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Policies

Equality Opportunities

The Club will not discriminate or in any way treat anyone less favourably
on grounds of; sex, sexual orientation, race, nationality, ethnic origin and colour, religion or disability.

This includes:

  • The advertisement for volunteers
  • The selection of candidates for volunteers,
  • Courses
  • External coaching and eductaion activities and awards,
  • Football development activities,
  • Selection for Teams
  • Appointments to honorary positions.

BYSA will not tolerate any kind of foul, abusive, racist remarks or any other discriminatory behaviour, regarding sexual orination, colour or religion, whether physical or verbal. The Club will work to ensure that such behaviour is met with appropriate action in whatever context it occurs.

All managers, assistants, players and parents are committed to the ongoing training awareness to promote the eradication of discrimination within the organisation and within football as a whole.

The requirements of the Codes of Practice issued by the Equal Opportunities Commission and Commission for Racial Equality are the Race Relations Act 1976, Sex Decimation Act 1986 and the Disability Discrimination Act 1995.

Since discrimination in its many forms is against the Football Club Policy, any member offending will be dealt with under the Clubs disciplinary procedures.

The Club is responsible for setting standards and values to apply throughout the organisation. We believe football belongs to, and should be, enjoyed by everyone equally.

In the event that anyone should have a complaint or feel that they have suffered discrimination, or believe the Club has not followed the Code of Conduct or Policies, please contact the Club Secretary with details of the following:

  • What happened
  • When and Where the occurrence took place
  • Any witness statements and names
  • Names of any others who have been treated in a similar way
  • Details of any former complaints made about the incident, including the date and to whom it was made to
  • A preference for the solution to the incident.

Venues and Equipment

Staff members will check:

  • Area is safe
  • There are no obstacles on the field of play
  • Goal posts are within FA safety guidelines
  • All equipment is safety checked e.g. footballs have no splits
  • All players have shin pads and boots are fully studded
  • Changing rooms are checked for safety.

First Aid

  • The Club ensures there is a qualified first aider with all teams
  • All teams have a suitable first aid kit
  • All teams have a mobile phone with them
  • All managers have a list of any known children’s illnesses
  • The Club Secretary knows if the teams are playing, ‘home’ or ‘away’.

Health and Safety

To support our Health and Safety policy statement we are committed to the following duties:

  • Undertake regular, recorded risk assessment of the club grounds and all activities undertaken by the club.This includes the inspection of the field of play prior to any fixture or training session. With a decision on the fitness, safety of the playing and training area taken by the manager.
  • Ensure that all players are given the appropriate level of training with appropriate levels of supervision.
  • Ensure that normal operating procedures and emergency operating procedures are in place and known by all managers and club officials
  • Provide access to adequate first aid facilities, telephone and qualified first aider at all times
  • Report any injuries or accidents sustained during any club activity or whilst on the club premises
  • Ensure that the implementation of the policy is reviewed regularly and monitored for effectiveness.
  • Annual risk assessments of goal posts.
  • Annual inspection of all auxiliary equipment i.e. nets, corner flags.

PLAYERS AND MANAGERS DUTY
All players, Managers and Assistant Managers are committed to the following:

  • Take reasonable care for your own health and safety, plus that of others who may be affected by what you do or not do
  • Co-operate with the Club on health + safety issues
  • Correct use of all equipment provided by the Club
  • Do not interfere with, or misuse anything provided for your health, safety or welfare.

Code of Conduct for Players

Players Code is to:

  • make every effort to develop their own sporting abilities in terms of skills techniques, tactics and stamina.
  • give maximum effort and strive for the best possible performance during a game, even if the team is in a position where the desired result has already been achieved.
  • set a positive example for others, particularly young players and supporters.
  • always have regard to the best interest of the game, including where publicly expressing an opinion on the game and any particular aspect if it, including others involved in the game.
  • do not use inappropriate language.

Obligations towards ones own team

A player should:

  • make every effort consistent with fair play and the laws of the game to help their own team win.
  • resist any influence which might, or might be seen to bring into question their commitment to the team winning.

Law and rules of the game

  • A player should know and abide by the laws, rules and spirit of the game and the competition rules
  • Accept success and failure, victory and defeat equally.
  • resist any temptation to take banned substances or use banned techniques.

Rules set by The Football Association

  • Players must be 6 years of age on or before 31st August
  • Players in Teams Under 7s and Under 8s cannot play for points
  • To play more than seven per side, the player must be 10 years old on or after 31st August.

Club Rules

The Club shall have the status of an Affiliated Members Club of The Football Association by virtue of its affiliation to The Birmingham Football Association and any League or Competition to which the Club is affiliated for the time being shall be deemed to be incorporated into the Club Rules.

No alteration to the Club Rules shall be effective without prior written approval by the Birmingham County FA.

The Club will also abide by The Football Associations Child Protection Policies and Procedures, Codes of Conduct and the Equal Opportunities and
Anti-Discrimination Policy.

It is the responsibility of each team manager to confirm match times, referees, match results and to post off their match sheets.

Any correspondence either verbally or written which are not part of the manager responsibility must first be notified to the Club Secretary who will then deal with them appropriately.

All equipment and Home Kits remain the property of BYSA. Away Kits which have been purchased through sponsorship or fund raising using the Pinley FC name remain the property of BYSA.

The Club will provide a Home Kit for all teams playing for BYSA Club. BYSA Club will also provide appropriate insurance for players and officials. It is the managers responsibility to ensure all kits both Home and Away and equipment are returned to the club if the team decides not to continue anytime.

Teams are only permitted to play in red and black for home games other colours are not allowed for home games. Other colours for away games must first be confirmed with the Management Committee.

Teams must have a complete first aid kit available at matches and training, which will be provided by the Club. Re stocking of this can be done at the managers meeting or by contacting the Club Secretary to make arrangements.

Injured players may be treated with water spray bottles and antiseptic wipes by a first aider. No antiseptic creams or bucket and sponges can be used. Plasters may be issued to a player but not administered.

Each team will be permitted 1 stand down per season. Providing 4 weeks prior notice is given to the Club Secretary. No other cancellation other than adverse weather conditions or the ground being unfit will be permitted

Managers receiving fines for misconduct will be responsible for paying for this within 14 days to the Treasurer. Any player or parent receiving a fine for misconduct will be responsible to pay this to the manager within 14 days.

It is the managers responsibility to collect subscriptions from the players and hand them to the Club Treasurer on a monthly basis at the managers meeting. With the appropriate expenses sheet.

Any sponsors should be forwarded to the Forum Events Co-ordinator and this will then be discussed at a club meeting to make sure they are appropriate no advertising of drugs, alcohol or gambling (e.g. pubs, clubs and betting shops)

Welfare Policy

BYSA take responsibility for Child Protection seriously.
We have clear policy guidelines for anyone working at our Club.

The Club has a Child Welfare Officer who is involved in the safeguard and good practice of football for the children.This person ensures all members of our Club are CRB checked and attend policy courses.

The childs welfare is and must be the paramount consideration.

All children and young people have the right to be protected from abuse regardless of their age, gender, disability, culture, language, racial origin, religious beliefs or sexual identity.

All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.

The child shall have a Child Protection Officer to be appointed at the first meeting following the AGM.

The Clubs Child Protection Officer shall make every effort to make him/her available for any service training where appropriately.

In all cases this Club will follow the FA Child Protection Procedures and Policies. All Club members must attend the FA Child Protection and Best Practice Course.

Privacy Notice

  1. BYSA (“we”, “our”, “us”) take your privacy very seriously.
  2. 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

 

  1. Personal data means any information about an individual from which that individual can be identified.

 

  1. We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other members.
  2. You provide information about yourself when you register with BYSA, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.

 

  1. 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.

 

  1. Where we need to collect personal data to fulfil BYSA responsibilities and you do not provide that data, we may not be able honour or administer your membership.

 

Why we need your personal data

 

  1. We will only use personal data for any purpose for which it has been specifically provided.

 

  1. The reason we need participants’ and members’ personal data is to be able to run the activities of BYSA. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.

 

  1. We have set out below, in a table format, a description of all the ways we may 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 membership forms and payments/ subs

 

Performance of a contract
Organising matches

 

Performance of a contract
Sending out match or information and updates

 

Performance of a contract
Sharing data with coaches, managers or officials to run training sessions or enter events

 

Performance of a contract
Sharing data with leagues we are in membership of, county associations and other competition providers for entry in events

 

Performance of a contract
Sharing data with committee members to provide information about update on activities and to support other developments

 

BYSA has a legitimate interest to maintain member and participant correspondence for BYSA community purposes.
Sharing data with third party service or facility providers BYSA 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 BYSA, participants and its members.

 

Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority BYSA has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits BYSA, participants and its members.

 

Publishing match and league results 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 offers from sponsors Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.

 

To ensure we understand possible health risks Consent. We will only process details on your medical history with your consent.

 

 

Who we share your personal data with

 

  1. When you become a member of BYSA, your information, if you are a coach or volunteer will be or if you are another participant may be entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants an teams for matches, tournaments or other events, and for affiliation purposes.

 

  1. We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.

 

  1. 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.

 

  1. The BYSA’s data processing may require your personal data to be transferred outside of the UK. Where BYSA does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

 

Protection of your personal data

 

  1. 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

 

  1. We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with BYSA. We will delete this data 12 months 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. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.

 

Your rights regarding your personal data

 

  1. As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

 

  1. As a data subject you are not obliged to share your personal data with BYSA. If you choose not to share your personal data with us we may not be able to register or administer your membership.

 

  1. We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.

 

  1. If you have any questions about this Privacy Notice then please contact the BYSA committee on info@bysa.co.uk

Data Protection Policy

  1. About this Policy
    • This Policy is to help BYSA deal with data protection matters internally. This should be kept with other policies and a copy should be given (or made available) to all staff members, volunteers and others who come into contact with personal data during the course of their involvement with BYSA.
    • BYSA (“we”, “our”, “us”) handle personal data about current, former, and on occasion prospective players [and their parents or guardians], volunteers, committee members, others including referees, coaches, managers, contractors, third parties, suppliers, and any other individuals that we communicate with.
    • In your official capacity with the BYSA, you may process personal data on our behalf and we will process personal data about you. We recognise the need to treat all personal data in an appropriate and lawful manner, in accordance with the EU General Data Protection Regulation 2016/679 (GDPR).
    • Correct and lawful treatment of this data will maintain confidence in BYSA, and protect the rights of players and any other individuals associated with the Academy. This Policy sets out our data protection responsibilities and highlights the obligations of BYSA, which means the obligations of our employees, committee, volunteers, members, and any other contractor or legal or natural individual or organisation acting for or on behalf of BYSA.
    • You are obliged to comply with this policy when processing personal data on behalf of BYSA, and this policy will help you to understand how to handle personal data.
    • BYSA will be responsible for ensuring compliance with this Policy. Any questions about this Policy or data protection concerns should be referred to the committee.
    • We process participant, volunteer, member, referee, coach, manager, contractor, committee, supplier and third party personal data for administrative and management purposes. Our purpose for holding this personal data is to be able to contact relevant individuals on BYSA business and our legal basis for processing your personal data in this way is the contractual relationship we have with you. We will keep this data for 12 months after the end of your official relationship with BYSA, unless required otherwise by law and / or regulatory requirements. If you do not provide your personal data for this purpose, you will not be able to carry out your role or the obligations of your contract with BYSA.
    • All the key definitions under GDPR can be found here.

 

  1. What we need from you
    • To assist with our compliance with GDPR we will need you to comply with the terms of this policy. We have set out the key guidance in this section but please do read the full policy carefully.
    • Please help us to comply with the data protection principles (set out briefly in section 3 of this policy and in further detail below):
      • please ensure that you only process data in accordance with our transparent processing as set out in our Privacy notice;
      • please only process personal data for the purposes for which we have collected it (i.e. if you want to do something different with it then please speak to the Chairman / Secretary first);
      • please do not ask for further information about players and / or members and / or staff and / or volunteers without first checking with the Chairman / Secretary;
      • if you are asked to correct an individual’s personal data, please make sure that you can identify that individual and, where you have been able to identify them, make the relevant updates on our records and systems;
      • please comply with our retention periods listed in our Privacy Notice and make sure that if you still have information which falls outside of those dates, that you delete/destroy it securely;
      • please treat all personal data as confidential. If it is stored in electronic format then please consider whether the documents themselves should be password protected or whether your personal computer is password protected and whether you can limit the number of people who have access to the information. Please also consider the security levels of any cloud storage provider (and see below). If it is stored in hard copy format then please make sure it is locked away safely and is not kept in a car overnight or disposed of in a public place;
      • if you are looking at using a new electronic system for the storage of information, please talk to the Chairman / Secretary first so that we can decide whether such a system is appropriately secure and complies with GDPR;
      • if you are planning on sharing personal data with anybody new or with a party outside the FA structure then please speak to the Chairman / Secretary before doing so who will be able to check that the correct contractual provisions are in place and that we have a lawful basis to share the information;
      • if you receive a subject access request (or you think somebody is making a subject access request for access to the information we hold on them) then please tell [insert name] as soon as possible because we have strict timelines in which to comply;
      • if you think there has been a data breach (for example you have lost personal data or a personal device which contains personal data or you have been informed that a coach has done so, or you have sent an email and open copied all contacts in) then please speak to the Chairman / Secretary who will be able to help you to respond.

If you have any questions at any time then please just ask the Chairman / Secretary. We are here to help.

 

  1. Data protection principles
    • Anyone processing personal data must comply with the enforceable principles of data protection. Personal data must be:
      • processed lawfully, fairly and in a transparent manner;
      • collected for only specified, explicit and legitimate purposes;
      • adequate, relevant and limited to what is necessary for the purpose(s) for which it is processed;
      • accurate and, where necessary, kept up to date;
      • kept in a form which permits identification of individuals for no longer than is necessary for the purpose(s) for which it is processed;
      • processed in a manner that ensures its security by appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage;
    • We are responsible for and must be able to demonstrate compliance with the data protection principles listed above.

 

  1. Fair and lawful processing
    • This Policy aims to ensure that our data processing is done fairly and without adversely affecting the rights of the individual.
    • Lawful processing means data must be processed on one of the legal bases set out in the GDPR. When special category personal data is being processed, additional conditions must be met.
  2. Processing for limited purposes
    • BYSA collects and processes personal data. This is data we receive directly from an individual and data we may receive from other sources.
    • We will only process personal data for the purposes of BYSA activities as instructed by the committee, the County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what those purposes are when we first collect the data or as soon as possible thereafter.

 

  1. Consent
    • One of the lawful bases on which we may be processing data is the individual’s consent.
    • An individual consents to us processing their personal data if they clearly indicate specific and informed agreement, either by a statement or positive action.
    • Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly honoured. Consents should be refreshed every season.
    • Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for processing special category personal data. Where children are involved then the consent must be in writing from parent/guardian
    • Where consent is our legal basis for processing, we will need to keep records of when and how this consent was captured.
    • Our Privacy Notice sets out the lawful bases on which we process data of our players and members.

 

  1. Notifying individuals
    • Where we collect personal data directly from individuals, we will inform them about:
      • the purpose(s) for which we intend to process that personal data;
      • the legal basis on which we are processing that personal data;
      • where that legal basis is a legitimate interest, what that legitimate interest is;
      • where that legal basis is statutory or contractual, any possible consequences of failing to provide that personal data;
      • the types of third parties, if any, with which we will share that personal data, including any international data transfers;
      • their rights as data subjects, and how they can limit our use of their personal data;
      • the period for which data will be stored and how that period is determined;
      • any automated decision-making processing of that data and whether the data may be used for any further processing, and what that further processing is.
    • If we receive personal data about an individual from other sources, we will provide the above information as soon as possible and let them know the source we received their personal data from;
    • We will also inform those whose personal data we process that we, BYSA, are the data controller in regard to that data, and which individual(s) in BYSA are responsible for data protection.

 

  1. Adequate, relevant and non-excessive processing
    • We will only collect personal data that is required for the specific purpose notified to the individual.
    • You may only process personal data if required to do so in your official capacity with BYSA. You cannot process personal data for any reason unrelated to your duties.
    • BYSA must ensure that when personal data is no longer needed for specified purposes, it is deleted or anonymised.

 

  1. Accurate data

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at the start of each season. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.

  1. Timely processing

We will not keep personal data longer than is necessary for the purpose(s) for which they were collected. We will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.

 

  1. Processing in line with data subjects’ rights
    • As data subjects, all individuals have the right to:
      • be informed of what personal data is being processed;
      • request access to any data held about them by a data controller;
      • object to processing of their data for direct-marketing purposes (including profiling);
      • ask to have inaccurate or incomplete data rectified;
      • be forgotten (deletion or removal of personal data);
      • restrict processing;
      • data portability; and
      • not be subject to a decision which is based on automated processing.
    • BYSA is aware that not all individuals’ rights are absolute, and any requests regarding the above should be immediately reported to the committee, and if applicable escalated to the County FA for guidance.

 

  1. Data security
    • We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
    • We have proportionate procedures and technology to maintain the security of all personal data.
    • Personal data will only be transferred to another party to process on our behalf (a data processor) where we have a GDPR-compliant written contract in place with that data processor.
    • We will maintain data security by protecting the confidentiality, integrity and availability of the personal data.
    • Our security procedures include:
      • Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed.
      • Screens and monitors must not show personal data to passers-by, and should be locked when unattended. Excel spreadsheets will be password protected.
      • Personal Devices. Anyone accessing or processing BYSA’s personal data on their own device, must have and operate a password only access or similar lock function, and should have appropriate anti-virus protection. These devices must have BYSA’s personal data removed prior to being replaced by a new device or prior to such individual ceasing to work with or support BYSA activities.

 

  1. Disclosure and sharing of personal information
    • We share personal data with the County FA, and with applicable leagues using Whole Game System.
    • We may share personal data with third parties or suppliers for the services they provide, and instruct them to process our personal data on our behalf as data processors. Where we share data with third parties, we will ensure we have a compliant written contract in place incorporating the minimum data processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.
    • We may share personal data we hold if we are under a duty to disclose or share an individual’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the individual or other agreements; or to protect our rights, property, or safety of our volunteers, players, other individuals associated with BYSA or others.

 

  1. Transferring personal data to a country outside the EEA

We may transfer any personal data we hold to a country outside the European Economic Area (EEA), provided that one of the appropriate safeguards applies.

 

  1. Reporting a personal data breach
    • In the case of a breach of personal data, we may need to notify the applicable regulatory body and the individual.
    • If you know or suspect that a personal data breach has occurred, inform a member of the committee immediately, who may need to escalate to the County FA as appropriate. You should preserve all evidence relating to a potential personal data breach.

 

  1. Dealing with subject access requests
    • Individuals may make a formal request for information we hold about them. Anyone who receives such a request should forward it to the committee immediately on info@bysa.co.uk and where necessary escalated to the County FA for guidance. Nobody should feel bullied or pressured into disclosing personal information.
    • When receiving telephone enquiries, we will only disclose personal data if we have checked the caller’s identity to make sure they are entitled to it.

 

  1. Accountability
    • BYSA must implement appropriate technical and organisational measures to look after personal data, and is responsible for, and must be able to demonstrate compliance with the data protection principles.
    • BYSA must have adequate resources and controls in place to ensure and to document GDPR compliance, such as:
      • providing fair processing notice to individuals at all points of data capture;
      • training committee and volunteers on the GDPR, and this Data Protection Policy; and
      • reviewing the privacy measures implemented by BYSA.

 

  1. Changes to this policy

We reserve the right to change this policy at any time. Where appropriate, we will notify you by email.