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Privacy Policy

This Privacy Policy explains how Kings Hill Football Club, 200 Beacon Ave, West Malling, Kent ME19 4QP, United Kingdom, collects, uses, and shares your personal information when you visit our website (https://www.kingshillfc.com) or take part in our club activities.

By using our website or providing your personal information to us (for example, by completing one of our forms), you agree to the terms of this Privacy Policy. If you do not agree, please do not use our website or submit your personal information.

We may update this Privacy Policy from time to time to reflect changes in how we operate or comply with legal requirements. Any updates will be published on this page, and the revised version will apply as soon as it is posted. We encourage you to check this page occasionally to stay informed.

Information We Collect:

We may collect and process the following personal information about you:

Your full name
Your gender
How you currently identify
Your mobile telephone number
Your email address
Your date of birth
Your home address
Your current school
Any other information you choose to provide when completing our forms, contacting us, or participating in club activities

How We Use Your Personal Information:

We use the personal information we collect for the following purposes:

To process and respond to enquiries submitted through our contact forms
To register players and manage their participation in club activities
To communicate important club information, including fixtures, training sessions, and events
To manage sponsorship enquiries and maintain sponsor relationships
To ensure the safety and wellbeing of players in line with our safeguarding responsibilities
To keep accurate club records as required by league, FA, and legal requirements

If we wish to use your personal information for any other purpose, we will ask for your consent and will only use your information for that specific purpose, unless required to do otherwise by law.

How We Share Your Personal Information

We will not share your personal information with any third party without your consent, except in the following limited circumstances:

With our club sponsors – only where necessary for sponsorship purposes that you have agreed to.
With service providers – such as website analytics tools or data processors who help us manage our website, forms, and communications.
Where required by law – to comply with any legal obligation, safeguarding requirement, or lawful request from authorities.

We require any third parties who receive your personal information to:

Use it only for the specific purpose for which it was provided
Keep it secure and confidential
Retain it only for as long as necessary to fulfil that purpose

We may also disclose your personal information in the event of:

A legal obligation or court order
The need to enforce our agreements or protect the rights, property, or safety of our club, members, or others
A merger, transfer, or reorganisation of the club, in which case your information may be transferred to the new organisation

Retention of Your Personal Information

We will keep your personal information only for as long as necessary to fulfil the purposes for which it was collected, as outlined in this Privacy Policy.

Player registration information – kept for the duration of your membership with the club and up to two years after you stop playing, to meet league, FA, and safeguarding requirements.
Contact form and sponsorship enquiries – kept for up to 12 months after your enquiry so we can follow up if needed.
Legal or safeguarding records – may be retained for longer periods if required by law or governing body regulations.

We may also keep anonymous or aggregated information, which does not identify you, for statistical and reporting purposes.

Your Rights

Under UK data protection law, you have the following rights regarding your personal information:

Access – You can request a copy of the personal information we hold about you.
Correction – You can ask us to correct any information that is inaccurate or incomplete.
Erasure – You can ask us to delete your personal information in certain circumstances.
Restriction – You can ask us to restrict how we use your information in certain situations.
Data portability – You can ask us to transfer your information to another organisation, where it is technically possible.
Objection – You can object to us processing your information for specific purposes.
Withdraw consent – If we rely on your consent to use your personal information, you can withdraw that consent at any time.

If you would like to exercise any of these rights, please contact Club Secretary Helen Marsh or complete our online contact form. We will respond in accordance with UK data protection law.

Please note that if you choose not to provide certain personal information, or withdraw your consent for us to use it, we may not be able to provide some club services, such as player registration or responding to your enquiries.

Cookies and Similar Technologies

We use cookies and similar technologies to help our website work properly, understand how it is being used, and improve your experience.

Accepting cookies is not required to enjoy most of our website, but some features may work better with them enabled.

To learn more about the cookies we use and your choices, please read our Cookie Policy.

Security

We take the security of your personal information seriously. We use reasonable measures to protect it from loss, misuse, or unauthorised access.

While we do our best to keep your information safe, no method of sending or storing data online can be guaranteed as 100% secure. This means that, although we work hard to protect your information, we cannot guarantee absolute security.

Third Party Links

Our website may contain links to other websites, such as league sites, football associations, social media pages, or sponsors’ websites. Please note that this Privacy Policy only applies to Kings Hill FC’s website.

If you follow a link to another website, that site will have its own privacy policy, and we recommend you read it. We have no control over, and are not responsible for, the privacy practices or content of other websites.

Data Protection Contact

If you have any questions or concerns about how we handle your personal information, please contact Club Secretary Helen Marsh using the details provided on our contact page.

We will respond to your enquiry in line with UK data protection law.