguarding purposes, we may be required to pass these details to the relevant statutory authority.
We are obliged to share information without authorisation from the person who provided it, or to whom it relates, if it is in the public interest. That is when:
We may update this Privacy Notice from time to time and will inform you to any changes in how we handle your personal data.
We are required to appoint a Data Protection Officer (DPO). Details of our current DPO (Dale Spiby CEO) can be found on the organisation’s website www.sufccommunity.co.uk or for further information please call the office on 01702 341351.
How to Complain
If you have any concerns about our use of your personal information, you can make a complaint to the DPO at:
Southend United Community & Educational Trust, Roots Hall, Victoria Avenue, Southend On Sea, SS2 6NQ
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number 0303 123 1113
ICO website: www.ico.org.uk
Safeguarding Children & Young People Policy Statement
Southend United Community & Educational Trust (SUCET) is committed to working to provide a safe working environment for all members and volunteers and recognises its responsibility to safeguard the welfare of every child and young person who has been entrusted to its care and expects all staff members and volunteers to share this commitment. Safeguarding and promoting the welfare of children and young people is everyone’s responsibility. This is paramount to the Board.
The key principles of this Policy are that:
SUCET recognises its duty of care to safeguard all children and young people, involved in activities organised by SUCET, from harm and acknowledges that it is better to prevent; to act before harm occurs and to ensure all action is proportionate; the least intrusive response appropriate to the risk presented.
SUCET acknowledges that children and young people have the right to equal safety and protection from all types of abuse and harm and understands that it is against the law to discriminate against someone because of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex, sexual orientation (defined as Protected Characteristics within the Equality Act 2010). SUCET acknowledges that the needs of children and young people who may have additional vulnerabilities must be considered and addressed, these may be: Physical disabilities, Mental Health Needs, Special Education Needs, being a Displaced or Looked After Child.
SUCET will do their upmost to ensure the safety and protection of all children, young people, visitors, and participants involved in its activities through adherence to; the Safeguarding Children Policies and Procedures and guidelines adopted by SUCET and the EFL Safeguarding, Strategy Standards and Guidance and any National League & FA Guidance.
SUCET Safeguarding Children Policies and Procedures apply to everyone involved with SUCET as safeguarding and promoting the welfare of vulnerable children and young people is everyone’s responsibility. This means any person who is employed or deployed to work with or on behalf of SUCET in a paid or voluntary capacity have a duty to keep children safe and protect them from abuse and harm.
Definition: A child or young person is anyone under the age of 18 (The Children Act 1989)
The aim of SUCET Safeguarding Children Policies & Procedures is to promote best practice and create a culture of vigilance; where safeguarding practice is widely understood, openly discussed and where staff and volunteers recognise the role, they play in keeping children and young people and themselves and their colleagues safe from harm. So SUCET staff and volunteers can/will:
SUCET endorses and adopts The FA Responsible Recruitment guidelines for recruiting staff and volunteers and as a requirement stipulate that staff and volunteers must read the guidance supplied in ‘KEEPING CHILDREN SAFE IN EDUCATION 2022’ (KCSIE 2022) (as a minimum part one) https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1101457/KCSIE_2022_Part_One.pdf
Southend United Community & Educational Trust is committed to working in partnership with the Police, Social Care Departments, and Local Safeguarding Children’s Boards (LSCB) and other partners, in accordance with their procedures to promote and safeguard the welfare of children and young people. This is essential to enable these organisations to carry out their statutory duties to investigate concerns and protect all children and young people. PLEASE NOTE: The LSCB in Southend has now been replaced by The Southend Safeguarding Partnership (SSP) SUCET SC P&P are available to The SSP as and when requested.
SUCET SC P&P cover all SUCET activities at Roots Hall Stadium, Boots & Laces Training Ground, and any external SUCET managed activities.
SUCET SC P&P have been written in line with relevant Government legislation including the ‘Working Together to Safeguard Children’ guidance published in July 2018 (last updated July 2022) and ‘Keeping Children Safe in Education’ updated September 2022. All current Southend United Community & Educational Trust members (and volunteers) working in eligible roles, with children and young people such as managers and coaches are required to hold an in-date FA accepted Enhanced CRC with Barring List check as part of responsible recruitment practice. The Trustees, staff, volunteers, parents, carers, and players are also required to annually sign a Code of Conduct. This encourages a safe environment for all children and young people, where everyone behaves in a responsible manner. The Trustees, staff, volunteers, parents/carers, and players are also required to annually sign a Code of Conduct. This encourages a safe environment for all children and young people, where everyone behaves in a responsible manner
SUCET is committed to reviewing its Safeguarding SC Policy and Procedures annually or within six weeks of the outcome of any serious incident.